This article covers how payments are imported from Sage Intacct into Alvys, how to manage failed transactions, and how to troubleshoot common issues. This is the final article in the Sage Intacct integration series.
💡 Payment syncing for Sage Intacct is a one way process. Payments flow from Sage Intacct into Alvys. Payments cannot be exported from Alvys to Sage.
Payment Import Overview
The Alvys Sage Intacct integration imports payments recorded in Sage Intacct back into Alvys automatically. This keeps your Alvys records up to date with the payment status of invoices and bills without manual data entry.
The payment sync supports the following transactions:
AR Payments (Accounts Receivable): When a customer payment is recorded against an AR invoice in Sage Intacct, the payment is imported into Alvys and applied to the corresponding customer invoice.
AP Payments (Accounts Payable): When a vendor payment is recorded against an AP bill in Sage Intacct, the payment is imported into Alvys and applied to the corresponding vendor bill.
How Payment Import Works
Payment sync runs automatically every 12 hours, so you don't need to trigger it manually.
During each sync, Alvys:
Checks Sage Intacct for any payments recorded within the last 8 days (the default lookback window).
Groups those payments by the invoice or bill they are applied to.
Brings the payment details back into Alvys and applies them to the matching invoice or bill.
The payment sync only imports payments for invoices and bills that were originally exported from Alvys to Sage Intacct. Payments on transactions that were created directly in Sage (not through Alvys) are not imported.
⚠️ Customer and vendor payment import is not currently supported for the following modules: Summary Invoicing, Carrier Settlements, and Driver Settlements.
Payment Data Imported
For each payment imported, the following information is captured in Alvys
Payment amount: The amount applied to the specific invoice or bill.
Payment date: When the payment was recorded in Sage.
Payment method: How the payment was made (check, credit card, ACH, etc.).
Check number: For check payments, the check number is captured if available.
Reference number: The Sage payment reference, payment number, or document number.
Note: Any description or memo attached to the payment in Sage.
Lookback Window
The payment sync uses a lookback window to determine which payments to query from Sage Intacct:
Default lookback: 8 days. The sync queries for payments recorded in the last 8 days.
This means that payments recorded more than 8 days ago (and not already imported) will not be automatically picked up by the scheduled sync. If you need to import older payments, contact Alvys support.
💡 The 8-day lookback ensures that payments entered over a weekend or during a brief disruption are still captured on the next successful sync.
Alvys Error Transactions Page
The Error Transactions page in Alvys presents a centralized overview of transactions that failed to sync with external accounting systems. It allows users to quickly identify failed exports, examine error messages, and take the necessary corrective actions. The page is accessible from the accounting menu by selecting Error Transactions within Alvys.
The Error Transactions page includes the following columns:
Entity Type: The type of Alvys transaction that failed to export, showing where the transaction originated. Examples include Load, Trip, Paystub, Deduction, Accessorial Revenue, Toll, Fuel, Escrow, E-check, and Accounting Invoice.
Transaction Type: How the record is classified in the external accounting system, such as Invoice, Bill, Credit Memo, Vendor Credit, or Journal Entry.
Class: The subsidiary associated with the transaction.
Error Message: The message returned by the external accounting system explaining why the transaction failed.
Status: The current state of the transaction, such as Failed or Resolved.
Reference: Additional identifiers to link the transaction, such as load number, summary invoice number, or trip number.
Transaction Total: The total amount of the transaction.
Date Created: The date the transaction was first attempted to be exported.
Supported Transaction Types That Can Be Re-Synced from Error Transactions
Not all transactions can be automatically re-synced from this page. Currently, only the following entity types can be re-synced:
Load
Trip
E-check
Paystub
Before re-syncing, ensure that any necessary corrections have been made to the transaction. To re-sync:
Select the transaction from the Error Transactions page.
Click Retry Sync and confirm the action in the prompt.
Use Sync All only if all transactions in the Error Transactions list are ready for export. Any transactions that still require corrections will be skipped.
The following entity types cannot be re-synced from the Error Transactions page:
Deduction
Accessorial Revenue
Fuel
Toll
Accounting Invoice (same as a summary invoice)
Carrier Statement
Driver Statement
For carrier settlements, summary invoices, and driver settlements, corrections and re-syncs must be performed directly from their respective pages rather than from the general Error Transactions page.
Clearing an Error Transaction Manually Fixed in the External System
If a transaction has been manually corrected in Sage Intacct and no longer requires action in Alvys, it can be cleared from the Error Transactions page:
Select one or more transactions from the Error Transactions page.
Click the “Mark as Synced” button in the top right corner.
Click Mark as Synced and confirm the action in the prompt.
Only mark a transaction as synced if it has been fully resolved, as this action cannot be undone.
⚠️ Contact Alvys Support if a transaction fails repeatedly and cannot be re-synced, or if there are complex errors that cannot be understood from the Error Transactions page.
Troubleshooting
This section covers the most common issues encountered with the Sage Intacct integration and how to resolve them.
Connection Issues
Problem: "Sage client is not initialized"
The integration cannot connect to Sage Intacct. This typically means the web services credentials have expired or been revoked.
How to fix:
Navigate to Settings > Connections > Sage Intacct.
Check the connection status on the Settings tab.
If disconnected, you may need to re-authenticate by updating the Web Services User credentials in Sage Intacct.
Verify that the Web Services User is still active in your Sage Intacct environment.
Customer and Vendor Matching Issues
Problem: "Invoice export requires a linked Sage customer ID"
The customer on the Alvys invoice does not have a matching customer in Sage Intacct.
How to fix:
Open the customer profile in Alvys.
Set the External Accounting ID to match the Customer ID in Sage Intacct.
Alternatively, enable Auto Create Customer in the AR settings to have Alvys create the customer automatically on the next export.
If using Name Matching Fallback, verify that the customer name in Alvys matches the customer name in Sage exactly (matching is case-insensitive but must be an exact match).
Problem: Vendor not found for AP bill export
Same as above, but for vendors. Set the External Accounting ID on the carrier or driver profile, or enable Auto Create Vendor.
Account Mapping Issues
Problem: "Line [ID] is missing a revenue account" or "Line [ID] is missing an expense account"
A line item on the transaction does not have a mapped GL account.
How to fix:
Go to the Account Mappings tab in your integration settings.
Check the mapping for the specific transaction type (linehaul, accessorial, fuel, etc.).
Ensure either a specific mapping or a category default is set.
If no specific or category mapping exists, ensure the Master Default account is set.
The account mapping fallback order is: Specific Item Mapping > Category Default > Master Default. If none of these are configured for the line item type, the export fails.
Dimension Issues
Problem: "Line [ID] must have at least one mapped Sage dimension"
Dimensions are configured in your integration but none could be resolved for a line item.
How to fix:
Go to the Dimensions & Custom Fields tab.
Verify that your dimension mappings have values assigned.
Check that the Alvys data (subsidiary, fleet, office, driver, truck, trailer, contractor type) has values populated for the transactions you are exporting.
If a dimension is required in Sage but not always available in Alvys, consider adding a Default value mapping that acts as a fallback.
Custom Field Issues
Problem: "Required Sage custom field [name] is missing"
A custom field marked as required in your Sage configuration does not have a corresponding value in the Alvys data.
How to fix:
Check the custom field mapping on the Dimensions & Custom Fields tab.
Verify the mapped Alvys field has a value for the specific transaction.
If the field cannot always be populated, consider changing it to non-required in Sage Intacct.
Problem: "Custom field [name] exceeds the Sage max length" (AR only)
The value from Alvys is longer than the maximum character limit defined on the Sage custom field.
How to fix:
Shorten the value in Alvys (e.g., truncate long notes or descriptions).
Alternatively, increase the maximum length of the custom field in Sage Intacct.
Payment Term Issues
Problem: "Term entered is not valid"
The payment term resolved from the Alvys invoice does not exist in Sage Intacct.
How to fix:
The system automatically retries with Net 30 as a fallback. If Net 30 also fails, the payment term does not exist in your Sage environment.
Create the missing payment term in Sage Intacct (e.g., "Net 45").
Alternatively, adjust the invoice terms for the customer or broker in Alvys to use a term that exists in Sage.
Transaction State Issues
Problem: "Payments must be removed before the invoice can be reversed"
You are trying to modify or delete a transaction in Alvys, but the corresponding Sage transaction has payments applied.
How to fix:
Open the transaction in Sage Intacct.
Remove or unapply all payments from the invoice or bill.
Return to Alvys and retry the export.
Problem: AP bill requires manual reversal
You are trying to modify an AP bill that is in a Posted or Selected state in Sage.
How to fix:
Open the bill in Sage Intacct.
Reverse the bill manually (this creates a reversal entry).
Return to Alvys and retry the export. Alvys will create a new bill with the updated data.
Sync Not Running
Problem: Transactions are not being exported
Checklist:
Is the master Sync Active toggle enabled on the integration settings page?
Is the specific sync (AR or AP) enabled on the Settings tab?
Is the integration connection healthy (no authentication errors)?
Does the transaction meet all validation requirements (linked customer/vendor, GL accounts, etc.)?
Problem: Payments are not being imported
Checklist:
Was the invoice or bill originally exported from Alvys to Sage? (Payments on transactions created directly in Sage are not imported.)
Was the payment recorded in Sage within the last 8 days? (Older payments may fall outside the lookback window.)
Is the Sage Intacct API accessible? (Check for any Sage service outages.)
Best Practices
Set External Accounting IDs before activating the integration. This ensures reliable matching between Alvys and Sage entities and avoids failed exports due to unresolved customers or vendors.
Keep dimension value mappings up to date. When you add new offices, fleets, or trucks in Alvys, make sure corresponding values are mapped in your dimension configuration. Missing mappings will not cause failures (unmapped values pass through as-is), but they may result in unrecognized dimension values in Sage.
Review payment term alignment. Ensure the payment terms used on invoices in Alvys have corresponding entries in Sage Intacct. The system falls back to Net 30, but explicit alignment avoids unnecessary retries.
FAQs
Q: How often does the payment sync run?
A: The payment sync runs automatically on a scheduled basis. The default lookback window covers the last 8 days of payments, ensuring recent payments are captured even if a sync cycle is missed.
Q: Can I manually trigger a payment sync?
A: Payment syncs run automatically. If you need to import a specific payment immediately, contact Alvys support.
Q: What happens if a payment in Sage is voided after it was imported into Alvys?
A: Voided payments in Sage are not automatically reversed in Alvys. You will need to manually adjust the payment status in Alvys if a Sage payment is voided.
Q: Can I export payments from Alvys to Sage?
A: No. Payment sync is one-way; only from Sage Intacct to Alvys. Payments must be recorded in Sage Intacct first.
Q: What happens if the same payment is imported twice?
A: The system deduplicates payments by their Sage detail ID. If a payment has already been imported, it will not be applied again.
Q: Can I disconnect and reconnect the integration without losing settings?
A: Disconnecting the integration removes all settings, mappings, and configuration. If you reconnect, you will need to go through the full setup wizard again. Consider using the Template feature if you need to set up a similar configuration for another subsidiary.
Q: What should I do if I see many failed transactions at once?
A: This often indicates a systemic issue such as an expired connection, a missing GL account, or a Sage configuration change. Check the error messages for a common pattern, fix the root cause, then use Sync all to retry all failed transactions at once.
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