This article outlines how transactions such as invoices and bills are exported from Alvys to NetSuite, including how subsidiaries, customers, vendors, and drivers are linked. It also covers how exported transactions can be modified and updated while maintaining data integrity.

When configuring the NetSuite integration each Alvys subsidiary is connected to a corresponding NetSuite subsidiary. This section explains which connected subsidiary will receive the exported invoices and/or bills.

The Invoice As field represents the billing subsidiary responsible for issuing the customer invoice. This determines the legal entity name that appears on the invoice. All Accounts Receivable (AR) transactions are exported to NetSuite and linked to the subsidiary mapped to the Invoice As field.

For example, if a load’s Invoice As field is set to Alvys Inc, upon invoice generation, the invoice is exported to NetSuite, and the Subsidiary field on the invoice is set to the NetSuite subsidiary linked to Alvys Inc.

The Tender As field identifies the subsidiary responsible for dispatching the load and paying the carrier. It also determines the trip type. If the selected subsidiary is set up as a broker, the trip type is Brokerage. If the selected subsidiary is set up as a carrier, the trip type is Carrier. Carrier bills are exported to NetSuite, and the Subsidiary field on the Vendor Bill is set to the NetSuite subsidiary linked to the Tender As field.

For carriers operating with dual authority, the operational mode is automatically determined based on the Tender As subsidiary. Users can manually change the operational mode to Carrier or Broker, which may affect how bills are exported to NetSuite.

Each driver profile includes a Subsidiary field that represents the subsidiary the driver is assigned to. When generating driver statements, the Vendor Bill is exported to NetSuite, and the Subsidiary field on the bill is set to the NetSuite subsidiary linked to the driver’s assigned subsidiary.

This section explains how Alvys identifies and links customers in NetSuite, how new customer records are created when no match is found, and how key accounting fields impact invoice exports.

By default, if the Use Existing Customer setting is disabled in the NetSuite Integration, the customer’s External Accounting Name is used to identify the customer or broker in NetSuite. When exporting an invoice, Alvys first searches for an exact match in NetSuite using this field.

If a matching customer exists, the invoice is linked to that customer. If no match is found and the External Accounting Name is set on the customer profile, Alvys automatically creates a new customer in NetSuite using the External Accounting Name.

For tenants where the External Accounting Name is not set, Alvys attempts to match using the Customer Name. If no match is found, a new customer is created in NetSuite using the Customer Name.

The Use Existing Customers setting in NetSuite determines whether Alvys links invoices to existing customers using their NetSuite customer IDs, rather than matching by name. When enabled, Alvys bypasses name-based matching and uses the provided NetSuite customer IDs to identify the customer records for invoice exports. With this setting enabled, Alvys does not attempt to create a new customer, as it expects an exact match with the customer ID.

To configure this correctly, the user must set the NetSuite customer ID on each customer profile in Alvys for the relevant subsidiary. This is done by clicking the External Accounting ID field on the customer profile and entering the NetSuite customer ID corresponding to that subsidiary. Each subsidiary in Alvys must have its own mapping to the appropriate NetSuite customer IDs to ensure invoices are exported accurately.

The customer ID can be found in the URL of the customer record in NetSuite. For example, when viewing a customer in NetSuite, the URL contains a parameter like “id=12345”; this is the ID that should be entered in Alvys for that customer and subsidiary.

It is critical that the ID provided in Alvys is correct and corresponds to the intended NetSuite customer. If the ID is missing, incorrect, or points to a non-existent customer record, the invoice export will fail, and an error will appear on the Error Transactions page in Alvys.

The Invoicing Name determines how the customer or broker appears on invoices generated in Alvys. It does not affect the customer record created in NetSuite.

When creating customers in NetSuite, Alvys uses the following fields from the customer or broker profile:

Alvys is the source of truth for these fields. If a customer is created in NetSuite by Alvys and a user later update the information directly in NetSuite, these changes will be overridden the next time an invoice is synced from Alvys. To ensure consistency, any updates to these fields should always be made within Alvys.

The Payment Terms field specifies the agreed-upon period within which a customer must pay an invoice, calculated from the invoice date. In Alvys, this can be set to any value between 0 and 365 days. These terms determine the due date on the load as well as the invoice due date exported to NetSuite

This section explains how Alvys links carriers and drivers to NetSuite, how vendor records are created when no match is found, and which accounting fields control bill synchronization.

The carrier’s External Accounting Name is used to identify a vendor in NetSuite. When exporting a bill, Alvys first searches for an exact match in NetSuite using this field.

