--- title: "Phocas BI Extract Maintenance - Field Definitions" canonical: "https://kb.myframeworks.com.au/space/FRAM/28408042/Phocas%20BI%20Extract%20Maintenance%20-%20Field%20Definitions" format: markdown --- The **Phocas BI Extract Maintenance** screen defines which data extract types are active for the Phocas BI integration and controls whether each extract runs as a full or incremental extract. Each row in the extract grid represents a data extract type that generates a specific CSV file for upload to the customer's Phocas cloud instance. The screen also provides access to the **Phocas BI Extract** task (via the **Schedule** button) and the **Phocas Extract Tasks** diagnostic view (via the **Tasks** button). ## Screen Access From the **Frameworks Menu**, navigate to **Third Party Integrations > Phocas Integration > Phocas BI Extract Maintenance**. ## Screen Structure ![image-20260810-043314.png](media://fea49b85-ea18-4c40-976c-f82b04bee205) The **Phocas BI Extract Maintenance** screen is organised into two main sections: 1. **Extract Grid** - Lists all available Phocas data extract types with their active status, extract mode and last extraction details. 2. **Action Buttons** - Provides access to the Phocas Extract Tasks view and the Phocas BI Extract task scheduler. --- ## Extract Grid The extract grid lists all available Phocas data extract types. Each row represents a single extract type that generates a corresponding CSV file when the Phocas BI Extract task runs. Enable or disable individual extract types based on which Phocas cubes the customer has purchased. ### Name of Extract The **Name of extract** column displays the identifier for each data extract type. Each extract type corresponds to a specific CSV file that maps to a Phocas cube data source (for example, the `sales` extract generates the sales.csv file for the Phocas Sales cube). The extract types are system-defined and cannot be added, removed or renamed. **Format:** Text (read-only) | **Editable:** No The available extract types are: branch, branch_product, contract, customer, customer_disc_group, customer_group, difots, gl_budget, gl_chart, gl_tran_detail, gl_transaction, orders, product, product_group, purchases, quotes, sales, stock_on_hand, supplier and user. Refer to Understanding Phocas BI Integration for a description of each extract type. ### Is Active The **Is Active** checkbox enables or disables the data extract type. When enabled, the extract type generates a CSV file containing a full dataset each time the Phocas BI Extract task runs. When disabled, the extract type is skipped during the extract process. Enable the **Is Active** checkbox for each extract type that corresponds to a Phocas cube the customer has purchased. Leave the checkbox disabled for extract types the customer does not require. **Format:** Checkbox | **Required:** No | **Default:** Disabled | **Editable:** Yes | **Related fields:** The **Updates Only** checkbox modifies the behaviour of an active extract by switching it from full to incremental mode. ### Updates Only The **Updates Only** checkbox switches an active extract type from full extraction to incremental extraction. When enabled (together with **Is Active**), the extract generates a CSV file containing only records that have changed since the **Date Last Extracted** value for that extract type. When disabled, the extract generates a full dataset. Enable the **Updates Only** checkbox for high-volume extract types (such as sales, purchases, product and gl_transaction) after the first full data seeding extract has completed. Low-volume extract types (such as branch, product_group, customer_group) may remain as full extracts without a meaningful performance impact. The **Updates Only** checkbox has no effect unless the **Is Active** checkbox is also enabled for the same extract type. The **Updates Only** checkbox is not available for the orders and quotes extract types (the checkbox is greyed out). These extract types always run as full extracts. **Format:** Checkbox | **Required:** No | **Default:** Disabled | **Editable:** Yes | **Related fields:** Requires **Is Active** to be enabled. Uses the **Date Last Extracted** value to determine which records have changed since the last extract run. ### Date Last Extracted The **Date Last Extracted** column displays the date of the most recent successful extract for the extract type. Frameworks updates this value automatically after each successful extract run. For incremental extracts (where **Updates Only** is enabled), only records modified after this date are included in the next extract. > ℹ️ If the **Date Last Extracted** column is blank, the extract type has not been run since it was enabled. **Format:** Date (DD/MM/YYYY, read-only) | **Editable:** No | **Related fields:** Used by **Updates Only** to determine the incremental extract boundary. The **Time Last Extracted** column provides the corresponding time. ### Time Last Extracted The **Time Last Extracted** column displays the time of the most recent successful extract for the extract type. Frameworks updates this value automatically after each successful extract run. The **Time Last Extracted** value is used together with the **Date Last Extracted** value to determine the precise point from which incremental extracts include changed records. **Format:** Time (HH:MM:SS, read-only) | **Editable:** No | **Related fields:** Works with **Date Last Extracted** to define the incremental extract boundary. ### No. of Records The **No. of Records** column displays the number of records included in the most recent extract for the extract type. This value updates after each successful extract run and provides a quick indicator of extract volume. A value of `0` indicates the extract type has not yet been run or the most recent run produced no records. > ℹ️ Use this column to verify that extracts are producing expected data volumes. A sudden drop to `0` or a significant change in record count may indicate a configuration issue. **Format:** Numeric (read-only) | **Editable:** No --- ## Action Buttons The **Phocas BI Extract Maintenance** screen has two buttons at the bottom of the screen. ### Tasks The **Tasks** button opens the **Phocas Extract Tasks** screen, a diagnostic view of past and upcoming Phocas BI Extract task runs. Use the **Phocas Extract Tasks** screen to confirm the task is running on schedule, review task logs and investigate failures. **Action:** Opens the **Phocas Extract Tasks** screen. ### Schedule The **Schedule** button opens the **Phocas BI Extract** screen, which is used to configure and run the Phocas BI Extract task. The **Phocas BI Extract** screen has three tabs: **Report Criteria** (displays the Phocas connection settings propagated from **System Settings - General**), **Schedule** (configures the task schedule) and **Output** (displays the results of the most recent task run). **Action:** Opens the **Phocas BI Extract** task screen. > ✅ ## Related Information > ✅ > ✅ - [Understanding Phocas BI Integration](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28408008) [LINK: page 28408008] > ✅ - [Phocas BI Integration - Implementation Guide](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/979533825) [LINK: new page] > ✅ - [Phocas Extract Tasks - Field Definitions](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/979894279) > ✅ - [Phocas BI Extract Reference](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/979959817)