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Short Description

The objective of accounting integration is to automate the creation and flow of transactions between the Dataloy VMS and an accounting system. The advantage is, for example, reduced risk of errors as several transactions handled by the Dataloy VMS system generates transactions to be entered in a client accounting system. An integration also allows for synchronizing the basic data entities (or Master Data, i.e. several of the same being stored and maintained in both systems) between systems. Some Master Data, for example Business Partners, must be synchronized for the integration to work.

Chapter:

Table of Contents

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Long Description

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Sales and purchase invoices are transferred whenever an invoice/invoices is/are posted in the VMS.
Bunker transactions are transferred whenever a bunker transaction is posted in the VMS.
Vessel/Voyage information is sometimes required by Accounting before invoices and/or bunker transactions are transferred. A scheduled task for transferring this type of information to Accounting can be set up (contact Dataloy for contact Dataloy for more information).
Accruals will be transferred by users when performing period-end-closing (more information: Accruals page and the Period-End-Closing process).

Transactions from Accounting to Dataloy VMS:

Receipts and payments being transferred from Accounting to Dataloy VMS. The transaction to collect and payments and send to the VMS is either triggered by Accounting or by a scheduled task (set up by Dataloy Systems).
Exchange rates will be transferred from Accounting to Dataloy VMS. This transaction is either triggered by Accounting or by a scheduled task (set up by Dataloy Systems) to collect and retrieve the rates.
Actuals is part of the Period-End-Closing process and is usually transferred from Accounting to Dataloy VMS.

Anchor
invoiceTransaction
invoiceTransaction
Invoicing

Prerequisites

Certain integrations need to be in place before the set-up and testing of an invoice integration:

Transfer of voyage related data to the accounting system.
Synchronization of business partners between Dataloy VMS and the accounting system.
Exchange rate transfer to Dataloy VMS.
Map accounts between Dataloy VMS and the accounting system.

...

Code Block

title	Get invoices that are ready for posting to accounting

GET /Document?filter=invoicingStatus.statusTypeCode(EQ)RFP&filter=documentType.documentType(IN)(INI,INO,CRI,CRO)

More information: /DocumentType, /Document.

Payment Terms

There will be only one Document object in the API despite two payment terms for an invoice (for example 95/5 percent). However, the Document will have two documentPaymentTerms objects in the Document.documentPaymentTerms list.

...

Test data for invoicing integration can be generated in the Dataloy VMS post fixture modules (Accounts Receivable, Accounts Payable and Hire Payable).

Post Transaction

When an invoice is successfully transferred to an accounting system, the document status must be updated to Posted in Dataloy VMS. This is done in a PUT request:

Code Block

title	Update status to posted for a specific invoice

PUT request on /Document/{key}
 
{
    "invoicingStatus": "POS"
}

Anchor
voyage
voyage

Voyages

Prerequisites

No prerequisites.

...

Modify some existing voyages in the Booking and Operations module for testing, for example, changing a date in the schedule (note: changing dates will also affect the schedule for other voyages).Data Transactionthe schedule (note: changing dates will also affect the schedule for other voyages).

Data Transaction

To get new voyages in Webhooks the following subscription can be created:

Code Block

language	js

{
"eventType": "U",
"user":
"objectType": "VoyageHeader",
"expression": "(oldDlpObject.getVoyageStatus() != null && oldDlpObject.getVoyageStatus().getStatusTypeCode().equals(\"EST\") && dlpObject.getVoyageStatus() != null && dlpObject.getVoyageStatus().getStatusTypeCode().equals(\"NOM\")) || (oldDlpObject.getReferenceNo() == null && dlpObject.getReferenceNo() != null && dlpObject.getVoyageStatus() != null && dlpObject.getVoyageStatus().getStatusTypeCode().equals(\"NOM\"))",
"url":
}

To get updated for all changes on a voyage the following webhook subscription can be created:

Code Block

language	js

{
"eventType": "U",
"user":
"objectType": "VoyageHeader",
"url":
}

To extract all fixed voyages from Dataloy VMS that has been modified since a given date, use request below in conjunction with the base URL:

Code Block

title	Get all fixed voyages modified since given date

GET /VoyageHeader?filter=modifiedDate(GTE)2014-01-01T12:30:00

Post Transaction

No post transaction is required.

Anchor
businessPartner
businessPartner

Business Partners

Prerequisites

Synchronization of business partners between Dataloy VMS and the applicable accounting system is required before transferring accounting related transactions. To synchronize business partner updates between systems, decide which system is to be the Master System (where the business partners will be updated). The Master System will then send updated business partner data to the other system.

...

