Account mappings tell Alvys which General Ledger (GL) accounts in Sage Intacct to use when exporting bills and invoices. This article explains how mappings are organized, how the fallback logic works, and provides a detailed breakdown of every mapping category.
💡 Complete the setup wizard first see 2️⃣Sage Intacct: Connection and Settings Configuration. Configure the default account mappings during Step 3 (AP), Step 4 (AR), and complete specific mappings any time after setup from the Account Mappings tab.
How Account Mappings Work
Every line item on a bill or invoice needs a GL account so Sage Intacct knows where to post it. Account mappings connect Alvys transaction types to the correct GL accounts in your chart of accounts. Mappings are organized into categories; groups of related transaction types. Within each category, there is a default account and optionally specific accounts for individual line-item types.
How Alvys Chooses the Right Account in Sage
When Alvys sends a transaction to Sage, it decides which account to record it under by checking three levels in order:
Specific match (most exact): If the exact transaction type has its own account assigned, for example, an accessorial like Detention, Alvys uses that account.
Category default: If no specific account is set, Alvys uses the default account for that category (for example, the Accessorials default).
Master default (backup): If the category default isn't set either, Alvys falls back to the master Default account.
This means you only need to set the master Default account to get started and every transaction will have somewhere to go. Over time, you can add more specific account assignments to fine-tune where each type of transaction is recorded.
Account Categories
Alvys organizes account mappings into nine (9) categories. Some categories apply only to AP (bills), some only to AR (invoices), and some to both.
💡 The Load category appears in the overview for AR only, while Trip is AP only. This reflects the fact that revenue from loads flows through AR invoices, while trip-level costs (carrier and driver rates) flow through AP bills.
Default
Default accounts are required and act as the primary fallback accounts for any transactions that are not explicitly mapped to a specific account. These mappings ensure that transactions can always be exported successfully and prevent errors caused by unmapped accounts. The Default category contains two (2) mappable items:
Revenue (AR) : The GL account used for all AR invoice line items that do not have a more specific mapping in another category. This is your primary revenue account.
Expense (AP) : The GL account used for all AP bill line items that do not have a more specific mapping in another category. This is your primary expense account.
💡 The Default category is the only required mapping and cannot be cleared. Every other category is optional. If a category is not configured, transactions fall back to the Default account.
Load (AR Only)
The Load category controls how load-level revenue line items on customer invoices are recorded in Sage Intacct. When Alvys exports an invoice, each line item representing a charge on the load is mapped using this category.
Mappable items:
Load (default): The fallback GL account used for any load-level revenue line item that does not match one of the more specific items below.
Customer Linehaul: The base linehaul charge billed to the customer. This is typically the largest portion of the invoice and represents your freight transportation revenue.
Fuel Surcharge: The fuel surcharge (FSC) line item billed to the customer, often calculated as a percentage of linehaul or as a per-mile rate.
By separating Customer Linehaul and Fuel Surcharge, you can track base freight revenue and fuel surcharge revenue in different GL accounts.
💡 If all load revenue goes to the same account, just set the Load default. Only split out Customer Linehaul and Fuel Surcharge if your accounting team needs them separated in Sage.
Trip (AP Only)
The Trip category controls how trip-level cost line items on carrier and driver bills are recorded in Sage Intacct. In Alvys, a load can have one or more trips. Each trip represents a leg of the shipment, and the costs associated with that trip (such as driver pay rates and carrier rates) are mapped to GL accounts using this category.
Mappable items:
Trip (default): The fallback account used for any trip-level cost that isn't specifically mapped below.
Carrier Linehaul: The base linehaul rate paid to a carrier for hauling a trip. This is the main carrier cost on brokerage loads.
Driver Payment: The linehaul payment amount paid to a company driver for a trip.
In addition to the items above, all trip-based driver pay types from your pay policies are automatically included in this category. These represent the different ways drivers can be paid per trip:
Per Trip: A flat rate paid for each trip.
% of Trip Value: A percentage of the total trip revenue.
Total Miles: A rate based on total miles driven (loaded plus empty).
Loaded Miles: A rate based on loaded miles only.
Empty Miles: A rate based on empty (deadhead) miles only.
Per Stop: A rate paid for each stop on the trip.
% of Fuel Surcharge: A percentage of the customer's fuel surcharge.
% of Line Haul: A percentage of the customer's linehaul rate.
Service Fee: A flat service fee applied to the trip.
Per Load: A flat rate paid per load.
Per Customer Stop: A rate paid for each customer stop.
Per Hour: An hourly rate for the trip.