If a matching vendor exists, the bill is linked to that vendor. If no match is found and the External Accounting Name is set on the carrier profile, Alvys will automatically create a new vendor in NetSuite using the External Accounting Name. For carriers where the External Accounting Name is not set, Alvys attempts to match using the Carrier Name. If no match is found, a new vendor is created in NetSuite using that name. It is important to note that the External Accounting Name takes priority. If it differs from an existing NetSuite vendor name, even if the Carrier or Driver Name in Alvys matches, Alvys will create a new vendor using the External Accounting Name.

Drivers, including company drivers and owner-operators, may operate as 1099 drivers. These drivers have additional tax detail fields on their profiles, such as:

When generating driver statements, if these fields are set and the NetSuite integration is configured to create vendors using 1099 details, Alvys will create the vendor using the tax information (company name and address). If this setting is not enabled, the vendor will be created using the driver’s name.

The Carrier Payment Terms field defines the agreed-upon time frame for paying a carrier. This is configured on the company profile for each subsidiary.

If a driver is associated with a subsidiary that has this payment terms configured, the bill due date will be calculated based on that subsidiary’s terms.

For external carriers, the due date is determined using the Carrier Payment Terms from the company profile of the subsidiary specified in the Tender As field on the trip.

This section provides an overview of the areas within Alvys from which customer invoices can be exported from and the key validations required to ensure successful export to NetSuite.

Generating a customer invoice from the Load Details page triggers its export to NetSuite. To ensure a successful export, all relevant configurations and data must be verified before generating the invoice.

Verify that the customer being invoiced is correct. Ensure the External Accounting Name is set properly on the customer profile. If no External Accounting Name is configured, the standard customer or broker name must exactly match the corresponding customer record in NetSuite.

For users with the Use Existing Customers setting enabled, ensure that the NetSuite customer ID is entered in the External Accounting ID field and matches the corresponding customer ID in NetSuite.

Also, verify the customer’s invoice settings for the subsidiary used as the Invoice As subsidiary on the load. The Invoice As subsidiary on the load must correspond to the subsidiary configured in the NetSuite integration, as this determines which NetSuite subsidiary is linked to the invoice.

Once these conditions are satisfied and the load is in Released status, generating the invoice automatically initiates the export to NetSuite

After the invoice is exported to NetSuite, it can be located using the search field by entering the load number. If an invoice prefix is configured, include the prefix along with the load number. The invoice is also available in the Invoices list, where users can browse all invoices and apply date filters to narrow the results. In both cases, the invoice will appear for the corresponding customer.

The Batch Invoicing page in Alvys is located under accounting, then Invoice in the left navigation menu or directly at https://app.alvys.com/#/accounting/invoicing.

This page allows users to create invoices for multiple loads across one or more customers simultaneously. Each selected load is processed as an individual invoice, and exporting to NetSuite is triggered automatically when the invoices are generated. This approach enables faster and more efficient invoicing while ensuring accurate transaction records for each load.

From the Released tab, select the loads for which you want to generate invoices. Ensure that the customer being invoiced is correct. If an External Accounting Name is configured, it must exactly match the corresponding customer record in NetSuite. If no External Accounting Name is configured, the standard customer or broker name must match the customer record. For users with the Use Existing Customers setting enabled, verify that the NetSuite customer ID is set on the customer profile. Additionally, the Invoice As subsidiary on each load must be correctly configured, as this determines which NetSuite subsidiary will be linked to the exported invoice.

After verifying these details, invoices can be generated using the Generate Invoice option, which creates the invoices and exports them to NetSuite. Alternatively, the Create and Send option generates the invoices, exports them to NetSuite, and sends them to the customer according to the invoicing method configured for that customer.

Once exported, the invoices are recorded in NetSuite under the corresponding customer and can be located either using the search field or by browsing the Invoices list.

Summary invoicing consolidates multiple loads for a customer into a single invoice. The Summary Invoicing page can be accessed from Accounting then Summary Invoicing. For more information on configuring customers for summary invoicing, see https://help.alvys.com/en/articles/12159947-summary-invoicing.

The invoice export is triggered when the consolidated summary invoice is generated, creating a single invoice that reflects the total amount for all included loads. Only customers configured with the summary invoice type will appear when selecting a subsidiary. Ensure that the subsidiary is correct, as this determines the NetSuite subsidiary to which the invoice will be linked.

On the Summary Invoicing page, from the Loads Not Invoiced tab, select the loads to include and add them to a draft summary invoice. Once the draft is prepared, generating the invoice will create the summary invoice and export it to NetSuite.

After the invoice is exported, it can be located in the NetSuite Invoices list, where users can browse all invoices and apply date filters to narrow the results.

This section explains the different methods available in Alvys for exporting bill transactions to NetSuite. It covers external carrier bills, carrier settlements, and driver bill exports, including the configuration requirements that determine when and how each bill is exported.

