When configuring the Business Central integration, each Alvys subsidiary is linked to a specific company connection. This section defines the logic used to determine which connected entity receives exported invoices and or bills.

The Invoice As field represents the billing subsidiary responsible for issuing the customer invoice and determines the legal entity name displayed on the Invoice. All Accounts Receivable (AR) transactions exported to Business Central are 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:

Standard Integration: The invoice/sales invoice will be exported to the specific Business Central company connection tied to that subsidiary.

MEM Integration: The invoice is exported to the shared Business Central database, and the Entity Code (Dimension) on the invoice is automatically set to the Business Central value linked to the Invoice As subsidiary, which in this case is 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. For example, if a load’s Tender As field is set to Alvys Brokerage, upon exporting the external carrier bill/Purchase Invoice:

Standard Integration: The bill will be exported to the specific Business Central company connection tied to that subsidiary.

MEM Integration: The bill is exported to the shared Business Central database, and the Entity Code (Dimension) on the bill is automatically set to the Business Central value linked to the Tender As subsidiary, which in this case is Alvys Brokerage.

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 categorized and exported to Business Central.

Each driver profile includes a Subsidiary field representing the business unit to which the driver is assigned. When generating driver statements, the resulting Vendor Bill is exported based on the driver’s assigned subsidiary:

Standard Integration: The bill will be exported to the specific Business Central company connection tied to the driver's assigned subsidiary.

MEM Integration: The bill is exported to the shared Business Central database, and the Entity Code (Dimension) on the bill is automatically set to the Business Central value linked to the driver's assigned subsidiary.

This section describes how Alvys identifies and links customers and brokers in Business Central (BC), how new customer records are created when no match is found, and how key accounting fields such as customer names, invoicing details, and payment terms affect invoice exports and data synchronization.

The customer’s External Accounting Name is used to identify a customer or broker in Business Central. When exporting an invoice Alvys first searches for an exact match in Business Central 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 will automatically create a new customer in Business Central 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 Business Central using the Customer Name.

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

When creating customers in Business Central, 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 Business Central by Alvys and a user later update this specific information directly in Business Central, these changes will be overridden the next time an invoice is synced from Alvys. To ensure data 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 within the customer profile.

These terms determine the due date for the load as well as the invoice due date and payment terms exported to Business Central on the sales invoice. Also, when Alvys creates a new customer in Business Central, it attempts to match the customer’s payment terms to the Payment Terms Codes existing in Business Central. If no exact match is found, Alvys defaults the customer's terms to 30 Days.

This section explains how Alvys links carriers and drivers to Business Central, 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 Business Central. When exporting a purchase Invoice, Alvys first searches for an exact match in Business Central 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 Business Central 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 Business Central using that 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 Business Central 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.

For external carriers, the purchase invoice 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 are exported and the key validations required to ensure a successful sync to Business Central.

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

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

Verify the customer’s invoice settings for the subsidiary used as the Invoice As entity on the load. The Invoice As subsidiary must correspond to the subsidiary configured within the Business Central integration. This alignment determines which specific Business Central company or entity dimension receives the transaction data.

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

Once the invoice is successfully exported from Alvys, you can locate it in Business Central by navigating to the Sales dropdown menu and selecting Sales Invoices.

Invoices are typically exported as Unposted Sales Invoices. This allows your accounting team to perform a final review ensuring all amounts and tax codes are correct before officially "Posting" the invoice to your General Ledger.

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 Business Central 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 Business Central. If no External Accounting Name is configured, the standard customer or broker name must match the customer record. Additionally, the Invoice As subsidiary on each load must be correctly configured, as this determines which specific Business Central company or entity dimension receives the transaction data.

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

Once exported, the invoices are recorded in Business Central under the corresponding customer and can located by navigating to the Sales dropdown menu and selecting Sales Invoices.

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 Business Central 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 Business Central.

Once exported, the invoices are recorded in Business Central under the corresponding customer and can located by navigating to the Sales dropdown menu and selecting Sales Invoices.