Mileage Per Diem: A per diem amount based on mileage.
Per Mile: A rate paid for each mile driven.
% of Line Haul Deduction: A trip-level deduction taken as a percentage of the linehaul.
% of Trip Value Deduction: A trip-level deduction taken as a percentage of the trip value.
Driver Statement Expenses (AP Only)
The Driver Statement Expenses category covers statement-level driver compensation, which includes recurring pay items that appear on a driver's settlement but are not tied to a specific trip.
Mappable items:
Driver Statement Expense (default): The fallback account used for any statement-level expense that isn't specifically mapped below.
Minimum Pay: The minimum guaranteed pay for a statement period. If a driver's trip-based earnings fall below this amount, the difference is added as a Minimum Pay line item.
Bonus: Bonus payments added to driver settlements, such as safety, referral, or performance bonuses.
Per Day: A daily rate paid to the driver for each active day in the statement period.
Daily Per Diem: A daily allowance for meals and incidental expenses, paid per day.
Statement Per Diem: A per diem allowance paid once per statement period rather than daily.
💡 If your company does not use driver settlements or does not have the Include driver bills setting enabled in AP, this category will not be used.
Accessorials (AP and AR)
The Accessorials category covers additional charges beyond the base linehaul and fuel surcharge , charges for services like detention, layover, lumper fees, TONU (truck order not used), and any other accessorial types your company has defined in Alvys.
Mappable items:
Accessorial (default) : The fallback GL account for any accessorial charge not specifically mapped below.
Your custom accessorial types: Every accessorial type you have created in Alvys (such as Detention, Layover, Lumper, Stop-off, or TONU) appears as a mappable item. These are pulled dynamically from your company's accessorial list.
Since this category applies to both AP and AR, the mapping table shows two GL account columns — one for AP (what you pay carriers/drivers for that accessorial) and one for AR (what you charge customers for that accessorial). You can map each side to different GL accounts.
Example: You might map Detention on the AR side to a "Detention Revenue" account and Detention on the AP side to a "Detention Expense" account.
💡 If you add a new accessorial type in Alvys, it will automatically appear in this category. Until you assign it a specific GL account, it falls back to the Accessorial default.
E-checks (AP and AR)
The E-checks category covers electronic check transactions. E-checks in Alvys are used for various payment types that flow through electronic check processing.
Mappable items:
E-Check (default) : The fallback GL account for any e-check transaction not specifically mapped below.
Your custom e-check types : Every accessorial type you have created in Alvys appears as a mappable item, pulled dynamically from your company's e-check type list.
Like Accessorials, this category supports both AP and AR with separate GL account columns for each side.
Deductions (AP Only)
The Deductions category covers amounts deducted from driver settlements recurring charges like insurance premiums, cash advances, equipment leases, IFTA fees, and other withholdings.
Mappable items:
Deduction (default) : The fallback GL account for any deduction not specifically mapped below.
Alvys Predefined Deduction Types. Common deduction types include:
Cash advance / Cash advance repayment
Insurance (health, liability, cargo, etc.)
IRP (International Registration Plan) fees
IFTA (International Fuel Tax Agreement) fees
Equipment lease / Equipment purchase
Fuel card advances
Loan repayments
Occupational accident insurance
Plate fees
ELD fees
Toll charges
Fuel (AP Only)
The Fuel category includes fuel transactions (such as diesel) linked to drivers or owner-operators. Each fuel type can be mapped to a specific GL account in Sage Intacct. If no specific account is mapped but a Default Fuel Account is configured, the transaction will use the Default Fuel Account. If neither a specific account nor a Default Fuel Account is configured, the transaction will fall back to the Default Expense Account set in the Default category.
Mappable items:
Fuel (default): The fallback GL account for any fuel transaction type not specifically mapped below.
Truck Diesel: Standard diesel fuel purchases for trucks.
Reefer Diesel: Diesel fuel for refrigerated trailer units.
Dyed Diesel: Off-road or tax-exempt diesel fuel.
Gas: Gasoline purchases.
Natural Gas: Natural gas (CNG/LNG) fuel purchases.
Propane: Propane fuel purchases.
DEF Fluid: Diesel Exhaust Fluid (required for emissions systems).
Oil: Oil and lubricant purchases.
Other Fuel: Any fuel type not covered by the specific categories above.
Cash Advance: Cash advances issued through fuel cards.
Cash Advance Fee: Processing fees for fuel card cash advances.
Maintenance: Maintenance charges processed through fuel cards.
Parking: Parking charges processed through fuel cards.
