This article examines the IFTA Invoice Dashboard in the Fuel Reports section of RyderGyde™, which provides fleet managers with a clear, detailed view of all fuel tax charges billed to their account. The Dashboard Invoices reflect all invoices for the selected timeframe and include a summary of customer information and invoice totals. It can filter on a single invoice by clicking on the desired invoice number. This option will make the components include only the information for the selected invoice. The IFTA Dashboard consists of five major components: Invoices, Vehicles, IFT Details (SHUT), Trips, and Fuel.

Using the Dashboard

Available to Full-Service Lease and National Rental Customers via rydergyde.com, the IFT Invoice Dashboard provides an in-depth review of all Fuel Tax charges invoiced to a specific customer account. The report contains 5 components: Invoices, Vehicles, IFT details (tax information), trip record data, and Fuel transactions where you can view or download 2 years of extractable data online in Excel, CSV, and PDF formats.

We recommend pulling the report monthly for most of our larger customers due to the size of the data. With multiple state calculations, trip records processed, and fuel purchases made per vehicle and per invoice, the data will be large and more difficult to navigate.

Step-By-Step Guide

For a quick checklist on adding accounts, follow the steps:

1. Log in to rydergyde.com.
2. Navigate to Reports > Fuel > IFTA Invoice Dashboard.
3. The date range defaults to the current month, and you can extend it up to 2 years by clicking on the calendar and selecting the desired invoice dates to review. The system will return all IFT invoices and associated backup for the period selected. The IFT Invoice Analysis Report performs with similar functionality and follows the standard reporting style customers are accustomed to seeing within RyderGyde.
4. Information will initially appear with all Components condensed, providing a 1-page overview. Expand to view a full screen and filter to isolate a specific invoice, vehicle, state, trip record, or fuel.
5. When exporting the dashboard, note that each Component can be downloaded separately, but a full report export is not available. 
6. When exporting the first Component, select Save As and rename it. For each additional Component, choose to Open in a separate Excel window. Copy data into a renamed file, creating a separate tab, and label the tab with Component name (i.e., Vehicles).
7. Export Recommendations and use the Excel option for the ability to perform analytics.

Vehicles

This report includes all vehicles listed on the invoices that fall within the selected timeframe or filter, and it allows filtering by a single vehicle by clicking on the desired vehicle number. This will in turn filter the IFT Details, Trips and Fuel components to represent only the information for the vehicle chosen.

Field Identification

• Invoice Number & Ryder Vehicle Number.
• Report Date relates to the SHUT month, which in most cases is the month prior to the invoice; for those of you that are used to seeing IFT backup from online invoicing, it is the month that appears at the top of the State Highway Use Tax report.
• Vehicle Specifications: Vehicle Type; Axle; Gross Weight; Empty Weight; Fuel Type.
• Calculated MPG/KPL: represents the Miles Per Gallon; the calculation is based on miles and fuel processed.
• Applied MPG/KPL: represents the MPG that was applied in the case of insufficient or zero fuel to achieve a reasonable MPG. Note: This field is where defaults are identified (i.e., 5.0000).
• Total Miles/Kilometers represents the miles processed based on trip records provided.
• Total Fuel: represents gallons/liters processed based on fuel documents provided.
• Fuel Use Tax $$: total amount of fuel tax calculated based on miles and fuel processed for all states and provinces.
• Third Structure Tax $$: total amount of additional tax calculated based on miles traveled within specialized states, including KY, NY, NM, OR, and VA.
• Total Tax Due: total amount of IFT invoiced.

IFT Vehicles

This report includes Detailed Fuel Tax Calculations and provides the same information as the State Highway Use Tax Report (SHUT) currently available through Online Invoicing. The invoice includes details by vehicle and by state, reflecting all taxes paid and credits applied.

Field Identification

• Identification: Invoice Number & Ryder Vehicle Number.
• State: represents all jurisdictions in which miles and fuel were processed for the specified vehicle and invoice.
• Tax type: refers to the type of tax applicable to the miles and fuel processed, which includes fuel tax, mileage tax, and surtax.
• Mileage & Surtax: These are both better known as third structure taxes; these are additional taxes assessed by specialized states, including KY, NM, NY, OR, and VA.
• Tax Rate: determined by each individual state and province and can change on a quarterly basis.
• Taxable Miles/Kilometers: This value represents the miles processed based on trip records provided.
• Non-Taxable Miles/Kilometers: This refers to miles not included in the tax calculation, such as those on the NY Turnpike and miles for which the customer filed their fuel taxes.
• Credit Fuel: represents gallons/liters processed based on fuel documents provided.
• Non-Credit Fuel: This category represents fuel purchases that are tax-free, such as those in states where there is an additional surtax paid on the fuel used and not included in the pump price.
• Fuel Used: represents the total gallons used to travel the miles reported in each state.
• Tax Due Amount $$: total amount of tax including NY Mile Tax due.
• Total Paid by Ryder $$: total amount of IFT invoiced; includes Rental NY Mile Tax.

Processed Trips

Trip Record details are based on Manual and GPS miles received by invoice and by vehicle report of all trip records processed. Trip records are the source by which all miles are collected and provide the same information as the Monthly Trips by Vehicle report currently available through Online Invoicing.

Field Identification

• Invoice Number & Ryder Vehicle Number.
• The "start date" represents the beginning date of the trip record.
• End Date represents the ending date of the trip record represented.
• The Beginning Odometer indicates the starting odometer reading for the trip record.
• Ending Odometer represents the ending odometer of the trip record represented.
• Total Miles/Kilometers represents the miles processed based on trip records provided.
• Total Fuel: Represents gallons/liters processed based on fuel documents provided. Note: If records are associated with GPS State Summary reports, the odometer fields will be blank.

Processed Fuel

This tab provides detailed Fuel transactions by invoice and by vehicle report of all fuel transactions processed. In the case of an inconsistent MPG, the customer can utilize this data to evaluate potential gaps in their fuel reporting and provide additional documentation for review

Field Identification

• Invoice Number & Ryder Vehicle Number.
• “Fuel Date” represents the date of purchase.
• Vendor Name: In some cases, it will be a fueling station, as you see in the example, and other times it will be an actual name, such as a Ryder location.
• Vendor City & State represents the location of the actual fuel purchase.
• Total Fuel: represents gallons/liters processed from the fuel documents provided.

Common Questions