Documentation > Dex Report


Click here to access the DEX Portal


  1. Preparing To Submit Your Report
  2. Creating Your DEX Report
  3. Submitting Your DEX Report
  4. Understanding And Fixing Errors


Before you create and submit your DEX report, we recommend running the Client Issues Report. This report can identify many of the common data entry errors that will cause a DEX report to fail. The report will list all clients with issues, and what those issues are.

To run the report, click the Reports menu, and select the Clients sub-heading. Then select Client Issues Report.

You don’t need to enter any data to run the report; just click the blue Run Report button. The resulting report will look something like this:

Before creating your DEX report, you should go through and fix each error. Even if the clients listed aren’t part of your current DSS report, we recommend making sure their data is correct. If the report is blank, you have none of these errors!

Note: For the following tutorial, we will assume the errors listed in this report have not been fixed.


To create the DEX Report, click the Reports menu and select DSS Report. On this page, you will have a number of options. The Start and End fields need to be filled in: those are the dates you’re reporting on. You can create three reports from this page:

  • DSS Totals Report: This is a PDF report that briefly summarises your reporting figures.
  • DSS Detailed Report: This is a PDF report that details your reporting figures. The figures are broken down by client, so you can see exactly how many services each client recieved.
  • DSS XML Report: This is the report you will actually submit to DEX.

Before running and submitting the XML report, we recommend running either the Totals or the Detailed report, just to double-check your figures.

The Detailed report looks like this:

This Detailed report includes both the detailed breakdown per client, and the overall totals, whereas the Totals report just has the overall totals.

Once you’re happy with your figures, create and download the XML report.


First, you’ll need to log into the DEX Portal.

Once you’re on your DEX Dashboard, click Uploaded Files under the My Organisation heading.

On the Uploaded Files page, click the Upload New File button to get to the Uploads page. On this page, you can select the DSS XML report you just downloaded from Polixen. Once you’ve selected it, click the Submit button.

Once the report has been uploaded to the DEX Portal, you will have to wait for it to be processed. It should only take up to ten minutes, but it may take longer during busy periods.

On the Uploaded Files page, you can click the Go button to refresh the page and check the status of your report.

If the report ends up failing, it’s usually due to an error in a client’s address. These errors are easy to find and fix: we cover them in the next part of this tutorial.


Sometimes the DEX process will fail due to data entry issues that can’t be picked up by the Client Issues Report. In this case, DEX will provide you with an Error Report that you can use to track down and fix the issues. Once they’re fixed, you can re-submit your DEX report.

The upload in this screenshot has failed. To see the Error Report, click the Arrow Button on the right. This will expand the error message.


Now you can download the Error Report by clicking on the Error Report link. You can open this error report in Microsoft Excel. It will look something like this:

We can see the error is due to an incorrectly entered date of birth, and we can see the Client’s ID is 2202. To use that ID to find the client, use the Client Advanced Search as detailed in the Clients chapter of this manual. Type the ID in the Client ID field, click the Search button, and enter the client’s page as shown below.

Once you’re on the client’s page, you’ll be able to find and correct the issues listed in the Error Report. Once all issues have been fixed, you can re-download the XML report and re-submit it on the DEX Portal.

Note: If an error message in the Error Report starts with Please Note, like in the following screenshot, you can safely ignore that message. It’s just a Warning about address formats.

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