Check if relevant business partner/s is/are already existing in Dataloy VMS by using the following request in conjunction with the base URL:
Code Block
title Get business partner by key
GET /BusinessPartner?filter=businessPartnerCode(EQ)99999

If the business partner is

already entered in Dataloy VMS. For versions prior to API 3.0:

Update Business Partner:

Code Block

title	Update Business Partner

PUT /BusinessPartner/{BusinessPartner key}
 
{
"businessPartnerName": "Updated Test Name"
}

Update Address:

Code Block

title	Update Address

PUT /Address/{Address key}
 
{
"address1": "Updated address"
}

Update Bank:

Code Block

title	Update Bank

PUT /Bank/{Bank key}
 
{
"swiftAddress": "Updated Swift address"
}

Update Bank Account:

Code Block

title	Update Bank Account

PUT /BankAccount/{Bank account key}
 
{
"bankAccountNo": "UpdatedNumber"
}

Update Contact Information:

Code Block

title	Update Contact Info

PUT /ContactInfo/{ContactInfo key}
 
{
"email": "updated@emailaddress.com"
}

Link an existing Bank Account to the Business Partner (new in API version 2.0.0).
Code Block
POST /BusinessPartner/{business partner key}/BankAccount/{bank account key}/link
Unlink an existing Bank Account to a Business Partner (new in API version 2.0.0).
Code Block
POST /BusinessPartner/{business partner key}/BankAccount/{bank account key}/unlink

already entered in Dataloy VMS. For versions from API 3.0:

PUT the BusinessPartner object:

Code Block

put /BusinessPartner
 
{
    "key":1111111,
	"businessPartnerName": "Test Name",
    "businessPartnerCode": "123456789",
    "businessPartnerSort": "TESTNAME",
    "companyRegistrationNo": "123456789",  
    "businessPartnerType": "C",
 
    "bankAccounts":[
    {
      "key":222222,
	  "iban":"9754",
      "bankAccountNo":"6523",
      "bank": 1033615,
      "currency": 400132
    }
    ],
  
    "addresses": [
	{
		"key":333333,
	    "country": "NL",
	    "address1": "Street Name 54",
	    "address2": "5th floor",
	    "address3": "",
	    "city": "Amsterdam",
	    "postalCode": "1000 AA"
	}
    ],
    "contactInfo": [
        {
            "key":444444,
			"email": "test@test.com",
            "faxNo": "55555555",
            "mobileNo": "66666666",
            "phoneNo": "77777777",
            "telexNo": "88888888"
        }
    ]
}

not entered in Dataloy VMS:

POST the new business partner. Note: Required fields: businessPartnerName, businessPartnerCode, businessPartnerSort. Find an overview of business partner types here: /BusinessPartnerType

Code Block

title	Insert a new business partner

POST /BusinessPartner
 
{
    "businessPartnerName": "Test Name",
    "businessPartnerCode": "123456789",
    "businessPartnerSort": "TESTNAME",
    "companyRegistrationNo": "123456789",  
    "businessPartnerType": "C",
 
    "bankAccounts":[
    {
      "iban":"9754",
      "bankAccountNo":"6523",
      "bank": {
        "bankName":"BP bank",
        "abaNumber":"1111",   
        "chip":"2222",
        "swiftAddress":"42341"
       },
      "currency": 400132
    }
    ],
  
    "addresses": [
	{
	    "country": "NL",
	    "address1": "Street Name 54",
	    "address2": "5th floor",
	    "address3": "",
	    "city": "Amsterdam",
	    "postalCode": "1000 AA"
	}
    ],
    "contactInfo": [
        {
            "email": "test@test.com",
            "faxNo": "55555555",
            "mobileNo": "66666666",
            "phoneNo": "77777777",
            "telexNo": "88888888"
        }
    ]
}

More Info: /BusinessPartner, /BusinessPartnerType, /Address, /ContactInfo, /BankAccount, /Bank

Test Data

Create test data for transferring business partners from Dataloy VMS by updating Business updating Business Partners in Master in Master Data.

Post Transaction

No post transaction is required.

Anchor
exchangeRate
exchangeRate

Exchange Rates

Prerequisites

An exchange rate source for extracting data to be inserted in Dataloy VMS.
Base Currency must be set.
Note: Locate Base Currency by getting ws/rest/System/1000000, then following relevant country link (Country Currency = the Base Currency).

...

No post transaction is required.

Anchor
bunkerTransactions
bunkerTransactions
Bunker Transactions

Prerequisites

Before setting up and testing a bunker transaction integration other integrations need to be in place.

...

More information: /DocumentType, /Document.

