Fuel - Load EFI
Before using EFI for fueling in Fleet360, the module needs to be set up behind the scenes. If this has not yet been done, please reach out to RTA Support at support@rtafleet.com. Our support team will need an exported fuel file that contains the data you intend to import to Fleet360 and must include the following values:
Date
Asset
Odometer
Quantity
Price
Total
Product (if desired)
Pump (if desired)
Tank (if desired)
It’s important that this file:
Is the exact file format your fuel provider sends (unless you are customizing the file).
Remains consistent every time it’s generated, meaning the same columns, order, and structure must be maintained with each export.
Can be in CSV(.csv) or text(.txt) format. The data may be separated by commas, tabs, spaces, or be in a fixed‑length format. Any of these formats will work, and we will map the file so Fleet 360 can correctly read and import the data.
The file layout is stored in an EFI template that RTA maintains; Global templates are shared across companies and cannot be changed from a customer login; Local templates belong to your company and can be edited. To request a change or a new fuel module, see EFI templates and fuel modules: what you can change and what Support sets up.
Follow the EFI steps in this order for optimal success:
Load EFI - load fuel transactions from the fuel vendor
Review exceptions and make corrections where applicable
Process EFI - Data records are updated in the system
The load routine reads the text data file from the fueling system and loads the fuel data into the RTA system. This data is placed "on hold" until it is reviewed and processed.
TIP: When loading fuel data for the first time, RTA highly recommends loading a very small batch of data. Load just a few hours or one days worth of fuel transactions. This makes reviewing the loaded data for accuracy much easier.
Select Fuel > Load EFI
Select the Fuel Module you wish to load from the drop down
Select ‘Browse Files’ or drag and drop the file into the box (must be .txt or .csv).
If the drag and drop/browse option is not available or doesn’t work, it is likely that the fuel module is not a configurable EFI. Please contact our tech support team at support@rtafleet.com or 1-800-279-0549 for assistance in rebuilding the module.
Wait for the file to upload in the upload queue
Once completed, select Next
NOTE: The last load date is displayed below the module name. This indicates the last time EFI transactions were loaded. Any transactions prior to that date will not be loaded.
Transactions will be rejected if:
The transactions have already been loaded (duplicates).
The transactions have a quantity of 0, when Skip 0 Quantity Transactions is ticked on the fuel module's General tab. Zero-quantity rows are checked before duplicates, and they fail the row rather than the whole file. The setting is off for new modules; see Fuel - EFI Module Settings (new 26.11 page — link once published).
When a load has rejected rows, the Efi Load Completed dialog shows the Rejected Transactions grid with the row number and the reason — Zero quantity for rows the setting stopped. Rejected rows are not placed on hold and do not appear in Review Exceptions or Process EFI; fix the file, or accept the rejection, and load again if needed.
Upload queue card stuck on Pending?
A file card in the upload queue can stay on Pending even after the file has finished loading — the card doesn’t always update. Don’t reload the file to “fix” it: check the Review Exceptions and Process EFI screens first. If the transactions came through, the load worked and the card can be ignored — the queue only shows the last 7 days of uploads, so it drops off on its own.
If you do upload the same file again, transactions that match ones already loaded are rejected as duplicates rather than posting twice — but the re-upload is wasted work either way.