Accounting Integration API

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:

Long Description

Accounting Integration Transactions

Transactions from Dataloy VMS to Accounting:

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 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.

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.

Integration Set-Up

When invoices are posted in Dataloy VMS, the document status is automatically set to Ready-for-Posting. Set up a scheduled task and use the request under Data Transaction to extract invoices and credit notes that are ready for posting. When an invoice is transferred to accounting, update the status to Posted.

Reverse Invoice

To reverse a posted invoice you need the document key and POST as in the example below

POST /Document/{document key}/reverse

Dissolve Invoice

To dissolve an assembled invoice you need the document key and POST as in the example below

POST /Document/{document key}/dissolve

Data Transaction

To get invoices that are ready for posting in Webhooks the following subscription can be created:

{
    "eventType":"U",
    "user": the user code to be used in the subscription,
    "objectType":"Document",
    "expression": "dlpObject.getInvoicingStatus() != null && dlpObject.getInvoicingStatus().getStatusTypeCode().equals(\"RFP\") && (dlpObject.getDocumentType().getDocumentType().equals(\"INO\") || dlpObject.getDocumentType().getDocumentType().equals(\"INI\") || dlpObject.getDocumentType().getDocumentType().equals(\"CRI\") || dlpObject.getDocumentType().getDocumentType().equals(\"CRO\"))",
    "url": "your webhook url"
}

Alternatively a scheduled job can be setup to use the following request:

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.

To create two documents when integrating:

Loop on paymentTerms and create one document for each payment term.
Calculate the following values:

dueDate: document.documentPaymentTerms.dueDate
documentAmount: document.documentAmount * document.documentPaymentTerms.percentage / 100
companyCurrencyAmount: document.companyCurrencyAmount * document.documentPaymentTerms.percentage / 100
sourceCurrencyAmount: document.sourceCurrencyAmount * document.documentPaymentTerms.percentage / 100

Test Data

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:

Update status to posted for a specific invoice

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

Voyages

Prerequisites

No prerequisites.

Integration Set-Up

Accounting systems often require voyage related data before transferring accounting related transactions. Set up a scheduled task and use the request under Data Transaction to gather all voyages that has been modified since the last time a scheduled task was run.

Test Data

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 Transaction

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:

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.

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.

Integration Set-Up

Dataloy VMS used as master: Set up a scheduled task and use the request under Data Transaction (below) to gather all business partners data having been modified since the last time a scheduled task was run.
Dataloy VMS is not used as master: Use the requests under Data Transaction (below) to insert and update the business partners in Dataloy VMS.

Data Transaction

Dataloy VMS as a master for business partners

Extract the business partners whose data has been modified since a selected date from Dataloy VMS using the following request in conjunction with the base URL:
Get business partner information
```
GET /BusinessPartner?filter=modifiedDate(GTE)2014-01-01T12:30:00
```
Set up a scheduled task and gather all voyages that have been modified since the last time a scheduled task was run.

Other system as Master for Business Partners

Check if relevant business partner/s is/are already existing in Dataloy VMS by using the following request in conjunction with the base URL:
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:

Update Business Partner

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

Update Address:

Update Address

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

Update Bank:

Update Bank

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

Update Bank Account:

Update Bank Account

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

Update Contact Information:

