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Chapter Contents: 

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Invoices

Integration is checking for invoices that are ready

Company Setup in Dataloy

Xledger companies needs to be setup in Dataloy master data. The company codes must equal the Xledger company codes (5 digit code), get these from View Maritime.

  1. First create a company that has the same code as the company group in Xledger. All customers, suppliers, projects and cost centers will be transferred to the company group in Xledger and will then be available for all companies in Xledger. 
  2. Setup the companies to be used when posting invoices to Xledger. Link these companies to the company group created in step 1 by using "Company Link" in Companies Master Data.
  3. If you need invoices from multiple companies in Dataloy to be posted to one company in Xledger, link these to a company created in step 2 by using "Company Link" in Companies Master Data.

All companies, except for the company group in step 1, should have a company link.

Invoice integration

Integration checks for invoices ready for posting every 10 seconds and then posts the invoice right after it has send the invoices immediately after they have been identified. The invoice will be sent invoices are transferred to Xledger which has a scheduled job that is picking up new invoices at a certain interval, this job . The scheduled job in Xledger can also be triggered manually by user.

Company

Invoices are transferred to company in Xledger that is registered on the invoice in Dataloy. Company code in Dataloy master data needs to match an Xledger company code for data to be transferred.

Ledger

  • Invoice in and credit In is using ledger 2400
  • Invoice out and credit out is using ledger 1500

a User.


VAT

VAT invoice lines (gl_account 2700 or 2710) in Dataloy VMS are ignored from the invoice lines transfered transferred to Xledger, but is included in the total amount.

GL Account

If GL account is not setup for the accounts in use on invoice, the invoice will not transfer to Xledger.

Field mapping

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Requirements for posting an invoice

The following requirements need to be fulfilled to post an invoice, otherwise an error message will appear when posting and invoice will not be posted:

  • GL Account
  • External document number needs to be existing for invoice and credit note in accounts payable
  • Business partner for accounts payable invoices can not be a charterer

 


Field Mapping

DataloyXledger HeaderXledger LinesExample
Vessel codePosting1, cost centerPosting1, cost center 
Voyage reference numberPosting2, projectPosting2, project 
  XGL

If xgl property in integration properties = poolCode, then poolCode is inserted in XGL

If xgl property in integration properties = isTc, then XGL = TC for TC voyages and VC for VC voyages

If property is not set then XGL = DLVMS

  Posting3If company country = Singapore and business partner country = Singapore then Posting3 = LS else Posting3 = FS
Business partner code from Dataloy document headerSubledgerNo  
Business partner code from Dataloy document line SubledgerNoIf there is a co broker or broker commission on hire payable, then SubledgerNo = business partner code from Dataloy document line
Due date from payment term DueDateIf there is a co broker or broker commission on hire payable, DueDate is set on Xledger line
Due date from payment termDueDate 

Credit Note: todays date

Otherwise: due date from Dataloy VMS payment terms

subledger bank accountbank account from invoice
voucher type

Invoice In and Credit In: AP

Invoice Out and Credit Out: AR

Otherwise: GL

voucher noinvoice number
currencycurrency from invoice
invoice dateinvoice date
voucher dateinvoice date
fiscal yearyear when invoice was transferred to Xledger
period nomonth when invoice was transferred to Xledger
account

Invoice lines: GL Account

Ledger invoice in, credit in: 2400

Ledger invoice out, credit out: 1500

posting1, Cost centerCustomer specific
posting2, ProjectCustomer specific
XGL

Pool Code

subledger nobusiness partner code
tax ruleVAT Code

Bar code, invoice number and KID
 

Note

This feature is disabled by default, contact Dataloy for enabling this.

When assembling an invoice in Dataloy there is a fields called External Doc. No. In integration with Xledger its possible to enter 3 different texts in here that is separated by the pipe character |. The values are:

  1. Bar Code
  2. Invoice Number
  3. KID

Example: 1234|000123|123456789

Its possible to include only to first value or the first and second value.

 

 

Project and Cost Center

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VAT code TaxRule 
Document currencyCurrencyCurrency 
Document amountCurrencyAmountCurrencyAmount 
Company currency amountAmountAmount 
Document dateVoucherDateVoucherDate 
Document dateInvoiceDate  
Document date yearFiscalYearFiscalYear 
Document date monthPeriodNoPeriodNo 
Document line text Text 
External document numberInvoiceNoInvoiceNo

If external document number in Dataloy is empty InvoiceNo = Dataloy document number

If reverse an invoice or credit note InvoiceNo = Dataloy document number

 XIdentifierXIdentifier

In Dataloy external document number users can append a pipe | and enter KID after external document number. For example: 1234|000123. This field is optional.

Business partner bank accountSubledgerBankAccount  
 VoucherTypeVoucherType

Invoice In and Credit In: AP

Invoice Out and Credit Out: AR

Otherwise: GL

Document IDVoucherNoVoucherNo 
GLAccountAccountAccount

Invoice Lines: GL Account

Invoice In, Credit In: APX account in Dataloy

Invoice Out, Credit Out: ARX account in Dataloy

 

Project and Cost Center integration

Integration checks for new data that is ready for posting every 10 seconds and then posts the data it immediately. These data Data will transfer to all companies or to a group company if this is setup. transfered to the company group.

