Toast Data Exports Overview

In this Article:

• Data Exports Overview
• Configure Exports
• Steps to Create SSH and Connected to SFTP via Cyberduck & Terminal
  • Third-Party Vendor Access
  • Access Files via Cyberduck
  • Access Files via the Terminal
• Data Exports Security
• Missing/Incomplete Data

 

Data Exports Overview

Some restaurants may have third-party systems that need to import data from Toast on a regular basis. To support this, Toast allows you to configure automated nightly exports for the following data types:

 

• Sales/Finance
  • Order Details
  • Payment Details
  • Item Selection Details
  • Modifier Selection Details
  • Kitchen Details
  • Cash Management
  • Product Mix (All Items)
• Labor/Employee
  • Time Entries
• Accounting
  • Accounting
• Configuration
  • Menu

 

These are the same export files that can be manually downloaded from the online reports on Toast Web (your restaurant's back-end).
 

Exports are typically generated within one hour after each restaurant's configured closeout hour. By default, the closeout hour for a restaurant is 4:00 a.m. in the local timezone. Each export file will contain the relevant data for the previous business day.
 

This feature exports a day's worth of reports per location at a time, not aggregated data for a date range. Data is stored for seven days before being cycled out.
 

If your location is part of a multi-location group within Toast, the login credentials Toast provides will give access to the exported data of all locations within the group. Each location will have its own numbered folder. You can download a report of your Restaurant Number Mappings here after logging in to Toast Web.

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Configure Exports

Only users with the 8.3 Data Export Config permission can modify the data export setup for your restaurant group. Once a user has been granted this permission, the Data Exports configuration page will be visible via Reports > Settings > Data Exports.
 

If your restaurant's group has not yet been set up for exports, you'll see the following warning on that page:

 

 
  

Once you've contacted Toast Customer Care and they've set up your access, you'll be able to enable and configure the different exportable data types. You can choose the name and order of the columns you'd like to export. This order and selection will remain consistent even as the default reporting columns on the web change with new Toast releases.

 

 
 

As indicated in the image above, if your restaurant is part of a restaurant group, the export configuration will apply to all restaurants in that group.

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Create SSH and Connect to SFTP via Cyberduck & Terminal

The steps to create a public SSH (Secure Shell) key and add the key in Toast Web are described in our platform guide.

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Third-Party Vendor Access for Data Exports

1. Third-party vendors (partners of restaurants) would be required to follow the above process and generate their own SSH key(s). 
2. The third-party vendor would then share their SSH public key with the restaurant user contact. 
3. The restaurant user would then add the third-party vendor's SSH key to the Toast back-end on the SSH keys page (see images above). 
4. When the steps above are completed, the third-party vendor will be able to access data exports by using the customer's SFTP username, server URL, and third-party's SSH key. 

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Access Data Export Files via Cyberduck

1. In Toast Web, navigate to Internal Tools > Toast Restaurant Setup > Toast Restaurant Setup.
   
    
   
   
2. On the Toast Restaurant Setup page, copy the Data Export User for the location and put this in a Notes Doc. You will need this to access the folder in Cyberduck.
   
    
   
   
3. Create an SSH Key for the location and add it to their Toast Account. Refer to Creating SSH Keys & Adding To Toast Web.
4. Once the key is added, you can access the location through Cyberduck.
   1. If you do not have Cyberduck downloaded, use this link to download it to your computer.
5. Next, open Cyberduck and select the Open Connection option.
   
    
   
   
6. Copy the Server URL from the SSH Key page on the Toast Web account. Paste this into the Server Field in Cyberduck.
   
    
   
   
7. Set the top drop-down to SFTP File Transfer Protocol.
   1. Paste the Data Export user from the Restaurant Setup page into the Username field, and leave the password field blank.
   2.  Select the private SSH file on your device to get it to connect. 
      
       
      
      
8. Select the Connect Button, then select Allow for Unknown Fingerprint.
   
    
   
   
9. Cyberduck will open the S3 Bucket. In this pop-up up you will see folders that contain the Data Export Information.
   
    
   

 

When you have completed your work with the Data Export, remove your SSH Key from the locations account through the SSH Key Page.

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Access Data Export Files via the Terminal

To access files via the terminal, please follow these steps:

 

1. Navigate to Terminal on your Mac by simultaneously selecting Command and the space bar, then search for Terminal. The following window should appear on your screen.
   
    
   
   
2. Next, type in the command ssh-keygen and select Enter on your keyboard to begin the process of generating the SSH keys. 
   
3. Select Enter on your keyboard to save the file in your users/.ssh/id_rsa folder.
   1. Note: You do not have to enter any information for the passphrase and can just select Enter twice to bypass.
      
      
      
      
4. Type in the command cat .ssh/id_rsa.pub and select Enter again to create your ssh-rsa key.
   
    
   
   
5. Highlight and copy the SSH key below, starting with ssh-rsa to the right before where your name begins on the screen.
   1. Note: DO NOT include the space in front of your name. For example, in the screenshot above, you should highlight and copy the following:
      
      ssh-rsa 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
      
      
6. In Toast Web, navigate to Reports > Settings > SSH Keys.
7. Select Add New Key.
   
    
   
   
8. Copy and paste your SSH key, then select Add key.
9. Once added, the setup is completed.
   
    

 

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Data Exports Security

The contents of your restaurant group's folder can only be accessed by users who have generated their SSH key and whose public keys are added to the Toast Web, following the process above. You cannot view other restaurant groups' data and vice versa. 

If your public key is compromised, that key's access can be revoked by selecting the Delete icon next to the public key list and generating a new key to add to Toast Web. 
 

 

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Missing/Incomplete Data

Once Data Exports are processed, the data within the export will remain the same as of the time/day it was exported. Any alterations made to a previous day's sales/reporting in Toast after the files are exported will not be reflected in the data export, as it does not automatically update data.

 

Sale Dates with altered data cannot be recent to the Data Export. Reports in Toastweb will need to be exported manually in order to export reports with changed or altered information.  

 

Alternatively, a Reporting Partner can be used to allow for updates to be re-pulled as needed by the Partners platform. Please navigate to My Integrations on your ToastWeb account to see a list of currently available Reporting Integrations.

 

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