This section explains the different methods available in Alvys for exporting bill/purchase invoice transactions to Business Central. 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 Business Central Company/ Dimension entity the carrier bill will be linked to. The selected subsidiary must be configured to receive carrier bills through the Business Central 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 Business Central when the customer invoice is generated.

In Alvys, the carrier invoice number is entered when uploading a document of the type Carrier Invoice to a trip. When the carrier purchase invoice is exported to Business Central, this number is automatically populated in the Vendor Invoice No. field. This allows accounting teams to quickly locate purchase invoices within Business Central by searching the Purchase Invoices list using the specific carrier 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 purchase invoice 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 statements/ purchase invoices can be exported either from the legacy Pay Drivers page or the modern Driver Settlements module. The export behavior is governed by your specific driver billing configuration.

The recommended configuration is Single Bill for Driver Statement Export. When enabled, all trips, deductions, and credits included in a driver statement are consolidated into a single bill for export to Business Central. 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 utilizing the legacy Pay Drivers page, generating a driver statement automatically triggers the export of the purchase invoice to Business Central.

If a correction is needed, driver statements generated from this page can be reverted. To do this, navigate to the driver profile, click the three dots next to the statement in the right-hand corner, and select the Delete option.

Reverting a driver statement in Alvys will automatically delete the corresponding purchase invoice from Business Central, provided that the bill remains unposted and no payments have been applied to it.

The Driver Settlements module replaces the legacy Pay Drivers page, introducing advanced features such as draft statements, predefined pay periods, and bulk actions. Additional details can be found in the Driver Settlements Help Center Article.

For statements generated via the Driver Settlements module, reverting the statement from the Statements tab will automatically remove the associated driver bill from Business Central. This synchronization is successful provided the bill remains unposted and no payments have been applied.

Once a transaction has been exported from Alvys to Business Central, all corrections and updates must be made in Alvys and then synchronized to Business Central through the regeneration process. Alvys serves as the system of record for all exported accounting transactions. Changes made directly in BC can result in data inconsistencies and prevent updates from syncing correctly.

This section explains how previously exported transactions can be modified, which changes are supported, and the conditions under which those modifications are allowed.

The synchronization of modifications to previously exported invoices depend on the status of the record within Business Central:

Unposted Invoices If the invoice remains Unposted in Business Central, changes made in Alvys will update the existing record upon the next synchronization/invoice generation.

Posted Invoices If the invoice has already been Posted, it can no longer be directly edited. Alvys will automatically generate and export a Sales Credit Memo to reverse the original transaction, followed by a new Sales Invoice containing the updated details.

Closed Invoices Once a payment has been fully applied and synced from Business Central, the invoice is considered Closed in Alvys. At this stage, no further modifications are permitted, and Alvys Support must be contacted for assistance.

Automatic Synchronization Invoice updates are typically synchronized by regenerating the customer invoice after changes are made. However, certain fields automatically update the BC sales invoice without requiring regeneration. Updates to the following load invoice fields are applied automatically to Business Central without requiring invoice regeneration:

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

The customer associated with a load can only be changed while the load is in a status prior to Invoiced (e.g., Queued). This indicates that the invoice has been generated in Alvys but has not yet been submitted to the customer. Once the invoice has been submitted, the load status updates to Invoiced based on the invoicing mode, and the customer cannot be changed directly. In this case, users must contact Alvys Support to revert the load status to queued, allowing the customer to be updated and the invoice regenerated for synchronization with Business Central.

The customer’s name displayed on the exported invoice reflects the External Accounting Name.

Steps to Update the Customer on an Invoice:

In the Load Details section of the load, click the Change Customer button.

Select the correct customer to assign to the load and save the change.

Regenerate the invoice in Alvys.

Refresh or reopen the invoice in Business Central to verify that the customer information has been updated correctly.

