If you use Netsuite for your accounting needs, you can seamlessly connect it with Alvys! Here's what this integration means for you:
Real-time or Scheduled Batches: Transfer your important transactional data like customer invoices, bills, credit memos, and vendor credits between Netsuite and Alvys in a snap, either instantly or at a scheduled time.
Keep Things Consistent: Your financial records stay consistent as data between NetSuite and Alvys sync automatically at regular intervals.
Streamline Your Finances: With Netsuite integration, say goodbye to manual data entry and hello to smoother financial processes. Plus, fewer errors mean less hassle for you!
⚠️ In order to configure the Netsuite AccountIng integration, the following criteria must be met:
The Tenant must have an existing Netsuite Account with Admin Login Credentials:
RealmId
OAuth1ConsumerKey
OAuth1ConsumerSecret
OAuth1TokenId
OAuth1TokenSecret
The Tenant must have Chart of Accounts created in Netsuite.
How To Configure Netsuite
The configuration is a two-part process where the user must enter and validate their credentials, then complete the integration process by configuring the account settings and mappings.
PART 1: Configure and Validate Credentials
Navigate to the Management Page
Select the Integrations tab
Select Accounting in the list of Integration types
Click on the pen (✎) icon on the NetSuite option to open the dialog box
5. Select the Subsidiary you wish to add the integration to and click Save.
Enter the following Credentials ( realm id, OAuth1ConsumerKey, OAuth1ConsumerSecret, OAuth1TokenId, OAuth1TokenSecret ) in the dialog box.
Select the Validate button then select the Next button.
PART 2: Integration Settings and Account Mapping Setup
Configure the Account settings:
The user must select the accounts types in which the transactions will be exported for.
For instance, if you aim to export customer invoices, select the "Revenue" option. Conversely, if your intention is to export bills, select the "Expense" check box. Should both scenarios apply, select both checkboxes accordingly.
Configurations for Exporting Transactions Based on Your Accounting Workflow:
Single Bill for Driver Statement
Single Bill for Driver Statement
This setting allows for a single bill/driver statement with the company driver/Owner Operator trips and other transactions, such as fuel and toll expenses, to be exported to NetSuite.
This setting can be used if drivers are paid within a specified time frame, for example, weekly, and a paystub is generated for that driver for all the trips and other transactions conducted within that time frame. If this setting is disabled multiple transactions will be sent over for each trip when an invoice is generated for each trip.
Generate Carrier Invoice Separately
Generate Carrier Invoice Separately
This option is related to brokerage-type trips, which are trips that have an external carrier and assets assigned.
By default, when this setting is not selected, and the user generates a customer invoice for the brokerage trip, the bill for the external carrier is sent over to NetSuite at that time. If this setting is selected, when the invoice is generated for the customer, the system will check if a carrier invoice was uploaded for the external carrier, and if yes, the bill will be sent over. If this setting is enabled and an invoice was generated for the brokerage trip and no carrier invoice was uploaded, no bill will be sent over to the external accounting software (NetSuite).
Process Statements by Tax Category
Process Statements by Tax Category
When enabled, only statements with transactions for drivers with the tax category of 1099 will be sent over. This setting is useful if a tenant uses another system to handle their company driver payments. If left unchecked, bills for both W2 and 1099 drivers will be sent to NetSuite.
Pay Subsidiary Carrier
Pay Subsidiary Carrier
For Carrier Type Trips (with a subsidiary carrier assigned to a trip along with the tenant's assets), by default, a bill is sent over for the driver when the driver statement is generated (assuming that the single bill setting is enabled). However, if the Pay Subsidiary Carrier setting is enabled, instead of sending a bill for the driver, a bill will be sent to NetSuite for the carrier when the invoice for the load is generated.
⚠️ If this setting is enabled, there is no need to select "Single Bill for Driver Statement," as only a bill for the carrier would be sent to NetSuite. ⚠️
Ignore Zero Valued Transactions
Ignore Zero Valued Transactions
When enabled, transactions with a value of $0 will not be sent to NetSuite.
Export Company Fuel Expense (those not deducted from a driver)
Export Company Fuel Expense (those not deducted from a driver)
When enabled, fuel transactions where Deduct Fuel is false (fuel transactions not deducted from drivers) are sent to NetSuite as bills. The export is done on a scheduled basis at 6am EST.
Export Company Toll Expense (those not deducted from a driver)
Export Company Toll Expense (those not deducted from a driver)
When enabled, toll transactions where Deduct toll is false (toll transactions not deducted from drivers) are sent to NetSuite as bills. The export is done on a scheduled basis at 7am EST.
Shared Billing
Shared Billing
This setting is enabled only if the tenant has two separate accounting subscriptions on their subsidiaries. A load can be invoiced by one subsidiary and tendered by another subsidiary. If this setting is enabled, transactions will be sent to both subsidiaries' accounting platforms.
⚠️This setting must be configured on both accounting integrations in order to work. ⚠️
Classes
Classes
This option allows tenants to categorize their subsidiaries as classes, which can later be used to run reports on transactions for specific classes/categories in Netsuite.
⚠️ If enabled, ensure to map the Subsidiary in the next step to a class in Netsuite.⚠️
Export Customer Payments
Export Customer Payments
If enabled, customer payments recorded in Alvys (via Payment Report or manual entry) will be exported to Netsuite when the scheduled sync transactions occur.
Reference Number Prefix
Reference Number Prefix
These are predefined prefixes that can be applied to transactions. Prefixing modifies the reference numbers of transactions sent from Alvys to Netsuite. It adds a prefix to the beginning of the following transaction types:
Load: "ALD"
Trip: "ATP"
Paystub: "APS"
ECheck: "AEK"
Fuel: "AFL"
Deduction: "ADT"
Toll: "ATL"
Accessorial: "AAC"
Configure the Default Accounts
The default accounts are the fundamental accounting categories (Assets, Liabilities, Expenses, Revenue) and must be configured. These must be mapped to existing accounts created in NetSuite
Optional Accounts Configurations:
Steps 4 to 13 (Load, Trip, Accessorials, E-Check, Deduction, Fuel, Toll, Tax Escrow) are considered optional. In 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, Select the revenue and/or expense accounts for the default account.
For example, 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 has individual NetSuite 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.
Select the Submit Button
After configuring the default accounts and the optional accounts, select the submit button at Step 13 to complete the integration process
A green check mark will appear next to the integration to indicate that Netsuite is fully Integrated.