Post Transaction

When an invoice is successfully transferred to the accounting system, the document status has to be updated to Posted in Dataloy VMS. This is done in a PUT request:

Code Block

title	Update status to posted for a specific invoice

PUT /Document/{key}
 
{
    "invoicingStatus": "POS"
}

Payments/Receipts

Prerequisites

Before setting up and testing an invoice integration other integrations need to be in place.

Integration Set-Up

...

A payment record should ONLY ever have one document line. Never more.

More information: /DocumentType, /Document.

Amount Prefix

This matrix is showing which prefix the payment amount should have for the various cases.

...

Code Block

title	Post a payment/receipt to Dataloy

POST /Document
 
{
    "documentAmount": 10000.00,
    "companyCurrencyAmount": 10000.00,
    "sourceCurrencyAmount": 10000.00,
    "documentCurrency": "USD",
    "documentDate": "2014-01-01T00:00:00",
    "documentType": "PMO",
    "documentNo": "111111199",
	"externalDocumentNo": "50300",
    "company": "01",
    "businessPartner": "60526",
    "invoicingStatus": "POS",    
    "documentText": "text here",
    "documentLines": 
    [
        {
            "documentAmount": 10000.00,
            "companyCurrencyAmount": 10000.00,
            "sourceCurrencyAmount": 10000.00,
            "documentCurrency": "USD",
            "invoicingStatus": "POS",
            "documentLineText": "text here",
            "businessPartner": "BPCODE",
            "isAccountsPayable": true,
            "refDocument": "71800125"
        }
    ]    
}

More information: /DocumentType, /Document.

Note
documentNo can be skipped. The payment will then get the new document key as documentNo. If skipping then remove documentNo from JSON, do not set the value empty.

...

Create an invoice in Dataloy VMS and transfer it to the accounting system. Create a payment in the accounting system and transfer it to Dataloy VMS.

Post transaction

No post transaction is required.

Anchor
actuals
actuals
Actuals

Prerequisites

Invoice Integration need to be in place before setting up and testing actuals integration.

...

Transfer of actuals (or physicals) from Accounting to Dataloy VMS can either be setup as a manual task through the Period-End-Closing Process or as a scheduled task. Actuals in accounting are actual costs and revenues, and once entered into Dataloy VMS, the actual record will appear in the Posted section of the Accruals module. Bunker Only profit/loss accounts should be transferred as actuals to Dataloy. Bunker transactions in Accounting that has been transferred from Dataloy VMS are not to be transferred, as they are already treated as actuals in Dataloy VMS (more information: actuals and accruals page and the Period-End-Closing process.

Data Transaction

...

Code Block

title	Post an actual to Dataloy

POST /Document
 
{
    "documentAmount": 10000.00,
    "companyCurrencyAmount": 10000.00,
    "sourceCurrencyAmount": 10000.00,
    "documentDate": "2014-01-01T00:00:00",
    "documentType": "ACC",
    "documentNo": "111111187",
    "company": "01",
    "invoicingStatus": "POS",
    "documentCurrency": "USD",
    "documentText": "text here",
    "glAccount": "1000",
    "documentLines": 
    [
        {
            "documentAmount": 10000.00,
            "companyCurrencyAmount": 10000.00,
            "sourceCurrencyAmount": 10000.00,
            "documentCurrency": "USD",
            "exchangeRate": 1,
            "invoicingStatus": "POS",
            "documentLineText": "text here",
            "voyage": "VOY100",
            "glAccount": "1000"
        }
    ]
}

More information: /DocumentType, /Document.

Post Transaction

No post transaction is required.

Accruals

Prerequisites

Before setting up and testing an invoice integration other integrations need to be in place:

...

Code Block

title	Get accruals and accrual reversals that are ready for posting to accounting

GET /Document?filter=invoicingStatus.statusTypeCode(EQ)RFP&filter=documentType.documentType(IN)ACP,ACR

More information: /DocumentType, /Document.

Test Data

Test data for accruals integration can be generated in the Accruals module in Dataloy VMS. Generate and batch post the accruals.

Post Transaction

When an accrual is successfully transferred to an accounting system, the accrual status must to be updated to Posted in Dataloy VMS. This is done in a PUT request:

...

Additional Information

Anchor

	invoiceStatusListdocumentStatusinvoiceStatusList
	documentStatus

List of Document Statuses in Dataloy VMS

...

