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Accounting Integrations [https://alvys.com/wp-content/uploads/2023/05/accounting-integrations.svg, 10 min. read]

This document is intended to outline the steps involved in setting up an accounting integration for an Alvys tenant. Currently, Alvys facilitates integrations with the following accounting software:

The following information is being sent:

1
Microsoft Dynamics Business Central

2
QuickBooks Online

3
QuickBooks Desktop

Pre-requisites

In order to successfully complete the accounting integration, the following is required of the tenant prior to starting the integration:

1
An existing account with the accounting software

2
An Admin user login credentials for the accounting software

3
Tenant’s Chart of Accounts created in the accounting software

Setup

1
Navigate to the Management Page https://app.alvys.com/#/manage/company-profile

2
Select the Integrations tab.

3
Select Accounting in the list of Integration types.

4
Click on the ✏ icon on the accounting software option to open the dialog box.

5
Select the Subsidiary you wish to add the integration to and click Save.

6
In the dialog box that appears, click on Login. You will be redirected to the login screen for the accounting software at which point you would enter the login credentials for the Admin user.

Connecting to QuickBooks

1
Enter the Admin user’s email or user ID and password, then click Sign In.

2
Select a Company from the list and click Next.

3
Click Connect to authorize the sharing data between QuickBooks and Alvys.

4
Next, on the right side of your screen, you will see the FourKites banner under integration settings. Please click on it

5
After successfully logging in to QuickBooks Online, you will be redirected to Alvys. Click Next on the QuickBooks Integration dialog box.

Connecting to Microsoft Dynamics Business Central

1
After successfully logging in to Business Central, you will be redirected to Alvys.

2
Select the company for which you will be setting up the account from the drop down list.

3
Select the default general journal you would like Alvys to send all journal entries.

Account Settings

The accounting integration allows for generic and very detailed configuration of which transactions are sent to accounting software, how they are sent and to which accounts.

1
Select the account type(s) that you wish to map for. Then click Next.

Revenue – The revenue portion of transactions will be sent to the accounting software.

Expense – The expense portion of transactions will be sent to the accounting software.

Single Bill for Driver Statement – When a driver statement is generated, a single transaction will be sent with the total indicated on the paystub, instead of individual (multiple) transactions sent for each trip.

Generate Carrier Invoice Separately – The default behaviour in Alvys is to send both the bill and invoice to the accounting software when the load is invoiced. With this option, the carrier invoice is sent as a bill to the accounting software immediately once it is uploaded in Alvys, as opposed to the default behaviour.

Process Statement by Tax Category – Prevents sending company driver (W2) information to the accounting software when generating the paystub. If left unchecked, information for both W2 and 1099 drivers will be sent to the accounting software.

Pay Subsidiary Carrier – Used when there is a Subsidiary Carrier assigned to a load and the Subsidiary Carrier is to be paid for the load, rather than the driver.

Export Company Fuel Expense (Those not deducted from a driver) – Sends fuel transactions not deducted from drivers as bills to the accounting software once per day (6AM EST)

Export Company Toll Expense (Those not deducted from a driver) – Sends toll transactions not deducted from drivers as bills to the accounting software once per day (7AM EST)

Shared Billing – Used if Subsidiaries have individual accounting integrations and a load booked by one subsidiary is tendered as another subsidiary and transactions should be sent to both subsidiaries accounting platform.

Department/Location Linking – This option allows the tenant to categorize their transactions (invoice) by Departments. Primarily would be used for reporting.

Custom Field – This is used to map OrderNumber (only option currently) from the load to a custom field specified by the user from QuickBooks. Primarily would be used for reporting.

Classes – This option allows the tenant to categorize their Subsidiaries (invoice) by Classes. Primarily would be used for reporting.

This option allows the tenant to categorize their Subsidiaries (invoice) by Classes. Primarily would be used for reporting. – Customer payments recorded in Alvys (via Payment Report or manual entry) will be exported to the accounting software. The process to send the payments to the accounting software runs every 5 minutes, the payments are grouped by customer and related invoices in the accounting software are updated to Paid. Only loads in the Completed status will be processed, after which no further processing can be done.

2
For each of the following sections, you can select the revenue and/or expense account for each transaction type. If the tenant’s accounting process does not have individual accounts for each transaction listed, then simply select the revenue and/or expense accounts for the default account. For instance, in the Accessorials Mapping section, the different types of accessorials are listed to be mapped to a revenue and/or expense account. If the tenant does have individual accounts for each accessorial they may go ahead and select those accounts. If the tenant only has general revenue and expense accounts for all accessorials, they can select those for the Default Accessorial Account.

3
Once the tenant has entered all the mappings relevant to their accounting process for each section, at Step 13 Done in the dialog box, click Submit.

Prefixing

Prefixing affects the reference number that is sent to the external accounting software with each transaction sent from Alvys. It adds a prefix to the beginning of the reference number (eg. ALD-1000527) sent to QuickBooks. Prefixing is intended to resolve any conflicts between the trip numbers and statement numbers because both use the same sequence.

ALD = Load

ATP = Trip

APS = Paystub

AEK = E-Check

AFL = Fuel

ADT = Deduction

ATL = Toll

AAC = Accessorial

This completes the setup and mapping of the accounts for the accounting integration. If at any point the tenant makes changes to their Chart of Accounts, they may update the mappings on the integration at any time to match their current process.

FAQs

Is the connection 1-way or 2-way?

The integration is a 2-way integration.
1. Bills and Invoices are sent from Alvys to the accounting software.
2. Payments applied to the bills and invoices in the accounting software are read into Alvys.

How often are transactions sent across the integration?

1. Transactions are sent from Alvys to the accounting software instantaneously except for QuickBooks desktop where the transactions are pushed to a queue and synced based on the timer set when doing the integration.
2. Payments made in the accounting software are imported into Alvys once daily and done over night.

Can I edit a load already sent to the accounting software?

Once a bill or invoice is sent to the accounting software, any financial update on the load in Alvys will automatically update the corresponding transaction in the accounting software. Updates will be sent until that load is marked as Completed.

What happens if I edit an invoice in the accounting software that was sent from Alvys?

We highly recommend that transactions which originate from Alvys are edited in Alvys and not in the accounting software. Once the transaction is edited in the accounting software, Alvys is not longer able to send any further updates to that transaction.

How do I know if there’s an error sending transactions to my accounting software?

Once you are processing a load, if something goes wrong you’ll get an error message at the bottom of the page indicating the error. In case you miss that message, you can visit https://app.alvys.com/#/accounting/error-help where you can see a list of all errors and you’ll have to option to re-sync once you correct the problem described.

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