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QuickBooks Online [https://alvys.com/wp-content/uploads/2023/03/qb_logo.png,5 min. read]

This document is intended to outline the steps involved in setting up the QuickBooks Online integration for an Alvys tenant.

Pre-requisites

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

1
An existing QuickBooks Online account.

2
An Admin user login credentials for said QuickBooks Online account.

3
Tenant’s Chart of Accounts created in QuickBooks.

Steps:

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 QuickBooks Online 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 Intuit (QuickBooks Online) to login to your QuickBooks Online accounting using the login credentials for an Admin user.

Connecting to QuickBooks Online

The QuickBooks Online integration allows for generic mapping of transactions, as well as very detailed mappings for each transaction in the Alvys platform.

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 QuickBooks.

Expense: The expense portion of transactions will be sent to QuickBooks.

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.

Export Company Fuel Expense (Those not deducted from a driver): Sends fuel transactions not deducted from drivers as bills to QuickBooks 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 QuickBooks 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.

2
Click Fetch Accounts. This will pull the Chart of Accounts from QuickBooks Online.

3
Select the Default Accounts for Accounts Payable, Accounts Receivable, Default Expense and Default Revenue. Click Next.

4
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 QuickBooks 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.

5
Once the tenant has entered all the mappings relevant to their accounting process for each section, at Step 11 Done in the dialog box, click Submit.

This completes the setup and mapping of the accounts for the QuickBooks 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. Simply click Fetch Accounts to pull in the new accounts.

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