Field Name	Description	Not possible to user in filters
documentAmount	For /DocumentTypesDocumentType INO, INI, CRI, CRO: Amount in order currency/sales currency. The original currency. For /DocumentTypesDocumentType PMI, PMO: Amount in Invoice Currency. For /DocumentTypesDocumentType ACR, ACP: Amount in Voyage Currency. For /DocumentTypesDocumentType APR: Amount in Advance Currency For /DocumentTypesDocumentType ACC: Amount in Invoice Currency (use Voyage currency if Invoice Currency is not present)
companyCurrencyAmount	For all /DocumentTypesDocumentType : Amount in Company Currency for the Document.Company.
sourceCurrencyAmount	For /DocumentTypesDocumentType INO, INI, CRI, CRO: Amount in order currency/sales currency. The original currency. For /DocumentTypesDocumentType PMI, PMO: Amount in Original Payment Currency. For /DocumentTypesDocumentType ACR, ACP: Amount in Voyage Currency. For /DocumentTypesDocumentType APR: Amount in Advance Currency For /DocumentTypesDocumentType ACC: Amount in Voyage Currency
documentCurrency.currencyCode	Currency Code for documentAmount. More information, see documentAmount
sourceCurrencyCode	Currency code for sourceCurrencyAmount. More information see sourceCurrencyAmount
exchangeRate	Exchange Rate between documentAmount and sourceCurrencyAmount
exchangeRateDate	Exchange Rate Date
glAccount	General Ledger Account	X
quantity	Has Different Meaning Depending on Document Type: Accruals - Onhire Days Within Accrual Period Bunkers - Bunker Quantity Freight - Cargo Quantity Charter Hire - Days Meals and Cables - Days VAT - VAT Amount is Quantity vatRate* Various, Days - Voyage Days Various, Rate - Cargo Quantity Offhire - Offhire Days Deadfreight - Deadfreight Quantity Demurrage/Despatch - Days
unitPrice	Unit Price. Quantity * Unit Price = Document Amount
invoicingStatus.statusTypeCode	Status Code, see Document Status List
documentLineText	Document Line Text/Description
businessPartner	Business Partner Object. (Value: businessPartnerCode or businessPartner Key). Invoice and Payment/Receipt: Outgoing invoice: document.company is the company in Dataloy VMS issuing the invoice. document.businessPartner is the business partner receiving the invoice. On the referring payment, document.company is receiving the payment. Incoming invoice: document.businessPartner is issuing the invoice. document.company is receiving the invoice. On the referring payment document.company is the one paying the invoice.
isAccountsPayable	false = Accounts Receivable, true = Accounts Payable Inserting Payment/Receipt: For payments referring to Accounts Receivable invoices set value to 0. For payments referring to Accounts Payable invoice set value to 1. This value should always have the same value as for the referring invoice.
refDocument	Referring Document for Reversals, Payments and Receipts. To set refDocument use Document Number or Key. Payment/Receipts: Setting refDocument for payment receipts, documentLine.voyage will be set equal to the documentLine.voyage of the referring invoice.
vatRate.vatRate	VAT Rate
vatRate.vat.vatCode	VAT Code
freightRate	Freight Rate Object
portCall	portCall Object
handlingCost	handlingCost Object
businessUnit	businessUnit Object
account	Account Object, use glAccount instead
handlingCostCode	handlingCostCode Object, use glAccount instead
billOfLading	billOfLading Object
claim	Claim Object
offhire	Offhire Object
voyage	Voyage Object

...

Field Name	Description	Required	Unique	Not Possible to Set in Filters
bankName	Bank Name	Yes
swiftAddress	SWIFT Code	Yes	Yes
chip	Chip ID
abaNumber	ABA Code
addresses	Address			X
contactInfo	Contact Info			X

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Versions Compared

Old Version 93

New Version Current

Key

Short Description

Long Description

Anchor
invoiceTransaction
invoiceTransaction
Invoicing

Anchor
voyage
voyage

Voyages

Anchor
businessPartner
businessPartner

Business Partners

Anchor
exchangeRate
exchangeRate

Exchange Rates

Anchor
bunkerTransactions
bunkerTransactions
Bunker Transactions

Payments/Receipts

Anchor
actuals
actuals
Actuals

Accruals

Additional Information

Related Content

Page Comparison

Versions Compared

Old Version 93

New Version Current

Key

Long Description

AnchorinvoiceTransactioninvoiceTransactionInvoicing

Anchorvoyagevoyage

Voyages

AnchorbusinessPartnerbusinessPartner

Business Partners

AnchorexchangeRateexchangeRate

Exchange Rates

AnchorbunkerTransactionsbunkerTransactionsBunker Transactions

Payments/Receipts

AnchoractualsactualsActuals

Accruals

Additional Information

Related Content

Anchor
invoiceTransaction
invoiceTransaction
Invoicing

Anchor
voyage
voyage

Anchor
businessPartner
businessPartner

Anchor
exchangeRate
exchangeRate

Anchor
bunkerTransactions
bunkerTransactions
Bunker Transactions

Anchor
actuals
actuals
Actuals