External carrier bills can be exported directly from individual loads based on the configured external accounting settings. The export is triggered when the customer invoice is generated. Before generating the invoice, ensure that the correct external carrier is assigned to the trip. The subsidiary selected in the Tender As field must also be verified, as this subsidiary determines which NetSuite subsidiary the carrier bill will be linked to. The selected subsidiary must be configured to receive carrier bills through the NetSuite integration.

When an external carrier is assigned and the trip is released to billing, the system evaluates the Generate Carrier Invoice Separately setting.

If this setting is not enabled, the carrier bill is exported automatically when the customer invoice is generated. However, if the setting is enabled, the system checks whether a document of type Carrier Invoice has been uploaded to the trip. If the document is present, the carrier bill is exported to NetSuite when the customer invoice is generated.

In Alvys, the carrier invoice number is entered when uploading a document of type Carrier Invoice to a trip. When the carrier bill is exported to NetSuite, this number is automatically appended to both the Memo field and the Reference Number field. This allows accounting teams to easily search for, reference, and reconcile carrier bills using the carrier’s original invoice number.

The Carrier Settlements module provides brokers with tools to generate transparent and accurate carrier statements and settlement bills. This page can be accessed from the accounting section of Alvys under Carrier Settlements. Additional details about this feature can be found in the Carrier Settlements Help Center Article.

When carrier settlements are used, the carrier bill is exported when a carrier statement is generated. To allow this export, the Carrier Statements External Accounting setting must be enabled for the subsidiary. If this setting is not enabled, no carrier bill will be exported when the statement is generated.

If this setting is enabled and a user generates a customer invoice for an individual load with an external carrier, the carrier bill will not be exported from the load. In this scenario, the system expects the bill to be exported from the Carrier Settlements module when the statement is generated.

If an error occurs while exporting a carrier bill from the Carrier Settlements module, the error details are displayed directly within the module. Carrier statements cannot be re-sent from the Error Transactions page. All corrections must be made within the Carrier Settlements module, and the statement must be regenerated there.

For tenants that use the Carrier Settlements module but prefer carrier bills to export when the carrier invoice is uploaded on the trip, it is recommended not to enable the Carrier Statements external accounting setting. In this configuration, enabling the generate carrier invoice separately setting and uploading the carrier invoice to the trip then generating the customer invoice will trigger the carrier bill export.

Driver bills can be exported either from the legacy Pay Drivers page or from the newer Driver Settlements module. The export behavior depends on the configured driver billing settings.

The recommended configuration is Single Bill Export. When enabled, multiple trips, deductions, and credits included in a driver statement are consolidated into a single bill and exported to NetSuite. This approach is ideal for tenants operating on weekly or biweekly pay cycles.

The subsidiary used for exporting driver bills is determined by the subsidiary assigned on the driver profile in Alvys.

For tenants still using the legacy Pay Drivers page, driver statements generated from this page may be reverted from the driver profile. Reverting a driver statement deletes the corresponding driver bill from NetSuite, provided the bill remains open and no payments have been applied.

Driver Settlements replaces the Pay Drivers module and introduces enhancements such as draft statements, predefined pay periods, and bulk actions. Additional details can be found at: Driver Settlements Help Center Article

For statements generated using the Driver Settlements module, reverting the statement from the Statements tab removes the associated driver bill from NetSuite, as long as the bill remains open and no payments have been applied.

In the NetSuite accounting integration setup, shared billing must be enabled on both the Invoice As subsidiary and the Tender As subsidiary. If shared billing is not enabled on both sides, intercompany transactions and carrier or vendor bills will not export correctly.

On the load, select the subsidiaries as follows:

The subsidiaries must be different for shared billing logic to apply.

Once dispatch and financial details are complete, release the load so it becomes eligible for invoicing. Ensure all required documents are present on the load before attempting to invoice.

Shared billing export is triggered when the customer invoice is generated.

For the Invoice As subsidiary, an intercompany bill is created to the Tender As subsidiary, and a customer invoice is created and exported to NetSuite.

For the Tender As subsidiary, a vendor bill is created for the external carrier or driver, and an intercompany invoice is created back to the Invoice As subsidiary.

All transactions for shared billing are exported to the same NetSuite account. Each transaction is linked to the correct subsidiary as specified in Alvys: customer invoices reflect the Invoice As subsidiary, vendor bills reflect the Tender As subsidiary, and intercompany transactions are created with the appropriate subsidiary assignments. This ensures that revenue, expenses, and intercompany balances are properly recorded and reconciled within NetSuite.

Once a transaction has been exported from Alvys to NetSuite, all corrections and updates must be made in Alvys and then synchronized to NetSuite through the regeneration process. Alvys serves as the system of record for all accounting transactions that were exported. Changes made directly in NetSuite will not sync back to Alvys and can result in data inconsistencies or failed export updates. This section explains how previously exported transactions can be modified, which changes are supported, and the conditions under which those modifications are allowed.