Scales: Weigh station scale charges processed through fuel cards.
Misc Truck Expense: Miscellaneous truck-related expenses processed through fuel cards.
Misc Non Truck Expense: Miscellaneous non-truck expenses processed through fuel cards.
Fee: General fuel card fees.
Toll (AP Only)
The Tolls category provides a single default account for toll mapping. If you have a dedicated GL account for tolls in your Sage Intacct chart of accounts, you can map it here. All toll transactions from services such as EFS, Comdata, and Compass are exported to this single GL account. Otherwise, all toll expenses will be sent to the Default Expense Account.
Mappable item:
Toll (default) : The GL account for all toll transactions.
Configuring Account Mappings
During Setup
You set your initial default accounts during Step 3 (Accounts Payable) and Step 4 (Accounts Receivable) of the setup wizard. These are the category-level defaults.
After Setup
To configure detailed account mappings after setup:
Go to Settings → Connections → Sage Intacct.
Click on the integration for your subsidiary.
Select the Account Mappings tab.
The Account Mappings Interface
The interface displays each mapping category as an expandable accordion panel. Inside each panel, you will see a table with the following columns:
Alvys Field: The transaction type or line-item type in Alvys.
GL Account(s): The Sage Intacct GL account it is mapped to.
When a category applies to both AP and AR (such as Accessorials), the table splits into two columns: one for the AP account and one for the AR account. When a category applies to only one side, a single GL Account column is shown.
GL accounts are displayed as Account ID - Account Name and grouped by account type in the dropdown for easy browsing.
Setting a Mapping
Expand the category accordion (e.g., "Accessorials").
Find the Alvys field you want to map (e.g., "Detention") and click the “Add Mapping” GL Account dropdown.
Select the appropriate account from Sage.
The mapping saves automatically.
Clearing a Mapping
To remove a specific mapping, click the clear button next to the GL account dropdown. The transaction type will fall back to the category default or master Default account.
⚠️ The Default category mapping cannot be cleared, only changed. It is required and is always marked as such in the interface.
Best Practices
Start simple, then refine. Set the master Default accounts for AP and AR first. Export a few test transactions and verify they land in the correct accounts. Then add category-level and item-level mappings as needed.
Use category defaults for broad coverage. If all accessorial charges go to the same GL account, simply set the Accessorials default. You do not need to map each accessorial type individually.
Review after adding new types. When you create a new accessorial type, deduction type, or e-check type in Alvys, it will automatically appear in the relevant mapping category. Until you assign it a specific GL account, it falls back to the category default.
AP and AR mappings are independent. Changing an AP mapping does not affect AR, even for shared categories such as Accessorials. Configure each side according to your accounting requirements.
Map high-volume fuel types individually. Truck Diesel, Cash Advance, and Maintenance are typically the highest-volume fuel card transaction types. Mapping them to specific GL accounts simplifies reconciliation with your fuel card vendor statements.
Frequently Asked Questions
Q: What happens if I do not map a specific transaction type?
A: It falls back to the category default account, and if that is not set, to the master Default account. As long as the Default account is configured, every transaction will have a GL account.
Q: Can I use the same GL account for multiple transaction types?
A: Yes. You can map as many transaction types as you want to the same GL account.
Q: Do I need to map every single item in every category?
A: No. Only the master Default account is required. Everything else is optional and falls back automatically.
Q: What if I change a GL account mapping after transactions have already been exported?
A: The change only affects future exports. Transactions already posted in Sage Intacct are not modified.
Q: How are GL accounts organized in the dropdown?
A: Accounts are grouped by account type and displayed as Account ID – Account Name for easy identification.
Q: I added a new accessorial type in Alvys. Do I need to do anything in account mappings?
A: No. The new type will automatically appear in the Accessorials category and will use the Accessorials default GL account until you assign it a specific mapping.
Q: Why do some categories show two GL Account columns?
A: Categories that apply to both AP and AR (Default, Accessorials, E-Checks) show separate columns so you can map the AP side and AR side to different GL accounts. For example, Detention expense (AP) and Detention revenue (AR) can go to different accounts.
Q: What are the driver rate types in the Trip category?
A: These are the various ways drivers can be paid based on their pay policy, such as per mile, per trip, percentage of linehaul, or per stop. Each rate type can be mapped to its own GL account if you need granular cost tracking.
Next Steps
⏭️ Once you have completed all prerequisites, proceed to the next article: 4️⃣Sage Intacct: Dimensions and Custom Fields to Map Sage dimensions and custom fields to Alvys data.
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