Integrating Alvys with NetSuite involves three primary steps: authentication, configuring settings, and mapping accounts. This article focuses on authentication and settings configuration within Alvys.

Before configuring the integration, ensure that your tenant has an active NetSuite account with administrator credentials, including:

Navigate to the Alvys Integrations Page by clicking your username in the bottom-left corner and selecting Integrations, or by copying and pasting the following URL into your browser: https://app.alvys.com/#/manage/integrations.

From the list of integration types, select Accounting.

By default, the first subsidiary in your list is selected. If needed, choose a different subsidiary to add the integration to. Click the ✏ (edit) icon next to NetSuite to open the integration dialog box.

Select the subsidiary you want to connect to NetSuite, then click Save.

Enter your NetSuite credentials in the integration dialog box, including the Account ID (Realm ID), Consumer Key, Consumer Secret, Token ID, and Token Secret.

After completing all fields, click Validate to verify the connection.

If validation is successful, the Validate button will change to Next.

After successful validation, configure which transactions will be exported from Alvys to NetSuite. These settings determine what data is sent, when it is sent, and how it appears in NetSuite.

There are three (3) transaction types available for synchronization:

This setting must be enabled together with the Revenue checkbox for revenue transactions and the Expense checkbox for expense transactions. It allows Alvys line items to be mapped directly to existing NetSuite items instead of general ledger accounts. Once items are mapped, Alvys automatically tracks the financial impact of each line item by associating it with the corresponding revenue or expense accounts configured in NetSuite. Do not enable this setting if items are not configured in NetSuite. For guidance on creating items in NetSuite, see How to Create Items in NetSuite.

This setting prevents the export of all driver bills, including company drivers and owner-operators, to NetSuite. When enabled, driver-associated bills will not be exported, giving users greater control over which transactions are sent to external accounting systems. This option is commonly enabled when driver pay is managed outside of NetSuite, such as through a payroll system or a separate driver settlement solution. Please note that even when this setting is enabled, external carrier bills, subsidiary carrier bills, and company expenses such as fuel and tolls may still be exported if those options are configured.

This setting controls how bills for company drivers and owner operators are exported to NetSuite. It is used to consolidate all charges and transactions related to a driver, including trips, fuel, tolls, and other expenses, into a single bill per driver statement.

When enabled, a single bill is exported to NetSuite for the total net amount of the paystub. All components of driver pay are consolidated into this bill, including trip pay, accessorials, deductions, credits, reimbursements, and any other adjustments. Each component appears as a separate line item on the bill, providing detailed visibility while keeping the accounting export grouped into one transaction. This option is commonly used when driver pay is processed on a scheduled basis, such as weekly or biweekly payroll cycles.

When disabled, generating a customer invoice will also export the driver bill for the individual trip. Each trip or delivery is exported as a separate bill. When a paystub is generated, multiple bills are exported for each transaction type on the paystub, including separate bills for credits, deductions/reimbursements.

This setting applies to brokerage-type trips where an external carrier and its assets are assigned to a load. When enabled, the system verifies that a carrier invoice document has been uploaded before exporting the carrier bill to NetSuite. Specifically, when a brokerage trip is delivered or released and the user uploads a document of the type carrier invoice, the system will export the carrier bill to NetSuite. This can also be triggered when a user generates the customer invoice for a load; the system will verify that a carrier invoice has been uploaded, and if no carrier invoice is found, the carrier bill will not be exported to NetSuite. This setting should only be enabled when carrier invoices are required as part of the workflow prior to exporting external carrier bills for payment.

If this setting is disabled, generating the customer invoice for a trip with an external carrier will automatically export the carrier bill to NetSuite, even if the carrier invoice has not been uploaded.

When enabled, only bills for 1099 drivers are exported to NetSuite. Bills for W-2 drivers are excluded, allowing users to manage W-2 driver payments in a separate payroll system.

When disabled, bills for both W-2 and 1099 drivers are exported to NetSuite.

This setting is typically enabled by tenants that handle W-2 driver compensation outside of NetSuite and want to prevent those bills from being sent to NetSuite while still exporting 1099 driver expenses.

This setting applies to trips involving a subsidiary carrier (i.e., a carrier operating under a subsidiary of the main company) that is assigned alongside the tenant’s internal assets. By default, when a driver statement is generated and assuming the Single Bill for Driver Statement setting is enabled, a bill is exported for the tenant’s driver on the trip.

