Account mappings tell Business Central where to post each type of transaction exported from Alvys. There are two levels of mapping: default account mappings, which apply to all transactions of a given type if no more specific mapping exists, and specific account mappings, which apply to individual transaction categories such as fuel, tolls, or specific accessorials.

Synonyms: account mapping, GL mapping, General Ledger mapping, account setup, chart of accounts mapping.

You must have the "CompanyProfileManager" permission. Users with the "Admin", "Support", or "Partner Admin" role have this permission.

The Business Central connection must already be authenticated before configuring account mappings. Open the account mappings dialog from Accounting > Integrations > Business Central.

Default accounts apply to all transactions in a given category if no specific mapping exists for that line item. Four default accounts are required before the integration can be saved.

For revenue transactions (such as load invoices and trip bills): the line-item amount posts to the Default Revenue Account; the total of the transaction posts to the Accounts Receivable (A/R) Account.

For expense transactions (such as carrier invoices and driver pay): the line-item amount posts to the Default Expense Account; the total posts to the Accounts Payable (A/P) Account.

If no specific account mapping is set for a transaction type, Alvys falls back to the default revenue or expense account depending on whether the transaction is a bill or invoice. Mapping an account to the wrong type (for example, mapping a revenue account as an expense account) will cause export errors.

If you do not have specific General Ledger accounts for individual transaction categories in Business Central, configure the four default accounts and click through the remaining mapping steps, then click Save.

Map each Load line item type to a dedicated Business Central account if one exists. If no specific Load account is mapped, Load transactions fall back to the Default Revenue or Default Expense account depending on transaction direction.

Map each Trip line item to a dedicated Business Central account if one exists. If no specific Trip account is mapped, Trip transactions fall back to the Default Expense account.

Trips can be associated with internal assets, subsidiary carriers, or external carriers. For trips using internal assets (company drivers or owner-operators), trip line items on the bill represent driver pay rates. For trips using subsidiary or external carriers, trip line items represent carrier rates.

The accessorial types available for mapping are pulled from the custom accessorials configured for your company in Alvys. Each accessorial can be mapped to a revenue account, an expense account, or both.

If an accessorial appears on an invoice, its amount posts to the mapped revenue account. If it appears on a bill, its amount posts to the mapped expense account. If no specific account is mapped for an accessorial, Alvys falls back to a Default Accessorial Account if one has been set, or to the Default Revenue or Default Expense account.

An e-check (also called an electronic check) is a digital payment issued to a driver or external carrier as an alternative to a physical check. Map each e-check type to a Business Central account if one exists.

The e-check fee is configured in the Alvys company profile based on the e-check type and can be set as a minimum, maximum, or percentage-based value.

The expense column represents the actual e-check amount issued to the driver or carrier.

E-check fees are treated as revenue because, although they appear as an expense on a driver or carrier bill, they reimburse the company and are therefore considered income.

Alvys provides a predefined list of deduction types. If you have specific accounts in your Business Central chart of accounts for any of these deduction types, you can map them accordingly. If you only have a general account for all driver deductions, you may map it to the Default Deduction Account.

Map fuel charge line items to a dedicated Business Central account if one exists. If no specific Fuel account is mapped, fuel transactions fall back to the Default Expense account.

Map toll charge line items to a dedicated Business Central account if one exists. If no specific Toll account is mapped, toll transactions fall back to the Default Expense account.

The Tax mapping category is no longer in active use. Tax line items are handled through other transaction categories. No action is required on this step unless instructed by Alvys Support.

Escrow accounts hold funds on behalf of drivers. These accounts are created on driver profiles, and deposits or withdrawals are reflected when driver statements or paystubs are generated.

Escrow account mappings must be linked to a liability account in Business Central. Mapping escrow to a non-liability account type will cause export errors.

After all required account mappings are configured, click Save to complete the integration setup. A green checkmark confirms the integration is active.

Q: What if I don’t see the green checkmark after submitting the integration setup? A: Refresh the Alvys Integrations page. If the green checkmark still does not appear next to Business Central, reopen the integration dialog, reconnect using the Login button, confirm all settings and mappings, and click Save. If the issue persists, contact Alvys Support.

Q: What happens if I update my Chart of Accounts in Business Central later?

A: Account mappings in Alvys can be updated at any time. Open the Business Central integration dialog, navigate to the account mapping step, select the updated G/L account from the dropdown, and save the integration to apply the changes.

Q: What are default account mappings, and why are they required?

A: Default account mappings act as fallback G/L accounts for transactions not explicitly mapped to a specific line item. They ensure that all revenue (Sales Invoices) and expenses (Purchase Invoices) exported to Business Central post successfully, preventing sync errors due to unmapped financial data.

Q: When should I use specific account mappings?

A: Specific account mappings are recommended when dedicated Business Central G/L accounts exist for individual transaction types, such as fuel surcharges, driver pay, or detention. These provide granular control over your General Ledger, ensuring consistent and accurate financial reporting for different revenue and cost streams.

Q: What happens if a required default account is mapped incorrectly?

A: Mapping a default account to the wrong type such as using an Expense G/L account for a Revenue line will cause export errors in Business Central.

Q: Can I skip setting up specific accounts and rely only on default accounts?

A: Yes. If specific G/L accounts do not exist for every line item, transactions will fall back to the default accounts configured during setup. This allows the integration to function successfully without needing a highly granular Chart of Accounts.

Q: How do escrow transactions need to be mapped in Business Central?

A: Escrow accounts must be linked to a Liability account in Business Central. Because escrow funds are temporary holdings for drivers or carriers and not company expenses, mapping them to an expense account will misstate your financial statements and cause reconciliation issues.

Q: Can I map both revenue and expense lines for accessorials?

A: Yes. Each accessorial type in the mapping step includes a Revenue column for customer charges and an Expense column for carrier or driver costs. If dedicated G/L accounts do not exist for a specific accessorial, they can be mapped to the Default Accessorial Account.

Q: What should I do if I only have general accounts for deductions, fuel, or tolls?

A: If dedicated G/L accounts do not exist for specific categories like deductions, fuel, or tolls, map these transaction lines to the corresponding default account configured during the setup process. This ensures the transactions still export to Business Central under a broader category.