---
title: "Export Debtor transactions to xml"
canonical: "https://kb.myframeworks.com.au/space/PROSTIXV48DOC/31096962/Export%20Debtor%20transactions%20to%20xml"
format: markdown
---
System Flags
| **Flag** | **Description** |
| --- | --- |
| **PhocasPurUom** | Send purchases in transaction UOM to Phocas. |
> ℹ️ The **Debtor XML Extract** option enables you to export Debtor transactions to a single xml export on a daily basis. You are able to set the the extract to active and setup a scheduled task which runs overnight executing the export. You are also able to schedule & re-run an extract manually if required. The xml file saves to the *prostix/dmp/debtorsxml* directory. A scheduled send (not part of this development) transmits the nightly file via ftp once generated.
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> ℹ️ The xml extract contains the following:
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> ℹ️ - File Summary
> ℹ️ - Debtors
> ℹ️ - New Transactions
> ℹ️ - All outstanding balance transactions, including those with negative balances (including credit notes, opening balance transactions & payments)
> ℹ️ - Debtor Contacts
> ℹ️ - Debtor Addresses
> ℹ️ - All Customer Types with the exception of bad debtors (z)
> ℹ️
> ℹ️ The export records the date of the last export, includes all new transactions from the last export date export & includes all outstanding transactions (those not marked as paid). The transaction numbers in the export are a combination of the Invoice number and the suffix to ensure there are unique transaction numbers.
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> ℹ️ Refer to the following processes for further information:
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> ℹ️ > Macro (toc)
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> ℹ️ ## Installing the Debtor extract menu into your Prostix instance
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> ℹ️ To install the menu for the Debtor extract into your Prostix system, perform the following:
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> ℹ️ 1. From the **ProStix Main Menu** select **System Administration** then **Utilities **then **Run a Program**.
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> ℹ️ 2. Type *insu33549.p* in the** Which Program?** field, then press .
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> ℹ️ 3. Once the program has run, the Debtor extract is available via** System Administration** then **Third Party Applications** then **Debtor XML Extract**.
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> ℹ️ 4. The following options are available within the Debtor XML Extract.
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> ℹ️ ## Export Directory
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> ℹ️ The **Export Directory** option displays the default path where the xml file will be exported to once the export has run.
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> ℹ️ To view the Export Directory, from the **ProStix Main Menu** select **System Administration** then **Third Party Applications **then **Export Directory**.
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> ℹ️ ## Manage Data Extracts
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> ℹ️ The **Manage Data Extracts** option allows you to manage whether the extract is active or not & also displays the date and time of the last extract including a count of the previous debtor records extracted. To ensure a Debtor extract is run, the **Active** field must be set to ***yes*** and the scheduled task must be set to*** current***
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> ℹ️ To manage the debtor extract, perform the following:
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> ℹ️ 1. From the **ProStix Main Menu** select **System Administration** then **Third Party Applications **then **Manage Data Extracts**.
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> ℹ️ 2. Press .
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> ℹ️ 3. *If applicable*, type *yes* in the **Active** field.
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> ℹ️ 4. Select either *yes* or *no* in the **Updates Only** field.
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> ℹ️ i. When **Update Only** = *yes, *the export will export all new transactions from the last export date up to the date/time the export is run. That is, if the extract is run at 9am, it would export all new transactions from the last export date up to 9am on the next day.
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> ℹ️ ii. When **Update Only** = *no*, the export will run a full data extract disregarding the date of the last export.
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> ℹ️ :info: The **Date Last Extracted** and **Time Last Extracted** displays the date and time of the last successful extract. The **No. Records** field is a count of the debtors.
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> ℹ️ 5. Press to save your changes.
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> ℹ️ ## Schedule Data Extracts
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> ℹ️ The **Schedule Data Extracts** allows the scheduled extract to be executed daily and to be enabled or disabled.
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> ℹ️ To schedule the debtor transaction export, perform the following:
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> ℹ️ 1. From the **ProStix Main Menu** select **System Administration** then **Third Party Applications **then **Schedule Data Extracts**.
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> ℹ️ 2. *If the extract has bever been scheduled before*, press , then set the **Recurrence Frequency** parameters, then press to save your change. Refer to [Scheduling Tasks](https://sterlandsupport.atlassian.net/wiki/spaces/PROSTIXV48DOC/pages/31100171) for further information.
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> ℹ️ 3. Press to change the debtors transaction extract to *Current* or *Disabled*. A status of *Current* ensures the extract is run daily according to the **Recurrence Frequency** parameters. A status of *Disabled*, stops the extract from running.
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> ℹ️ ## View Data Extracts
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> ℹ️ The **View Data Extracts** option allows you to view the status of the previous extract including the file summary values and number of records extracted.
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> ℹ️ When completed, the xml file will be exported into the* /prostix/dmp/debtorsxml* directory.
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> ℹ️ ## Re-running a Debtors Transaction export
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> ℹ️ To re-run an export (for example, if an export fails), perform the following:
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> ℹ️ 1. From the **ProStix Main Menu** select **System Administration** then **Third Party Applications **then **Debtor XML Extract** then **Manage Data Extracts**.
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> ℹ️ 2. With *DebtorsDailyFile* highlighted, press .
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> ℹ️ 3. Enter a *date you want the extract to re-ran from* in the **Date Last Extracted** field & *a time for the extract to re-ran from in the ***Time Last Extracted** field.
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> ℹ️ 4. Press to save your changes.
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> ℹ️ 5. If set to 'Update Only' = Yes, the scheduled extract (when set to next run) will then run again from the date and time entered in step 3. If the extract is set to 'Update Only' = No, then all the outstanding data will be extracted from the Debtors ledger regardless of transaction / movement date.