When Pay Subsidiary Carrier is enabled, this behavior changes; instead of exporting a bill for the driver when a paystub is generated, the system exports a bill for the subsidiary carrier when the load invoice is generated. E.g. Alvys Inc

When enabled, this setting excludes invoices and bills with a total financial value of zero, meaning transactions that have no overall impact on the accounts will not be exported.

The “Create Vendor Using 1099 Tax Company” setting allows users to determine whether vendors should be created in NetSuite using the tax company details (Tax Company Name and Address) specified in the Tax Information section of the Alvys driver profile (for either company drivers or owner-operators with the tax category of 1099).

When this setting is enabled:

This setting allows users to assign a NetSuite customer ID to each Alvys customer or broker. Once enabled, Alvys will match customers and brokers primarily using this ID instead of the name.

To configure the ID, navigate to the customer or broker profile in Alvys and select the External Accounting ID field. Choose the correct subsidiary, enter the customer ID from NetSuite, and click Save.

If this setting is enabled and a customer or broker profile in Alvys does not have a NetSuite ID set, the system will not attempt to create a customer. Even if a matching name exists in NetSuite, an error will occur and the invoice will not sync. The system expects to find an existing customer in NetSuite based on ID.

This setting must be enabled to export carrier statements as bills when generating a Carrier Statement from the Carrier Settlements module.

If you use the Carrier Settlements module to generate statements for external carriers and want these statements automatically exported to NetSuite upon generation, this setting must be enabled. This is the only scenario in which this option should be turned on.

If you do not use the Carrier Settlements module and want carrier statements to be exported only when the carrier invoice is manually uploaded for a trip, this setting should be disabled, and the option to generate carrier invoices separately should be enabled.

Alternatively, if you prefer carrier statements to be exported only when the customer invoice is generated on a load, this setting should also be disabled, and the option to generate carrier invoices separately should remain disabled.

The TMS allows users to record fuel transactions, either manually or imported directly from the fuel provider. These transactions can be viewed in the Alvys Fuel Report.

In the fuel report, if a transaction is marked “Deduct Transaction” true, the cost will be deducted from the linked driver during payroll (statement generation). If it is not deducted, Deduct Fuel false (-), the transaction is treated as a company expense.

When the “Export Company Fuel Expense” setting is enabled, fuel transactions where Deduct Fuel is set to false (-) (i.e., fuel costs not deducted from drivers) are exported to NetSuite as bills. This allows the company to track and manage fuel expenses not charged to drivers, such as those for company-owned vehicles. Exports are scheduled daily at 6:30 AM UTC

The TMS allows users to record toll transactions, either manually or imported directly from the toll provider. These transactions can be viewed in the Alvys Toll Report.

If a transaction is marked “Deduct Toll” true, the cost will be deducted from the linked driver during payroll. If it is not deducted, Deduct Toll false (-), the transaction is treated as a company expense.

When the “Export Company Toll Expense” setting is enabled, toll transactions where Deduct Toll is set to false (i.e., toll costs not deducted from drivers) are exported to NetSuite system as bills. This allows the company to track and manage toll expenses not charged to drivers, such as those incurred by company-owned vehicles. Exports are scheduled daily at 7:30 AM UTC.

This setting allows Alvys’ predefined prefixes to be applied to transaction reference numbers, altering how transactions are identified when sent from Alvys to NetSuite. Different transaction types, such as Load Invoices, Bills from Trips, and Bills from Paystubs, have specific prefixes. For example, an invoice might appear as ALD-100000. Alvys Predefined Prefixes:

Users should enable this setting only if reference numbers will help organize and identify transactions originating from Alvys. To locate transactions with prefixes, simply enter the reference number, including the prefix, into the NetSuite search field.

In addition to the reference number prefix, users can configure a fleet prefix, which applies only to customer invoices exported to NetSuite. Adding a fleet-specific prefix allows invoices to be easily differentiated across multiple fleets. See the following help center article to configure fleet prefixes

Priority of Prefixes (Reference Number Prefix vs Fleet Prefix):

If both the external accounting setting for the reference number prefix and the fleet prefix are enabled, the fleet prefix takes precedence for invoices and will be prepended to the invoice number. Other transaction types, such as bills, will continue to use the standard reference number prefix.

NetSuite Custom Fields are user-defined fields that allow additional data to be captured on transactions, such as invoices, to support reporting, tracking, or other operational needs.

