# Batch Export File

> Depending on how your Organization has been configured, you may Export Invoices and Credit Notes individually (Type A), or via a Batch Export File (Type B).

Source: https://www.purchaseplus.com/docs/for-purchasers/create-a-batch-invoice-and-credit-note-export-file

Markdown: https://www.purchaseplus.com/docs/for-purchasers/create-a-batch-invoice-and-credit-note-export-file.md

# Batch Export File
Depending on how your Organization has been configured, you may Export [Invoices](/docs/for-purchasers/introduction-to-invoices) and Credit Notes individually (Type A), or via a Batch Export File (Type B).

In this article, we will be explaining the **Type B** scenario, where Invoices and Credit Notes are [marked as 'Export Ready'](/docs/for-purchasers/mark-invoice-or-credit-note-as-export-ready) to be included in a Batch Export File. If your Organization exports Invoices and Credit Notes individually (Type A), see our [Export an Invoice or Credit Note](/docs/for-purchasers/export-an-invoice-or-credit-note) article. 

Jump to:

-   [Create an Export File](#CreateAnExportFile)
    
-   [Troubleshooting](#troubleshooting)
    
    -   [Invoice or Credit Note Stuck in Exporting](#StuckInExporting)
    -   [Generating an Export Response Log File](#GenerateLogFile)

### Create an Export File

1\. Select \[**Invoices**\] **→** \[**Export Center**\] from the side navigation bar.

2\. Click \[**Create New Export File**\]. Please note: only users with the appropriate permissions can create Export Files.

![Create a new Batch Export File](/images/docs/for-purchasers/create-a-batch-invoice-and-credit-note-export-file-1.avif)

3\. Complete all fields as required.

a. Decide on the \[**Document Types to Include**\]. You can include just Invoices, just Credit Notes, or both Invoices and Credit Notes.

b. \[**Purchaser Selectio**n\] to select which Purchasers are included. This selection is only applicable if multiple Purchasing Organizations are using the same Accounts Payable System in PurchasePlus. 

c. \[**Select a Date Range**\].

d. Decide if you would like to automatically \[**Mark Documents as Exported When Completed**\]. This is an important step, as this update the status of any Invoice or Credit Note included in the Export file to \`Exported\` automatically, upon successful creation of the Export File. 

e. \[**Email Completed Export File as an Attachment**\]. This is an optional step that enables you to send the completed Export File as an attachment to one or many email addresses. Please note that if the size of the Export File being attached to the email becomes very large, the email sending may not succeed. In this case, you will still be able to manually download the Export File from within PurchasePlus.

f. **\[Export File Name\].** Here you can set the file name for the Export File. The file name will be inserted before the file extension. 

g. \[**Send Completed Export File Electronically**\]. If your Organization has been configured with Electronic Destinations for Exporting, then each Destination will be available here. If applicable, you can select a Destination that the Export File will be electronically sent to, upon successful creation of the Export File. Please [contact our friendly customer support team](https://www.purchaseplus.com/contact-us) if you wish to send your Export Files to an Electronic Destination such as a FTP Server, or API Endpoint.

![Create a New Export File Form](/images/docs/for-purchasers/create-a-batch-invoice-and-credit-note-export-file-2.avif)

4\. Click \[**Create Export File**\] at the base of the form.

5\. You will be taken back to the Export Center, and the Export File you actioned will appear at the top of the list of Export Files. The Export file will initially be in a 'Processing' state, and will automatically update to 'Complete' once the Export File is ready to be downloaded. Click \[**Download**\] to access and save the file on your device. The file will be formatted according to the settings applied to your Organization in PurchasePlus. You may now manually import the file into your external accounting platform. 

![Export Center Download Export File](/images/docs/for-purchasers/create-a-batch-invoice-and-credit-note-export-file-3.avif)

6\. When creating the Export File, if you did not select 'Mark Documents as Exported When Completed', you will find that the Invoices and Credit Notes included in the Export File will still be in an 'Export Ready' state. This is common practice, as you may wish to wait until the Export File is successfully imported into your external accounting system, prior to marking the documents as Exported in PurchasePlus.

