Pre-requisites
In order to successfully complete the QuickBooks Online integration, the following is required of the tenant prior to starting the integration:
An existing QuickBooks Online account
An Admin user login credentials for said QuickBooks Online account
Tenant’s Chart of Accounts created in QuickBooks
Steps
Setup
Navigate to the Management Page https://app.alvys.com/#/manage/company-profile
Select the Integrations tab
Select Accounting in the list of Integration types
Click on the ✏ icon on the QuickBooks Online option to open the dialog box
Select the Subsidiary you wish to add the integration to and click Save
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
Enter the Admin user’s email or user ID and password, then click Sign In.
Select a Company from the list and click Next.
Click Connect to authorize the sharing data between QuickBooks and Alvys.
After successfully logging in to QuickBooks Online, you will be redirected to Alvys. Click Next on the QuickBooks Integration dialog box.
Account Settings
The QuickBooks Online integration allows for generic and very detailed configuration of which transactions are sent to QuickBooks, how they are sent and to which accounts.
Select the account type(s) that you wish to map for. Then click Next.
Account Types | Description |
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 behavior 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 behavior. |
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. |
Export Customer Payments (QuickBooks Only) | 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. |
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.
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.
Prefix | Entity |
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 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.