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 /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:

1. Loop on paymentTerms and create one document for each payment term.

2. 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:

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

{
"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:

{
"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:

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

1. 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

2. 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

1. 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

2. If the business partner is
   1.  already entered in Dataloy VMS. For versions prior to API 3.0:

      1. Update Business Partner:

         Update Business Partner

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

      2. Update Address:

         Update Address

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

      3. Update Bank:

         Update Bank

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

      4. Update Bank Account:

         Update Bank Account

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

      5. Update Contact Information:

         Update Contact Info

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

      6. 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

      7. 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

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

      1. 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"
                 }
             ]
         }

          

   3. not entered in Dataloy VMS: 

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

         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 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):

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.

• 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.

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 /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:

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

Payments/Receipts

Prerequisites

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

• 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.
• Invoice integration

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.

To Post a Payment/Receipt to Dataloy VMS:

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

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.

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. 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

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:

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:

• Invoice Integration
• Actuals Integration

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 /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: 

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

Additional Information

List of Document Statuses in Dataloy VMS

List of Document Line Fields

Bank Fields List

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