The EFS integration delivers comprehensive solutions for fuel management and payment processing, providing businesses with the tools needed to streamline operations, manage fuel expenses, and process payments efficiently.
Fuel Management: Empowers companies to track and control fuel purchases, offering detailed reporting and automated uploads for seamless fuel expense management.
E-Check Service: Facilitates secure, real-time digital payment issuance, making it ideal for covering expenses such as repairs, lumper fees, and driver advances.
These services are designed to enhance operational efficiency, reduce manual processes, and provide improved oversight of expenses.
Add Alvys as a Partner on EFS
Part 1:
First you will need to add Alvys as a partner on EFS. To do this, please download and review the instructions in the PDF attached to this article.
Part 2:
After Alvys Inc has been added as a Data Share Partner on EFS, please request credentials from EFS by sending their support team an email, as shown below. In the body of the email, please update your Customer Name and your Carrier ID before sending. If you know your Contract ID and Master Contract ID, please fill those fields in as well (they are not mandatory):
Send email to: EFSWEX-customersoftwaresupport@wexinc.com Body of email (please copy and paste the below):
Esteemed Customer Support,
Please assist us with the following information required to integrate check issuing / voiding / checking status for our TMS integration:
Customer name: (your company name as registered with EFS)
Username: (will be created by EFS)
Password: (will be created by EFS)
Carrier ID: (you can see this on your eManager portal)
Contract ID: (you can ask EFS for it if you don't know or are unable to find it) (The information can be found under --> Select Program > Credit Management > Available Credit > The drop down will list all available contacts)
Master contract ID: (you can ask EFS for it if you don't know it)
Part 3:
Add EFS Credentials in Alvys by following these steps:
Navigate to the Management page and go to the Integration section.
Scroll down the list of integrations to find the Fuel Cards drop-down menu, then select EFS.
Fill in the username, password, contract ID, master contract ID, and carrier ID information as provided by EFS support. Then, select which subsidiaries should be able to use EFS.
❗️These are NOT your usual username and password that you normally log into EFS with. This username and password can ONLY be generated by EFS
Click the blue Save button.
Configure automatic fuel uploads
The automatic import process eliminates the need for manual data entry, saving time and reducing the risk of human error. Fuel data is automatically transferred from the EFS provider, streamlining fuel management processes.
Fuel is imported daily at 1 AM, pulling in all transactions from the past 2 days since the integration date. Once imported, the transactions are automatically associated with the corresponding trucks and drivers in Alvys.
Once the integration has been successfully added and the green check mark appears, please follow the next set of instructions to set up your card under the driver or owner-operator profile.
Navigate to Assets page, then select the Drivers tab.
Double click any driver from the list to edit their profile.
When viewing the driver’s profile, find the Fuel Card Numbers field next their name, and click the plus sign.
In the pop-up window, add the fuel card number, fuel card provider (EFS), and then select the applicable checkboxes if you want to deduct fuel or if fuel is discounted.
Click the blue Save button.
Configure manual fuel uploads
Part 1:
Manual import does not require an active integration with EFS, and the steps to obtain credentials can be bypassed in this case.
To successfully set up an integration for manual fuel imports from EFS, please follow the steps outlined below:
Navigate to the Management page and go to the Integration section.
Scroll down the list of integrations to find the Fuel Cards drop-down menu,
Select EFSCVS and subsidiary you want to integrate with
Once the integration has been successfully added and the green check mark appears, please follow the same instructions as for the automatic upload to configure the fuel card under the driver or owner-operator profile.
Note: Ensure that you select EFSCVS as the fuel provider during configuration.
Part 2:
Please ensure you've associated drivers with the proper fuel card IDs before uploading your fuel transaction reports. The Alvys system will automatically associate the driver's transactions with the fuel card IDs when the transaction reports are uploaded.
Upload the Fuel Transaction Reports
Download the transactions fuel report from the EFS site in Excel format. Make sure to select "Show Full Card Number," "Show Transaction Time," and "Show Discount Amount".
Find the Reports option on the blue Alvys toolbar, then select Fuel Report
Find and select the blue Transaction File Upload button.
A pop-up window will appear, where you will then select EFSCVS from the Integration Type drop-down menu.
Click the blue button to add your EFS Report file and upload from your desktop or drag and drop the file to the pop-up window.
Upload the file you've selected.
7. 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.
8. All done!