📋 Applies to: Admin · Partner Admin · Support
Module: Settings > Connections > Sage Intacct
Last reviewed: 2026-06 · Owner: Support team
Account mappings (also called GL mappings or chart-of-accounts mappings) tell Alvys which Sage Intacct GL accounts to use when exporting AR invoices and AP bills. Mappings are organized by transaction category, and Alvys uses a three-level fallback to find the correct account for each line item.
Overview
When Alvys exports a transaction to Sage Intacct, it needs to know which GL account each line item belongs to. You configure this by mapping Alvys transaction types to Sage GL accounts in the Account Mappings section.
If a specific mapping is not set for a line item, Alvys falls back to the category default, then to the master default in the Default category. The Default category mapping is required: it must be configured before any transactions can export successfully.
Where to Find It
Go to Settings > Connections > Sage Intacct. Select the subsidiary whose mappings you want to configure. Click the Account Mappings tab.
Screenshot of the Account Mappings tab in Settings > Connections > Sage Intacct
Key Concepts
The Three-Level Fallback
When Alvys exports a line item, it looks for a GL account in this order:
Specific Item mapping: the mapping for that exact transaction type (for example, Loaded Miles under Trip).
Category Default: the default account set for that category (for example, the default Trip account).
Master Default: the Default Revenue Account (for AR) or Default Expense Account (for AP) in the Default category.
If no mapping exists at any level, the transaction will not export and will appear in Accounting > Error Transactions.
GL Account Dropdown Format
When selecting a GL account, accounts appear in the format "Account ID - Account Name" and are grouped by account type. You must select from the accounts already configured in your Sage entity; Alvys does not create GL accounts.
Default Category (Required)
The Default category contains the master fallback accounts for all transactions:
Default Revenue Account: used for any AR line item that has no specific or category-level mapping.
Default Expense Account: used for any AP line item that has no specific or category-level mapping.
These accounts must be mapped before any transactions can export. They cannot be cleared once set.
How to Use It
Setting a Mapping
Expand the account category accordion you want to configure.
Click "Add Mapping" next to the line item you want to map.
Select the GL account from the dropdown. Accounts are shown as "Account ID - Account Name" grouped by account type.
The mapping saves automatically. No Save button is required.
Clearing a Mapping
To remove a specific mapping, click the X next to the mapped account. The Default Revenue Account and Default Expense Account in the Default category cannot be cleared; they are always required.
Account Categories
Default (Required)
Contains the master fallback accounts for all transactions:
Default Revenue Account (AR): fallback for any AR line item without a specific or category-level mapping.
Default Expense Account (AP): fallback for any AP line item without a specific or category-level mapping.
This category must be fully mapped before enabling any sync. It cannot be left unmapped.
Load (AR Only)
Maps AR invoice line items generated from loads. Includes Load Revenue (the general default for all load line items), Customer Linehaul, Fuel Surcharge, and other load-specific AR items.
If a specific load line item type is not mapped, Alvys uses the Load Revenue account. If Load Revenue is not mapped, Alvys falls back to the Default Revenue Account.
Trip (AP Only)
Maps AP bill line items generated from driver trip settlements. The 16 driver rate types available are: Flat, Loaded Miles, Empty Miles, Loaded Miles Stop, Empty Miles Stop, Detention, Layover, Loaded Miles/Stop, Empty Miles/Stop, Loaded FSC, Empty FSC, Loaded Miles Advance, Empty Miles Advance, Loaded Miles Advance Stop, Empty Miles Advance Stop, Other.
If a specific rate type is not mapped, Alvys uses the category default for Trip. If no category default is set, it falls back to the Default Expense Account.
Driver Statement Expenses (AP Only)
Maps deductions and insurance expenses that appear on driver settlement statements. Includes: Cargo Insurance, Occupational Accident Insurance, Physical Damage Insurance, Bobtail Insurance, Other.
Accessorials (AR and AP)
Maps accessorial charge types to GL accounts. Applies to both AR invoices (customer-billed accessorials) and AP bills (carrier-billed accessorials).