In Alvys, the Custom Field option currently supports mapping only the Load Order Number from a load to a NetSuite custom field on customer invoices. When enabled this ensures that each invoice exported from Alvys with the load order number set is mapped to the custom field.

The custom field mapping applies only to invoices; it does not affect other transactions such as bills, from paystubs, or other transaction types. To use this feature, a custom transaction body field must first be created in NetSuite and enabled for the invoice template being used.

Steps to create and enable a custom field in NetSuite: Create custom fields and Creating Custom Transaction Body Fields

Each Alvys subsidiary must be mapped to the corresponding NetSuite subsidiary. This mapping is mandatory and ensures that transactions are posted to the correct subsidiary in NetSuite, allowing for accurate financial tracking and reporting.

Before mapping subsidiaries in Alvys, you must first create and configure the corresponding subsidiaries in NetSuite. Subsidiaries are required for NetSuite OneWorld accounts and determine how financial data is segmented, consolidated, and reported.

Refer to the following Oracle NetSuite documentations for guidance on setting up subsidiaries:

Subsidiary Setup

Creating Subsidiary Records

Select the Subsidiaries checkbox, which will create an additional step called Subsidiaries.

Click on the Subsidiaries step.

Proceed by mapping each specific subsidiary to the corresponding option presented in the right-hand dropdown menu.

Alvys fleets can be mapped to Classes, Departments, or Locations in NetSuite. This mapping allows financial activity such as revenue and expenses to be categorized for reporting and performance tracking.

In NetSuite, these classifications are used to segment financial data:

All three classifications can be applied at the transaction header level or at the individual line level, depending on your NetSuite configuration. If per-line classifications are enabled in NetSuite under Accounting Preferences, the classification will appear on each transaction line. If not enabled, the classification will apply only at the header level and will impact the entire transaction.

Before you can map fleets in Alvys, the corresponding classification type must be enabled and created in NetSuite. Each fleet can be mapped to either Classes, Departments, or Locations, but not multiple types simultaneously.

To prepare NetSuite for fleet mapping:

If you want to apply classifications at the line-item level, enable the appropriate preferences under Setup → Accounting → Accounting Preferences → Classifications. (Per-Line Classifications)

Select the Fleets checkbox, which will create an additional step called Fleets.

Click on the Fleets step.

Use the dropdown menu to choose whether to map the fleets to Classes, Departments or Locations.

Proceed by mapping each specific fleet to the corresponding option presented in the right-hand dropdown menu.

This setting allows users to map Alvys equipment types to custom fields in NetSuite, such as an item or transaction field called Equipment Type. Mapping ensures that each equipment in Alvys is correctly categorized in NetSuite for reporting, invoicing, and financial tracking.

When enabled, customer payments recorded manually against a load or uploaded via a factoring report are exported to NetSuite every five minutes.

The following customer payments are included in the export:

After enabling this option, you will be prompted to select a deposit account in the setup where customer payments should be recorded. Accounts such as Accounts Receivable are not valid deposit accounts and should not be used for customer payment configuration.

Although exporting payments to NetSuite is supported, it is recommended to record customer payments directly in NetSuite and allow them to sync back to Alvys.

Shared Billing is used when a load is invoiced by one subsidiary (Invoice As) and tendered by another subsidiary (Tender As), and both subsidiaries have separate accounting integrations. This setting ensures that all financial transactions are correctly recorded across the two subsidiaries.

Invoice As Subsidiary (e.g., Alvys Inc)

Tender As Subsidiary (e.g., Alvys Brokerage)

Some Configuration settings in the Alvys NetSuite integration are mutually exclusive (meaning they cannot be enabled at the same time) or render others inactive when enabled. In addition, certain settings may not require configuration at all, depending on the initial selection of Revenue and or Expense transactions

If only the Revenue transaction checkbox is selected (customer invoices, etc.), do not configure any settings related to Expenses, including:

If only the Expense transaction checkbox is selected (driver bills, company expenses, etc.), do not configure any settings related to Revenue, including:

Do not configure this setting with:

Why:

Single Bill for Driver Statement assumes that driver bills are being created and exported. If driver bills are ignored (not sent to NetSuite) this consolidation logic no longer applies and will conflict with the export process. Also, if configured with pay subsidiary carrier bills, the single bill for driver statement will take precedence.

