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 accruals and accrual reversals that are ready for posting to accounting

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

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