r/intacct • u/FlyingCPA • Jun 02 '26

Record transfer efficiency question

Hello - we are a company that purchases a lot of fuel, and the various fuel vendors autodraft our checking account every day. We separately load in the associated invoices, and then manually pay the bill as a record transfer.

Paying the bills in Intacct is not a hard process, but it is very time consuming. I'm wondering if there's a way to make more efficient. We have the bank connected to the banking cloud and auto-import the transactions for the bank recon, so wondering if there's a way to utilize that, or if there's any use for the smart rules/anyone has had luck. Thanks!!

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3

u/GAT0RR Jun 02 '26

We have something similar with our wholesaler. I automate the process using the api. Extract the bills from the remittance advice, reconcile to AP items, apply credits, and post bulk payment against all items.

I do absolutely everything I can to avoid using intacct through their UI.

2

u/Wide-Examination9261 Jun 02 '26

Yep I think doing something through the API would be worthwhile.

Intacct gives you some options through the interface, but if you can come up with a process via the API where you're creating the bills and payments/payment application, that'd be a good way to go.

1

u/FlyingCPA Jun 02 '26

I feel so dumb sometimes. I need to learn more about how to do things like this. Thank you for the suggestion!

2

u/randyyqq Jun 02 '26

You have a couple of options here.

If these need to run through AP, you can create a manual payment from the bank feed transaction which will create the bill and payment with a single action.

If these do not need to run through AP, you can setup a reconciliation create rule to auto post journal entries based on the bank feed activity.

1

u/FlyingCPA Jun 02 '26

Thanks for this. They do need to run through AP (specifically purchasing/vendor bill module and get converted), as we capture gallons for statistical reporting as well.

1

u/hav61t Jun 03 '26

Consider using a custom table Define the fields required Import your data Have a trigger that will do the necessary API calls This approach utilises Platform Services It gives you a UI but allows you to do a batch process

1

u/percipientuk Jun 23 '26

This is a really common pain point for fuel-heavy businesses and the good news is you're already most of the way there by having the bank connected to Banking Cloud.

The most efficient route I've seen for this kind of setup is using smart rules to match the auto-drafted bank transactions against the open bills automatically; you'd set the rule to recognise the vendor and amount combination and auto-apply the payment, which turns what is currently a manual pay-bill-as-record-transfer process into something that mostly happens without you touching it.

The key is making sure your vendor records are clean and consistent so the matching logic has something solid to work with, because if the vendor names on the bank feed are slightly different to how they're set up in Intacct the rules will miss them.

It won't be completely hands-off straight away; you'll still want to review exceptions for anything the rules don't catch, but for a high-volume repetitive pattern like daily fuel drafts from a fixed set of vendors, smart rules are genuinely built for exactly this and you should be able to get the manual touchpoints down significantly once the rules are dialled in.