When you are ready to do so, to progress all the Invoices and Credit Notes to the 'Exported' state, click \[**More**\] **→** \[**Mark as Exported**\]. The Invoices and Credit Notes will be updated to 'Exported'. 

![Mark as Exported](/images/docs/for-purchasers/create-a-batch-invoice-and-credit-note-export-file-4.avif)

7\. To view invoices included in an Export, click \[**Number**\] in the Invoices column. A pop-up window will open, listing all Invoices included in the Export.

![View Invoices included in Export](/images/docs/for-purchasers/create-a-batch-invoice-and-credit-note-export-file-5.avif)

8\. Alternatively, you click on the Export Number to see the CSV Export Data as a table, as well as a list of the Invoice(s) or Credit Note(s) included in the Export File.

### Troubleshooting

#### Invoice or Credit Note Stuck in 'Exporting' State

If an Invoice or Credit Note is stuck in the Exporting status, it usually indicates a temporary sync issue with your AP system. To fix this, you must [revert the document to a "Reconciled" state](/docs/for-purchasers/view-and-update-invoices#UpdatingInvoices) to re-trigger the transmission by following these steps:

1.  Open the Invoice or Credit Note currently stuck in Exporting. In the top-right corner of the Invoice header, click the **three vertical dots (⋮)** icon.
    
2.  Select \[**Revert to Reconciled\]**. This stops the current export attempt and brings the Invoice back to a manageable state.
    
3.  Click the red \[**Revert Invoice\]** button to confirm. The status will change from Yellow (Exporting) to Green (Reconciled).
    
4.  Verify Invoice Details. Before attempting the export again, double-check the following to ensure there are no errors:
    
    1.  Supplier details and Supplier Business Number.
        
    2.  Departments and Account Codes.
        
    3.  Invoice Totals and Tax amounts.
        
5.  Re-trigger the Export. Once you have confirmed the details are correct:
    
    1.  Locate the yellow button labeled \[**Mark as Export Ready\]**. Click this button to place the Invoice back into the export queue.
        
    2.  [Create a Batch Invoice and Credit Note File](/docs/for-purchasers/create-a-batch-invoice-and-credit-note-export-file) that includes this document.
6.  PurchasePlus will now attempt to re-send the Invoice or Credit Note in a Batch File to your AP system. Once the file is successfully transmitted, the status tag will change to **Purple (Exported)**.
    

**Still having issues?**

1.  Contact your internal IT or system administrator to verify that your organisation's API connection to the AP system is active.
    
2.  [Contact PurchasePlus Customer Support.](/docs/general/contact-purchaseplus-customer-success-team) If your IT department confirms the connection is fine, please reach out to our support team for assistance.
    

#### Generating an Export Response Log File

Your internal IT team may wish to review a Response Log File in the event of transmission failures. To generate one of these files, follow these steps:

1.  Navigate to **\[Invoices\] → \[Export Center\]**
    
2.  Locate the Relevant Export. You may Filter by Failed, or look for the Export with a Failed status in the Send Event column:  
    ![Failed export in Export Center](/images/docs/for-purchasers/create-a-batch-invoice-and-credit-note-export-file-6.avif)
    
3.  On the same row, click the \[**View\]** button under the Summary column:  
    ![Export Summary View button](/images/docs/for-purchasers/create-a-batch-invoice-and-credit-note-export-file-7.avif)
    
4.  On the resulting export details window, scroll down to the **Response** and **Response Log File** section:  
    ![Response Log File](/images/docs/for-purchasers/create-a-batch-invoice-and-credit-note-export-file-8.avif)
    
5.  Download the Log File. You may also copy the Response details if required:  
    ![Response Log File on a failed export](/images/docs/for-purchasers/create-a-batch-invoice-and-credit-note-export-file-9.avif)