If a specific accessorial type is not mapped, Alvys uses the Default Revenue Account (AR) or Default Expense Account (AP).
E-checks (AR and AP)
Maps e-check payment transactions to GL accounts. Applies to both AR and AP e-check transactions.
Deductions (AP Only)
Maps deduction types on AP bills. The 11 deduction types are: Advance Repayment, Cargo Claim, Cell Phone, Equipment, Escrow, Fuel, Health Insurance, Other, Permit, Tire, Violation.
Fuel (AP Only)
Maps fuel card charges by fuel card provider. Alvys uses a two-level fallback within this category: first, it looks for a mapping for the specific fuel card provider; if none is found, it uses the Default Fuel Account set for the Fuel category; if no Default Fuel Account is set, it falls back to the Default Expense Account in the Default category.
The 17 fuel types are: Bulk Fuel, Comdata, Compass, EFS, Pacific Pride, Pilot Flying J, QuikTrip, Rutter's, Road Ranger, Sheetz, Sunoco Ultra, TA/Petro, Wawa, Loves, Sunoco, Fuelman, Other.
Toll (AP Only)
Maps toll charges by toll card provider. Named toll services available to map: EFS, Comdata, Compass.
Settings & Permissions
Only Admins, Partner Admins, and Support users can configure account mappings. Access is at Settings > Connections > Sage Intacct. No additional permission assignment is required beyond holding one of those roles.
Limits & Behavior
Each line item type can have only one GL account mapped at a time.
Mappings apply to all transactions for that subsidiary going forward. Existing exported transactions in Sage are not affected when a mapping changes.
The Default Revenue Account and Default Expense Account cannot be cleared once set. To change them, click the X and immediately re-map to a different account.
If a transaction fails to export because no mapping is found at any fallback level, it appears in Accounting > Error Transactions. Set the correct mapping, then re-sync the transaction from that screen.
Best Practices
Map the Default category first before enabling any sync toggles. Map Load and Trip categories before going live to ensure the most common transaction types have explicit accounts. Configure Accessorials, Deductions, Fuel, and Toll incrementally as those transaction types begin appearing in your workflow.
FAQs
Q: What happens if I do not map a specific transaction type?
A: Alvys falls back to the category default, then to the Default Revenue Account (AR) or Default Expense Account (AP). If no fallback exists at any level, the transaction will fail to export and appear in Accounting > Error Transactions.
Q: Can I use the same GL account for multiple transaction types?
A: Yes. You can assign the same Sage GL account to as many transaction types as needed.
Q: Why is a GL account missing from the dropdown?
A: The GL account dropdown shows accounts pulled from your connected Sage entity. If an account is not visible, it may not exist in that entity or may be inactive. Verify the account is active in Sage Intacct, then return to Account Mappings. If the account is active in Sage but still does not appear, contact Alvys support.
Q: Does changing a mapping affect already-exported transactions?
A: No. Changing a mapping applies to future exports only. Previously exported transactions in Sage are not affected.
Q: Can I clear the Default Revenue Account or Default Expense Account?
A: No. These two accounts in the Default category are always required and cannot be cleared once set. To change them, click the X and immediately re-map to a different account.
Q: When does Alvys use the Fuel two-level fallback?
A: For fuel transactions, Alvys first looks for a mapping for the specific fuel card provider. If none is found, it uses the Default Fuel Account set for the Fuel category. If no Default Fuel Account is set, it falls back to the Default Expense Account in the Default category.
Q: What are all the driver rate types I can map under Trip?
A: The 16 driver rate types available under the Trip category are: Flat, Loaded Miles, Empty Miles, Loaded Miles Stop, Empty Miles Stop, Detention, Layover, Loaded Miles/Stop, Empty Miles/Stop, Loaded FSC, Empty FSC, Loaded Miles Advance, Empty Miles Advance, Loaded Miles Advance Stop, Empty Miles Advance Stop, Other.