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).
```
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).

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:

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.

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, /Address, /ContactInfo, /BankAccount, /Bank

Test Data

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

Post Transaction

No post transaction is required.

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).

Integration Set-Up

Set up a task for extracting exchange rates from either an accounting system or from a source delivering exchange rates service. Then insert the exchange rate into Dataloy VMS using the request under Data Transaction (below).

Data Transaction

To insert an exchange rate in Dataloy VMS (fields required):

Updated for API version 2.0.0 using the new required date format yyyy-dd-MMThh:mi:ss to conform ISO 8601, (prior versions has date format: yyyy-dd-MM hh:mi:ss)

Post an exchange rate to Dataloy

POST /ExchangeRate
 
{
    "currency": "EUR",
    "fromCurrency": "USD",
    "exchangeRate": 0.74042,
    "exchangeRateDate": "2014-01-01T00:00:00"
}

Post Transaction

No post transaction is required.

Bunker Transactions

Prerequisites

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

Integration Set-Up

When a bunker transaction is posted in Dataloy VMS, the document status is set to Ready-for-Posting. Set up a scheduled task and use the request under Data Transaction to extract bunker transactions that are ready for posting. When an bunker transaction is transferred to accounting, update the status to Posted.

Test Data

Test data for bunker transactions can be generated in Booking and Operations > Bunkers-FO tab > Bunker Transactions.

Data Transaction

To get bunker transactions that are ready for posting in Webhooks the following subscription can be created:

{
    "eventType":"U",
    "user": the user code to be used in the subscription,
    "objectType":"Document",
    "expression": "dlpObject.getInvoicingStatus() != null && dlpObject.getInvoicingStatus().getStatusTypeCode().equals(\"RFP\") && (dlpObject.getDocumentType().getDocumentType().equals(\"ACC\"))",
    "url":"your webhook url"
}

Alternatively a scheduled job can be setup to use the following request:

Get bunker transactions that are ready for posting to accounting

GET /Document?filter=invoicingStatus.statusTypeCode(EQ)RFP&filter=documentType.documentType(EQ)ACC

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:

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

When a payment is registered in the accounting system, it should be transferred as applicable to the Posted sections of either the Accounts Payable or the Accounts Receivable modules (where the matching invoice/s can be found) in Dataloy VMS.

Since a payment in accounting systems may cover multiple Dataloy VMS payments/receipts, extracting payments from accounting means extracting invoices matching to a payment. Only payments/receipts records with a matching invoice in the applicable accounting system and with a required reference to a Dataloy invoice are to be extracted.

In Dataloy VMS all payments must match with the referenced invoice. To insert a payment/receipt in Dataloy VMS use the request under Data Transaction (below).

Data Transaction

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.

	Accounts Payable and Hire Payable	Accounts Receivable
Receipt (PMI)	Positive Amount	Negative amount
Payment (PMO)	Negative Amount	Positive Amount

To Post a Payment/Receipt to Dataloy VMS:

Note: From version 1.0.0 voyage is not required for payment/receipts.

Updated for API version 2.0.0 using the new required date format yyyy-dd-MMThh:mi:ss to conform ISO 8601, (prior versions has date format: yyyy-dd-MM hh:mi:ss).

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.

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.

Test data

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.

Actuals

Prerequisites

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

Integration Set-Up

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 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

To insert an actual in Dataloy VMS:

An actual record should ONLY ever have one document line. Never more.
The document date should be the first day of the period month.
Client can choose to insert actuals one by one or group actuals by period, currency, voyage, account and company
Set a unique document number (documentNo).

Use request:

Updated for API version 2.0.0 using the new required date format yyyy-dd-MMThh:mi:ss to conform ISO 8601, (prior versions has date format: yyyy-dd-MM hh:mi:ss).

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:

Integration Set-Up

When accruals have been verified and posted in Dataloy VMS, the document status is set to Ready-for-Posting.

More information, go to Accruals and Period-End-Closing.

Data Transactions

To get accruals that are ready for posting in Webhooks the following subscription can be created:

{
    "eventType":"U",
    "user": the user code to be used in the subscription,
    "objectType":"Document",
    "expression": "dlpObject.getInvoicingStatus() != null && dlpObject.getInvoicingStatus().getStatusTypeCode().equals(\"RFP\") && (dlpObject.getDocumentType().getDocumentType().equals(\"ACR\") || dlpObject.getDocumentType().getDocumentType().equals(\"ACP\"))",
    "url":"your webhook url"
}

Alternatively a scheduled job can be setup to use the following request:

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:

Update status to posted for a specific invoice

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

Additional Information

List of Document Statuses in Dataloy VMS

Document Status Code	Document Status Description	Description
PEN	Pending	Invoice is in the Pending section of either Accounts Payable (AP), Accounts Receivable (AR) or Hire Payable (HP) in Dataloy VMS.
INV	Approval	Invoice is in the Assembled section of either Accounts Payable (AP), Accounts Receivable (AR) or Hire Payable (HP) in Dataloy VMS.
RFP	Ready-For-Posting	Invoice is in the Posted section section of either Accounts Payable (AP), Accounts Receivable (AR) or Hire Payable (HP) in Dataloy VMS, but has not yet been transferred to an accounting system.
POS	Posted	Invoice is in Posted section of either Accounts Payable (AP), Accounts Receivable (AR) or Hire Payable (HP) in Dataloy VMS and has been transferred to an accounting system.

List of Document Line Fields

Field Name	Description	Not possible to user in filters
documentAmount	For /DocumentTypes INO, INI, CRI, CRO: Amount in order currency/sales currency. The original currency. For /DocumentTypes PMI, PMO: Amount in Invoice Currency. For /DocumentTypes ACR, ACP: Amount in Voyage Currency. For /DocumentTypes APR: Amount in Advance Currency For /DocumentTypes ACC: Amount in Invoice Currency (use Voyage currency if Invoice Currency is not present)
companyCurrencyAmount	For all /DocumentTypes : Amount in Company Currency for the Document.Company.
sourceCurrencyAmount	For /DocumentTypes INO, INI, CRI, CRO: Amount in order currency/sales currency. The original currency. For /DocumentTypes PMI, PMO: Amount in Original Payment Currency. For /DocumentTypes ACR, ACP: Amount in Voyage Currency. For /DocumentTypes APR: Amount in Advance Currency For /DocumentTypes 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

Bank Fields List

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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Accounting Integration API

Long Description

Accounting Integration Transactions

Invoicing

Reverse Invoice

Dissolve Invoice

Data Transaction

Test Data

Voyages

Business Partners

Exchange Rates

Bunker Transactions

Payments/Receipts

To Post a Payment/Receipt to Dataloy VMS:

Actuals

Accruals

Additional Information

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