In order to avoid manual
entry of the same data again and again, QuickBooks offers features to automate
certain tasks. One is the Pre-fill forms with previously entered content. It
was also known as auto recall setting.
How to turn pre-fill On
and OFF
To turn it on or off
follow the given mentioned steps:
Step 1: Gear > Company Settings >
Advanced > Pre-fill forms
with previously entered content.
For Example, you enter check number 72 to
Matheson Utilities for $100:
Step 2: If you had turned pre-fill ON then create check
73.
Step 3: From the drop-down menu, choose Matheson
Utilities as the vendor.
QuickBooks auto- populates all the fields based
on check 72.
Step 4: If you had turned pre-fill OFF, check number 73
would appear like, a blank check:
Forms affected by the
pre-fill setting
The Pre-fill setting
affects all the checks, bills, expenses, delayed credits, delayed charges,
purchase orders, vendor credits, and credit card credits forms. All of these
forms are located at Create (+) on the top of the QuickBooks screen.
On selecting a vendor,
customer, or employee in these forms QuickBooks Hosting auto-populates the transaction
(account, amount, and so on, except for the date field), based on the last
saved transaction of that type for the specific person.
CONDITIONS
Turn pre-fill ON if:
·
Your Checks/expenses are
entered for the same vendor assigned to the same expense account on a regular
basis for example in a monthly utility bill.
No matter, if the dollar amount changes from month to month, it is still
convenient of having the account and description filled in for you.
·
Your regular
checks/expenses are split to the same multiple accounts, as shown in the
figure:
|
|
Turn pre-fill OFF if:
·
You suppose to pay
vendors for different things, for example, most of your checks/expenses to a
specific vendor are for varied expense accounts or assigned to different
customers and classes.
·
You have few
checks/expenses splits into multiple accounts.
·
Your QuickBooks file is
shared with other users, and you’re worried that the other user might forget to
change the amount and by mistake record a duplicate of an
original transaction instead of a new transaction.
Notes:
·
If you want to
pre-fill an invoice, open the invoice you want to copy from,
then click More > Copy (at the bottom of the
screen).
·
In order to auto recall
a timesheet, open the timesheet, enter the vendor /employee whose timesheet you
want to recall, set a new date, and then click Copy last timesheet (at the
bottom of the screen).
·
To use the pre-fill
setting frequently but not on a particular transaction, just click the Clear
all lines button below the table.
