Short Description
Xledger Integration is an integration between Dataly VMS and Xledger.
Chapter Contents:
Long Description
Invoices
Integration checks for invoices ready for posting every 10 seconds and posts the invoices immediately after they have been identified. The invoices will be sent to Xledger which has a scheduled job picking up new invoices at a certain interval. This 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.
Ledger
- Invoice In and Credit In uses ledger 2400.
- Invoice Out and Credit Out uses ledger 1500.
VAT
VAT invoice lines (gl_account 2700 or 2710) in Dataloy VMS are ignored from the invoice lines transfered 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
| Xledger Field | Value from Dataloy VMS |
|---|---|
| currency | document currency |
| currency amount | document Amount |
| amount | company currency amount |
| voucher date | document date |
| ledger fiscal year | year when invoice was transferred |
| period no | month when invoice was transferred |
| due date | 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 | invoice number |
| 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 |
Bar Code, Invoice Number and KID
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
Example:
1234|000123|123456789
It is only possible to include the first value or the first and second value.
Project and Cost Center
A project and cost center is setup according to customers requirements on request from Viewledger, for example Voyage, VesselCode, Pool, BusinessUnit etc. Integration checks for new data that is ready for posting every 10 seconds and then posts it immediately. The data will transfer to all companies or to a group company if this is setup.
Business Partner
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 will transfer to all companies or to a group company if this is setup.
Exchange Rate
Exchange rates are transferred from Xledger to Dataloy VMS once daily, Monday to Friday.
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:
- Setup Xledger Test Client
- Open the Xledger Test Client and enter the following values
- 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. If you are uncertain just do two requests to get all payments
- Free Text: leave empty
- Filter: Set a date filter so that you don't get too much data: [Created] > "2016-03-01 00:00:00"
- DataOption: All
- Copy the data from previous step to a text editor and search for <MatchID>insert a match id</MatchID>
- You should find a transaction that has <TrSource> = AP or AR, this is the invoice and should have a <InvoiceNo> matching a tbl_document.document_no in Dataloy
- You should also find a transaction that has one of the following <TrSource> values: DR, AB, OCR, BA, GL, CHD
- If one of a or b is missing, this is the reason why no payment has been transferred to Dataloy
- If you find both a and b then there is a problem with the integration. Register a support case at http://support.dataloy.com
Setup Xledger Test Client
Xledger Test Client can be used for getting data from Xledger that can be used for checking a problem, for instance missing payments from Xledger to Dataloy. To setup the client follow these steps:
- Install a certificate for your Xledger user account in Windows.
- Download from http://apps.xledger.net/CertificateManager/XCertificateManagerSetup.zip
- Unzip, install and run
- Select Get New Certificate
- Type the Xledger Web Service User Name and Password
- Select Get Security Code (E-mail)
- Type the Security Code
- Select Get Certificate and the Certificate should be installed automatically
- Download and install Xledger Test Client: http://apps.xledger.net/WebServices/XWSTestClient.zip
- Start client and check that certificate is listed in the first drop down selector
- Enter username and password
- Choose the Web Service Method you want
- Filter the data you need
- Always use DataOption: All
- Click Get DataSet to call Xledger Web Service
