How do I set up the Ryder fuel import?
The Ryder fuel integration uses the standard Fuel Activity Report from the RyderGyde app. This is a manual import process that links fuel transactions to your trucks based on Ryder vehicle numbers.
Who should do this? Office managers or administrators with access to integration settings and RyderGyde reporting.
Important information about Ryder fuel
Before you begin, understand how Ryder fuel transactions work in Alvys:
Ryder does not issue fuel cards, so there are no unique fuel cards to link to drivers or trucks
Transactions are linked to trucks by the Ryder Vehicle Number—your truck number in Alvys must match the Ryder Vehicle Number exactly
All fuel transactions are considered company expenses and are not deducted from driver pay
Multiple fuel purchases on the same day with the same invoice number are combined into one transaction with multiple line items
The system creates unique transaction IDs using: Ryder Vehicle Number + Location ID + Fuel Disbursement Date + Fuel Disbursement Time
Add the Ryder fuel integration in Alvys
Navigate to the Management page and select the Integrations tab. Choose 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, then click the blue Save button to activate the integration.
Download the Fuel Activity Report from RyderGyde
You'll need to export fuel transaction data from your RyderGyde account to upload into Alvys.
Log in to the RyderGyde portal and select Reports from the menu. Locate Fuel and select See Report for the Spreadsheet report (not Interactive).
Prompts will appear that impact the data shown on the report. It's recommended to choose the Dynamic Date option for date questions. Scroll to the bottom and click Run Report.
Under Report Home, select Export and choose Excel format.
Important: The fuel report must be exported without the summary information—the first row of the report needs to be the column names.
Optional: Subscribe to automated reports
RyderGyde allows you to create a subscription that automatically generates and emails reports on a schedule. This makes it easier to receive reports directly in your email rather than generating them manually each time.
Under Report Home, select Subscribe To. You can modify the subscription name, then open the Schedule dropdown to choose a recurring time for the report. Select Excel for the Delivery Format.
Select Send a preview now to have the report sent immediately, then click OK.
Remember: The fuel report must be exported without the summary information—the first row needs to be the column names.
Upload the Fuel Activity Report to Alvys
Once you have your Ryder fuel report, you can upload it to Alvys.
From the sidebar menu, find Reports and select Fuel Report. Click the Transaction File Upload button.
In the pop-up window, select Ryder Fuel from the Integration Type drop-down menu.
Click the blue button to browse for your Ryder Fuel Activity Report file, or drag and drop the file into the window. Upload the file, and once complete, you can review the transactions by selecting a Transaction Date range in the Fuel Report.
Frequently asked questions
Why aren't fuel cards needed for Ryder?
Ryder doesn't issue individual fuel cards like other providers. Instead, transactions are linked to trucks directly through the Ryder Vehicle Number.
What if my truck numbers don't match the Ryder Vehicle Numbers?
Transactions won't link properly. Make sure your truck numbers in Alvys exactly match the Ryder Vehicle Numbers from your Ryder account.
Are fuel costs deducted from driver pay?
No, all Ryder fuel transactions are considered company expenses and are not deducted from driver settlements.
How often should I upload fuel reports?
This depends on your business needs. Setting up a subscription in RyderGyde for weekly or monthly reports makes the process easier.