Configuration Dependency:

Do not configure this setting with:

Why:

When this setting is enabled, billing responsibility shifts away from the driver entirely. Any configuration that assumes driver-based billing, or driver vendor creation becomes invalid.

Do not configure this setting with:

Why:

Each of these settings relies on driver bills being generated and exported. Ignoring driver bills removes the underlying data required for these settings to work.

Configuration Dependency:

Why:

This option assumes driver-based billing based on tax category. If billing is redirected to a subsidiary carrier or driver bills are excluded, vendor creation using tax data is no longer applicable.

Typically Enabled Settings:

Carrier operations involve managing both income from customers and expenses tied to internal drivers and company assets (fuel and tolls etc.). Carriers would also track the order number for loads on exported invoices. Often, when payments are applied from factoring companies or manually to invoices, carriers would want these transactions exported to NetSuite as well

Typically Enabled Settings:

From the perspective of a brokerage, it's crucial to monitor income from customers and the expenses incurred from engaging carriers to transport loads. They also need to ensure that received customer payments are recorded and transferred to their external accounting systems. Additionally, brokers often need to track specific details such as Order Numbers for loads on invoices, necessitating the creation of custom fields in their system.

Q: What happens if validation fails during authentication?

A: Verify that the Account ID (Realm ID), Consumer Key, Consumer Secret, Token ID, and Token Secret are entered exactly as generated in NetSuite. Confirm that Token-Based Authentication, REST Web Services, and SOAP Web Services are enabled in NetSuite, and that the integration role has the required permissions.

Q: Can I connect multiple subsidiaries to NetSuite?

A: Yes. Each subsidiary must be configured separately. Complete the integration for one subsidiary, then return to the Integrations page and repeat the process for each additional subsidiary.

Q: What happens if I enable Use Existing Items, but items are not created in NetSuite?

A: Transactions will fail to export. When this setting is enabled, every revenue or expense line must be mapped to an existing NetSuite item. The system does not fall back to general ledger account mapping.

Q: What happens if Use Existing Customers is enabled but no NetSuite ID is set on the customer profile?

A: The invoice will fail to sync. The system will not attempt to match by name or create a new customer. A valid NetSuite Customer ID must be entered in the External Accounting ID field.

Q: Can I export only revenue transactions without expenses?

A: Yes. If only the Revenue checkbox is selected, only customer invoices and revenue-related transactions will export. Expense-related settings should not be configured.

Q: Can I export only expenses without revenue?

A: Yes. If only the Expense checkbox is selected, only bills and expense-related transactions will export. Revenue-related settings, such as Export Customer Payments, will have no effect.

Q: What happens if I enable Ignore Zero Valued Transactions?

A: Transactions with a total value of $0 will not be exported to NetSuite. If such a transaction is later updated to a value greater than $0, an export error may occur, and Alvys Support may need to reprocess it.

Q: Are customer payments exported automatically?

A: Yes, when Export Customer Payments is enabled. Payments are exported every five minutes once the total paid amount equals the full invoice amount. Partial payments are not exported.

Q: Should customer payments be recorded in Alvys or NetSuite?

A: Although exporting payments from Alvys is supported, it is generally recommended to record payments directly in NetSuite and allow them to sync back to Alvys.

Q: What happens if driver bills are ignored?

A: No driver-related bills will be exported to NetSuite. Any settings that depend on driver bill creation, such as Single Bill for Driver Statement or Process Statement by Tax Category, should not be enabled.

Q: Can Single Bill for Driver Statement and Pay Subsidiary Carrier be enabled together?

A: No. These settings are mutually exclusive. Single Bill consolidates driver bills, while Pay Subsidiary Carrier shifts billing responsibility to the subsidiary carrier instead of the driver.

Q: Why is a carrier bill not exporting?

A: If Generate Carrier Invoice Separately is enabled, a document of type Carrier Invoice must be uploaded before the carrier bill will be created and exported.

Q: What is the difference between the Reference Number Prefix and the Fleet Prefix?

A: The Reference Number Prefix applies to multiple transaction types such as invoices and bills. The Fleet Prefix applies only to customer invoices. If both are enabled, the Fleet Prefix takes precedence for invoices.

Q: Can I use classes, departments, or locations for tracking in NetSuite?

A: Yes. Alvys supports mapping subsidiaries and fleets to NetSuite Classes, Departments, or Locations, enabling granular tracking of revenue, expenses, and transactions.