Chapter Contents:
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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.
- 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.
- 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.
- 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 send the invoices immediately after they have been identified. The invoices are transferred to Xledger which has a scheduled job picking up new invoices at a certain interval. The scheduled job in Xledger can also be triggered manually by a User.CompanyInvoices are transferred to the company in Xledger registered on the invoice in Dataloy VMS. The company code in Dataloy VMS Master Data must match an Xledger company code for data to be transferred.
VAT
VAT invoice lines in Dataloy VMS are ignored from the invoice lines transferred to Xledger, but is included in the total amount.GL Account
An invoice will not transfer to Xledger unless a GL Account is setup for the account in use on invoice.
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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
| Dataloy | Xledger Header | Xledger Lines | Example |
|---|---|---|---|
| Vessel code | Posting1, cost center | Posting1, cost center | |
| Voyage reference number | Posting2, project | Posting2, 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 | ||
| Posting3 | If company country = Singapore and business partner country = Singapore then Posting3 = LS else Posting3 = FS | ||
| Business partner code from Dataloy document header | SubledgerNo | ||
| Business partner code from Dataloy document line | SubledgerNo | If 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 | DueDate | If there is a co broker or broker commission on hire payable, DueDate is set on Xledger line | |
| Due date from payment term | DueDate | Credit Note: todays date Otherwise: due date from Dataloy VMS payment terms | |
| subledger bank account | bank account from invoice | ||
| voucher type | Invoice In and Credit In: AP Invoice Out and Credit Out: AR Otherwise: GL | ||
| voucher no | document id (database id), for payment reference | ||
| currency | currency from invoice | ||
| invoice date | invoice date | ||
| voucher date | invoice date | ||
| fiscal year | year when invoice was transferred to Xledger | ||
| period no | month 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 center | customer specific | ||
| posting2, Project | customer specific | ||
| XGL | pool code | ||
| subledger no | business partner code | ||
| tax rule | VAT Code |
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| Note |
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The feature is by default disabled - contact Dataloy to enable. |
In dataloy VMS there is a field called External Doc. No. when assembling an invoice. When there is an integration with Xledger it is possible to enter 3 different texts in the External Doc. No. field. The texts are separated by the pipe character (|). The values are:
- Bar Code
- Invoice Number
- KID
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It is only possible to include the first value or the first and second value.
Project and Cost Center
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| VAT code | TaxRule | ||
| Document currency | Currency | Currency | |
| Document amount | CurrencyAmount | CurrencyAmount | |
| Company currency amount | Amount | Amount | |
| Document date | VoucherDate | VoucherDate | |
| Document date | InvoiceDate | ||
| Document date year | FiscalYear | FiscalYear | |
| Document date month | PeriodNo | PeriodNo | |
| Document line text | Text | ||
| External document number | InvoiceNo | InvoiceNo | If external document number in Dataloy is empty InvoiceNo = Dataloy document number If reverse an invoice or credit note InvoiceNo = Dataloy document number |
| XIdentifier | XIdentifier | 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 account | SubledgerBankAccount | ||
| VoucherType | VoucherType | Invoice In and Credit In: AP Invoice Out and Credit Out: AR Otherwise: GL | |
| Document ID | VoucherNo | VoucherNo | |
| GLAccount | Account | Account | 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 it immediately. The data Data will transfer to all companies or to a group company if this is setuptransfered to the company group.
Business Partner integration
Integration checks for new data that is ready for posting every 10 seconds and then posts the data immediately. It is possible to setup which Dataloy Business Partner Type/s are to be transferred as customers and suppliers. The data Data will transfer to all companies or to a group company if this is setuptransfered to the company group.
Exchange Rate integration
Exchange rates are transferred from Xledger to Dataloy VMS once daily, Monday to Friday.
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Payment/receipt integration
Payments are collected from Xledger to Dataloy VMS every hour (on the hour). All payments for one month back in time is collected. The Xledger transaction types transferred are: DR, AB, OCR, BA, GL, CHD. For a payment to be transferred to Dataloy VMS a payment and an invoice must have the the matching ID and the invoice must have a reference to a Dataloy VMS invoice. If a payment is missing in Dataloy VMS, check:
- Setup Xledger Test Client.
- Open the Xledger Test Client and enter:
- User Name: username.
- Password: password.
- EntityCode: Company code for the company that the invoice belongs to.
- Web Service Method: Export - GetSupplierTransactions or Export - GetCustomerTransactions depending on if its customer og supplier transaction, (when uncertain do two requests to get all payments).
- Free Text: leave blank.
- Filter: Set a date filter to avoid too much data.
Example:
[Created] > "2016-03-01 00:00:00". - DataOption: All
- Copy the data from Step 2 above to a text editor and search for <MatchID>insert a match id</MatchID>.
- Locate the transaction with <TrSource> = AP or AR. This is the invoice and should have a <InvoiceNo> matching a tbl_document.document_no in Dataloy VMS.
- Locate the transaction with one of the <TrSource> values: DR, AB, OCR, BA, GL, CHD, EFT, DGL
- If 4 or 5 is missing, then this is the reason why no payment has been transferred to Dataloy VMS.
- If both 4 and 5 is there, there is a problem with the integration. Register a support case at Dataloy Support.
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:
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- 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?