Dataloy - Xledger Integration Viewledger Documentation

Chapter Contents: 

Invoices

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.

Company

Invoices 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.

Field Mapping

Bar Code, Invoice Number and KID

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:

1. Bar Code
2. Invoice Number
3. KID

Example:

1234|000123|123456789

It is only possible to include the first value or the first and second value.

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Payments

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:

1. Setup Xledger Test Client.
2. Open the Xledger Test Client 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, (when uncertain do two requests to get all payments).
   5. Free Text: leave blank.
   6. Filter: Set a date filter to avoid too much data.
      
      Example:
      
      [Created] > "2016-03-01 00:00:00".
      
      
   7. DataOption: All
3. Copy the data from Step 2 above to a text editor and search for <MatchID>insert a match id</MatchID>.
4. 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.
5. Locate the transaction with one of the <TrSource> values: DR, AB, OCR, BA, GL, CHD, EFT, DGL
   1. If 4 or 5 is missing, then this is the reason why no payment has been transferred to Dataloy VMS.
   2. If both 4 and 5 is there, there is a problem with the integration. Register a support case at Dataloy Support.

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Actuals

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

Setup Xledger Test Client

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

1. Install a certificate for the Xledger user account in Windows. To install:
2. Download, unzip, install and run http://apps.xledger.net/CertificateManager/XCertificateManagerSetup.zip.
   1. Select Get New Certificate.
   2. Enter the Xledger Web Service User Name and Password.
   3. Select Get Security Code (E-mail).
   4. Enter the Security Code.
   5. Select Get Certificate. The certificate will automatically be installed.
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. Select Web Service Method.
7. Filter needed data.
8. Always use DataOption: All

9. Click Get DataSet to contact the Xledger Web Service.

   Example:

   

   
   
   

   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.

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?