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Business Partner integration

Integration is checking checks for new data that are is ready for posting every 10 seconds and then posts the data immediately. Its possible  It is possible to setup which Dataloy business partner types Business Partner Type/s are to be transferred as customers and suppliers. These data  Data will transfer to all companies or to a group company if this is setup. transfered to the company group.

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Exchange Rate integration

Exchange rates are transferred from Xledger to Dataloy once a dayVMS once daily, Monday to Friday.

 

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Payment/receipt integration

Payments are collected from Xledger to Dataloy every VMS every hour (on the hour). All payments for one month back in time is collected. The following Xledger transaction types transferred are transferred: DR, AB, OCR, BA, GL, CHD. For a payment to be transferred to Dataloy there must be one VMS a payment and one an invoice having the same match id must have the the matching ID and the invoice must have a reference to a Dataloy invoiceVMS invoice. If a payment is missing in Dataloy VMS, check the following:

  1. Setup Xledger Test Client.
  2. Open the Xledger the Xledger Test Client and enter the following valuesClient and enter:
    1. User Name: username.
    2. Password: password.
    3. EntityCode: Company code for the company that the invoice belongs to.
    4. Web Service Method: "Export - GetSupplierTransactions" or "Export - GetCustomerTransactions" depending on if its customer og supplier transaction. If you are uncertain just , (when uncertain do two requests to get all payments).
    5. Free Text: leave empty blank.
    6. Filter: Set a date filter so that you don't get too to avoid too much data.

      Example: 

      [Created] > "2016-03-01 00:00:00".

    7. DataOption: All
  3. Copy the data from previous step Step 2 above to a text editor and search for <MatchID>insert a match id</MatchID>You should find a transaction that has .
  4. Locate the transaction with <TrSource> = AP or AR, this . This is the invoice and should have a <InvoiceNo> matching a tbl_document.document_no in Dataloy You should also find a transaction that has VMS.
  5. Locate the transaction with one of the following <TrSource> <TrSource> values: DR, AB, OCR, BA, GL, CHD, EFT, DGL
    1. If one of a 4 or b 5 is missing, then this is the reason why no payment has been transferred to Dataloy VMS.
    2. If you find both a 4 and b then 5 is there, there is a problem with the integration. Register a support case at http://support.dataloy.com

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    1. at Dataloy Support.

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Actuals integration

Actuals are collected from Xledger to Dataloy VMS every hour (on the hour), in test it is transferred every 10 minutes. Actuals created since last actuals run will be transferred. The process is listed below:

  1. Collect all projects from Xledger for companies listed in integration.properties
  2. For all companies in integration.properties and all gl accounts in Dataloy except for the following accounts: FOC, DOC, FLC, DLC, APX and ARX
    1. Collect data from GeneralLedger service in Xledger that has been created within last hour (since last actuals run)
      1. Voyage is collected from GLObjectValue2Code
        1. If GLObjectValue2Code is not a Dataloy voyage, then skip this transaction
      2. Special case
        1. If account = freight and related voyage is tc
          1. use account charter hire instead
        2. if account = charter hire and related voyage is vc
          1. use account freight instead
  3. If project related to GeneralLedger record is open for posting (field is called allowPosting in Xledger service) and XGL code = VMS
    1. If actual is already inserted to Dataloy
      1. Update actual in Dataloy
    2. If actual is not existing in Dataloy
      1. Insert actual in Dataloy

 

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Setup Xledger Test Client

Xledger Test Client can be used for getting to  retrieve data from Xledger that can be used for checking investigating a problem, for instance missing payments from Xledger to Dataloy VMS. To setup the client follow these steps:

  1. Install a certificate for your the Xledger user account in Windows. To install:
  2. Download from , unzip, install and run http://apps.xledger.net/CertificateManager/XCertificateManagerSetup.zip.
    1. Unzip, install and run
    2. Select Get New Certificate.
    3. Type Enter the Xledger Web Service User Name and Password.
    4. Select Get Security Code (E-mail).
    5. Type Enter the Security Code.
    6. Select Get Certificate and the Certificate should . The certificate will automatically be installed automatically.
  3. Download and install Xledger Test Client:   http://apps.xledger.net/WebServices/XWSTestClient.zip.
  4. Start the client and check that the certificate is listed in the first drop down selector.
  5. Enter username and password.
  6. Choose the Select Web Service Method you want.
  7. Filter the needed data you need.
  8. Always use DataOption: All

  9. Click Get DataSet to

    call

    contact the Xledger Web Service.

    Example:

    Image Added



    Attachment

    From version 3.2, attachments can be transferred together with the invoice to Xledger. To do this, use the Assemble and Attach button when assembling an invoice. When the invoice is posted transferred to Xledger, the attachment will exist in Xledger. Its currently only possible to transfer one attachment and the format must be pdf or tiff.

 

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Information that View Maritime needs to provide to Dataloy when setting up a new Xledger Integration

  • Should we be using Xledger test or demo for testing?
  • View Maritime will setup companies and also add "konsern" as company in VMS. Provide the list of companies and "konsern" to Dataloy.
    • Companies should be linked to "konsern" using company link
  • What info should we send in Posting1 and Posting2?
  • Should VAT be setup automatically
    • If yes, which VAT code
  • Should actuals/accruals be setup?
  • Are there any custom requirements?

 

 

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