Previously exported invoices can only be modified while they are still considered open (i.e., not fully paid) in NetSuite. Once a payment is fully applied and synced, the invoice becomes closed in Alvys and no further modifications are permitted. In these situations, Alvys Support must be contacted for assistance.

Invoice updates are typically synchronized by regenerating the customer invoice after changes are made. However, certain fields automatically update the NetSuite invoice without requiring regeneration.

Updates to the following load invoice fields are applied automatically to NetSuite without requiring invoice regeneration:

Customer linehaul amount

Customer fuel surcharge

Accessorial charges added, edited, or removed

Invoice Date

Invoice Due Date

To apply these updates, make the changes in Alvys and then refresh the invoice page in NetSuite. The updates should appear immediately without regenerating the invoice. Other changes will require invoice regeneration to sync correctly

Fields such as invoicing address, customer email, and customer phone are managed in the customer profile.

Steps to update customer fields:

Alvys does not set customer payment terms on exported invoices. Instead, the payment terms configured on the customer profile are used to calculate the invoice due date.

Any updates to payment terms made directly in NetSuite will affect the invoice due date. However, if the invoice is regenerated from Alvys, the due date will be recalculated based on the invoice settings in Alvys and may override any manual changes made in NetSuite.

Modifications to summary invoices that have already been exported can be made depending on the scenario.

In Alvys, the only supported mechanism for adding or removing loads from a summary invoice is to revert the summary invoice. A summary invoice can be reverted only when its status is “Processed”. If the invoice has already been Sent or Paid, further modification requires intervention from Alvys Support.

Procedure:

Loads included in a summary invoice can be edited to add charges or make adjustments. Only summary invoices in the following statuses can be regenerated: Pending, Sent, or Partially Paid. If a summary invoice is fully paid, regeneration is not permitted.

Steps to Modify or Add Charges to Loads:

Q: What should I enter for External Accounting Name?

A: Enter the customer or vendor name exactly as it appears in NetSuite. Alvys uses this field to match records during invoice and bill exports. If the field is not set, Alvys will fall back to the Customer Name or Vendor Name in NetSuite.

Q: Is External Accounting Name the same as the Invoicing Name?

A: No. The External Accounting Name is used solely to match the record in NetSuite. The Invoicing Name controls how the name appears on invoices generated in Alvys. Changing the Invoicing Name does not affect the NetSuite link as long as the External Accounting Name remains unchanged.

Q: Can Alvys pull customers or vendors from NetSuite automatically?

A: No. The integration is push-only. You must manually enter the External Accounting Name (or Customer ID if using “Use Existing Customers”), which defines the linkage to NetSuite. If no match is found, Alvys can create the customer or vendor automatically.

Q: Which changes are not supported in Alvys after export?

A: Modifying the customer on an invoice or changing the Invoice As or Tender As subsidiary for previously exported transactions, will not update the corresponding transaction in NetSuite. For these cases, Alvys Support must assist to correct the export.

Q: How do I update customer details like address, email, or phone?

A: Update the customer profile in Alvys before regenerating the invoice. If the invoice has already been generated, it must be reverted to Queued in Alvys before changes take effect. After updating, regenerate the invoice to sync the changes to NetSuite.

Q: How are subsidiaries determined for exported transactions? Invoice As subsidiary: Determines which subsidiary receives the customer invoice in NetSuite. Tender As subsidiary: Determines which subsidiary receives the vendor bill for carriers or drivers. Each Alvys subsidiary must be mapped to the correct NetSuite subsidiary for accurate export.

Q: How does Alvys link customers and vendors to NetSuite?

A: Customers: First matched by External Accounting Name. If no match, Alvys uses the Customer Name. When “Use Existing Customers” is enabled, the NetSuite customer ID is used instead. Vendors/Drivers: Matched by External Accounting Name first; if not set, the Carrier/Driver Name is used. For 1099 drivers, tax company details may be used depending on configuration.

Q: How can I locate an exported invoice or bill in NetSuite?

A: Use the search bar to enter the load number or invoice number (including any prefix if configured). Invoices appear under the corresponding customer in the Invoices list; bills appear in the Bills list.

Q: Does the carrier invoice number appear in NetSuite?

A: Yes. When uploading a Carrier Invoice to a trip, the number is appended to both the Memo and Reference Number fields in the NetSuite bill.

Q: How do I modify a summary invoice?

A: Loads can be added or removed only by reverting the summary invoice (status “Processed”) and regenerating it. Fully paid or sent invoices require support intervention. Each regenerated summary invoice receives a new invoice number in NetSuite; the original remains unless manually deleted.

Q: How does shared billing affect exports?

A: With shared billing:

Both subsidiaries must be enabled for shared billing; otherwise, intercompany transactions will not export correctly.