Alvys supports payment synchronization with NetSuite, QuickBooks Online (QBO), QuickBooks Desktop (QBD), and Business Central. Payment synchronization ensures that customer and vendor payments are accurately reflected between Alvys and your accounting system.
Customer Payment Export
Customer payments are exported only when the Export Customer Payments setting is enabled during the subsidiary’s configuration. Once this option is selected, a deposit account must also be configured. Payments represent funds received toward an invoice, but they do not always reach the bank individually. For this reason, a deposit or clearing account can be used to temporarily hold incoming funds until they are grouped and deposited.
⚠️ Payments should never be posted directly to bank accounts, income accounts, accounts receivable, or liability accounts, as this can result in duplicate deposits, overstated revenue, and inaccurate balances. A recommended deposit account is a clearing account (for example, an “Undeposited Funds” type account), but other deposit accounts can also be used safely.
In Alvys, customer payments can be recorded manually against a load or uploaded via a factoring report. These full payments are synchronized to the external accounting system every five (5) minutes.
💡 Note: Only full payments applied directly to individual loads or uploaded via a factoring report are eligible for export. Partial payments and any payments associated with summary invoices are not supported and will not be exported.
⚠️ For QuickBooks Desktop and Business Central Customer payment export is not supported.
Customer Payment Import from External Accounting
Customer payment import is supported only for invoices exported from individual loads or batch invoicing (Invoicing Page) in Alvys. Supported full payments are imported back into Alvys every 12 hours. Payments applied in external accounting to invoices that were originally generated from the Summary Invoice page in Alvys are not supported for import.
💡 If you have recorded payments in QuickBooks Desktop but don't see them in Alvys, ensure your Web Connector is active. Payment synchronization only occurs when the web connector runs and pulls data into your local environment.
Vendor Payments
Vendor payment synchronization operates in a one-way manner, meaning that only full payments applied in the accounting system to bills originally created from Alvys are imported back into the system. Exporting vendor payments from Alvys is not supported. Imports occur every 12 hours for bills generated from the Trips Details Page and the Pay Drivers Page (driver paystubs).
💡 Please note that certain modules currently do not support vendor payment import, including Carrier Settlements and Driver Settlements.
⚠️ If a payment export or import is missed, or if synchronization does not occur as expected, please contact Alvys Support for assistance. Missed payment synchronizations are not automatically retried, so support intervention is required to resolve any discrepancies.
Once a payment is imported from the external accounting system or manually added to a load, the transaction is considered closed, and the associated load status will update to Completed. Any subsequent updates made to this transaction in the external accounting system will not be reflected in Alvys. If a transaction for which the payment has already been processed and marked as completed requires modification, please contact Alvys Support for assistance.
FAQs
Q: When are customer payments exported from Alvys?
A: Customer payments are exported only when the Export Customer Payments setting is enabled for the subsidiary, and a deposit account is configured. Only full payments applied to individual loads or uploaded via a factoring report are eligible for export. Partial payments or payments tied to summary invoices are not supported.
Q: Can customer payments be exported to QuickBooks Desktop?
A: No, customer payment export is not supported for QuickBooks Desktop.
Q: Does the QuickBooks Web Connector need to be running to sync payments?
A: Yes. Since QuickBooks Desktop is a local application, Alvys cannot import vendor payments or update load statuses to "Completed" unless the QuickBooks Web Connector is open and performing its sync cycle.
Q: Can customer payments be exported to Business Central?
A: No, customer payment export is not supported for Business Central.
Q: How often are customer payments synchronized to external accounting systems?
A: Full customer payments are synchronized every five (5) minutes.
Q: Which invoices are supported for customer payment import?
A: Customer payment import is supported only for invoices exported from individual loads or batch invoicing (Invoicing Page) in Alvys. Payments applied to invoices originally generated from the Summary Invoice page are not supported. Supported full payments are imported every 12 hours.
Q: How does vendor payment synchronization work?
A: Vendor payment synchronization is one-way, meaning that only full payments applied in the accounting system to bills originally created from Alvys are imported back into Alvys. Vendor payments cannot be exported from Alvys. Imports occur every 12 hours for bills generated from the Trips Details Page and Pay Drivers Page.
Q: Are there any modules that do not support vendor payment import?
A: Yes, Carrier Settlements and Driver Settlements currently do not support vendor payment import.
Q: What should I do if a payment export or import is missed?
A: Contact Alvys Support for assistance. Missed payment synchronizations are not automatically retried, so support intervention is required to resolve any discrepancies.
Q: What happens to a transaction once a payment is imported or manually added?
A: Once a payment is imported from the external accounting system or manually added to a load, the transaction is considered closed, and the associated load status will update to Completed. Subsequent updates in the external accounting system will not be reflected in Alvys. If a completed transaction requires modification, contact Alvys Support for assistance.
Next Steps
⏭️ Identifying and Resolving Failed Transactions for your relevant integration (Business Central, NetSuite, or QuickBooks Online/Desktop)
Select your integration to view common errors and resolution steps: