Overview
The Ryder Fuel integration is made available through the importation of the standard Fuel Activity Report made available in the RyderGyde app. The fuel report needs to be exported from the RyderGyde app in excel format.
*See a Sample Fuel Activity excel file at the bottom of this article.
Important Information
Ryder does NOT issue fuel cards, and as such there are no unique fuel cards to be linked to the drivers or trucks within Alvys.
The transactions are linked to the Trucks by the Ryder Vehicle Nbr; that is, the Truck Number in Alvys must match the Ryder Vehicle Nbr for the transactions to be linked.
All fuel transactions are considered company expenses and not deducted.
Fueling that occurred on the same day with the same Invoice Nbr are considered one transaction with multiple line items when the file is imported.
The system creates a unique transaction Id which is a combination of the following: Ryder Vehicle Nbr + Location Id + Fuel Disbursement Date + Fuel Disbursement Time
Step 1: Adding the Ryder Fuel Integration in Alvys
Navigate to the Management page, then select the Integrations tab.
Next, select the subsidiary you wish to integrate with Ryder Fuel.
Expand the Fuel Cards section, and locate Ryder Fuel.
Click the Pencil icon to open the Add Integration window.
Click the blue Save button.
Step 2: Download the Fuel Activity Report
Once logged in the RyderGyde portal, from the Menu, select Reports.
Locate Fuel, and select See Report for the Spreadsheet report (not Interactive).
Prompts will appear that impact the data seen on the report.
It is recommended to choose the Dynamic Date option for date questions.
Scroll to the bottom of the page and click Run Report.
Under Report Home, select Export and select Excel format.
⚠️ The fuel report MUST be exported from the RyderGyde app without the summary information; that is, the first row of the report needs to be the column names.
Step 2.1: Subscribe to the Report (Optional)
ℹ️ The RyderGyde app has a feature which allows the user to create a subscription to a report which generate the report automatically according to the scheduled specified and emails that report to the user. Setting up the subscription would make it easier for the user to retreive the report directly from their email rather than having to generate it manually each time.
Under Report Home, select Subscribe To.
You can choose to change or modify the name of the subscription.
Open the Schedule dropdown list to choose a recurring time for the report.
Select Excel for the Delviery Format.
Select Send a preview now to have the report sent immediately.
Click OK.
⚠️ The fuel report MUST be exported from the RyderGyde app without the summary information; that is, the first row of the report needs to be the column names.
Step 3: Upload the Fuel Activity Report
From the sidebar menu options, find Reports and then select Fuel Report.
Select the Transaction File Upload button.
A pop-up window will appear, where you will then select Ryder Fuel from the Integration Type drop-down menu.
Click the blue button to add your Ryder Fuel Activity Report file and upload from your desktop, or drag and drop the file to this pop-up window.
Upload the file you've selected.
Once the file is uploaded, you can review the information from the uploaded file by selecting the Transaction Date range from the Transaction Date field, which will display a list of the fuel transactions you've just uploaded.
All done!