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

Steps to update customer fields:

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: How does Alvys determine which Business Central company or entity receives an exported transaction? A: Routing is based on the subsidiary connection. In a standard setup, Alvys sends data to the specific Business Central database linked to that subsidiary. In a Multi-Entity Management (MEM) setup, transactions are sent to a shared database but are "tagged" with the correct Entity Code (Dimension) based on the subsidiary mapping.

Q: What is the difference between the "Invoice As" and "Tender As" fields in relation to Business Central? A: The Invoice As field determines the subsidiary responsible for the customer invoice (Accounts Receivable). The Tender As field identifies the subsidiary paying the carrier (Accounts Payable) and determines the trip type (Brokerage vs. Carrier).

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 Business Central. The Invoicing Name controls how the name appears on invoices generated in Alvys. Changing the Invoicing Name does not affect the BC link as long as the External Accounting Name remains unchanged.

Q: Which field takes priority when linking an Alvys customer or carrier to a record in Business Central? A: The External Accounting Name always takes priority. Alvys searches for an exact match in BC using this field first. If it is not set, Alvys defaults to matching by the standard Customer or Carrier Name. If no match is found, a new record is created in BC using the External Accounting Name (or Name if blank).

Q: What happens if I update customer information (address, phone, or terms) directly in Business Central? A: Alvys is the source of truth for these fields. Any changes made directly in Business Central will be overwritten the next time an invoice is synced from Alvys. All updates should be made within the Alvys profile to ensure data consistency.

Q: How are Payment Terms handled if an exact match isn't found in Business Central? A: Alvys attempts to match the customer’s payment terms to existing Payment Terms Codes in BC. If no exact match is found, the system defaults the customer's terms to 30 Days.

Q: Where do exported customer invoices appear in Business Central? A: Invoices are typically exported as Unposted Sales Invoices. This allows the accounting team to perform a final review of amounts and tax codes before "Posting" them to the General Ledger.

Q: When exactly is an external carrier bill exported to Business Central? A: It depends on your settings. If Generate Carrier Invoice Separately is disabled, the bill exports automatically when the customer invoice is generated. If enabled, the system waits until a document of type "Carrier Invoice" is uploaded to the trip before exporting the bill.

Q: Does the carrier invoice number appear in Business Central? A: Yes. When you upload a document of the type Carrier Invoice to a trip in Alvys and enter the invoice number, that value is automatically populated in the Vendor Invoice No. field within Business Central.

Q: Can I sync carrier payments from Business Central back to the Alvys Carrier Settlements module? A: No. The current version of the Carrier Settlements module does not support payment synchronization. While bills are exported to BC, payments applied in BC must be recorded manually within Alvys for those external carriers.

Q: What happens in Business Central if I delete or revert a driver statement in Alvys? A: Reverting or deleting a driver statement in Alvys will automatically delete the corresponding purchase invoice in Business Central, provided the bill is still unposted and no payments have been applied to it.

Q: How do I modify an invoice that has already been "Posted" in Business Central? A: Since posted invoices cannot be edited, Alvys will automatically generate and export a Sales Credit Memo to reverse the original transaction, followed by a new Sales Invoice with the updated details once you regenerate the invoice in Alvys.

Q: Which load fields can be updated in Business Central without needing to regenerate the invoice in Alvys? A: Updates to the Customer Linehaul amount, Fuel Surcharge, Accessorial charges (added, edited, or removed), Invoice Date, and Invoice Due Date sync automatically to the BC Sales Invoice upon saving the change in Alvys and refreshing the BC page.

Q: How do I change the customer on a load that has already been invoiced? A: Once a load is in "Invoiced" status, the customer cannot be changed directly. You must contact Alvys Support to revert the load status to "Queued," which then allows you to update the customer and regenerate the invoice for Business Central.

Q: What is the process for adding or removing loads from an exported Summary Invoice? A: You must revert the summary invoice in Alvys (if the status is "Processed"), which allows you to adjust the loads. However, reverting in Alvys does not delete the old invoice in BC. You must manually delete the old summary invoice in BC and then generate a new summary invoice in Alvys, which will receive a new invoice number.