You are able to turn on an automation feature of Pre-fill forms with previously entered content, which would pre-fill a new item attached to a supplier or customer with the previously saved transaction information. This can be done with the below steps:
When signed into your Company file:
Go to Settings ⚙, then select Account and Settings.
In the Automation section, select the pencil icon.
Choose Pre-fill forms with previously entered content to enable auto-recall. If you change your mind you can uncheck the box to disable the auto-recall feature.
Select Save at the bottom of the Automation box, then select Done in the bottom right to record your changes.
This will take affect on the next saved item you do for your supplier. For example with an open Purchase Order, make sure you hit the Save option again once you've change the above settings and are happy with the make-up of the transaction. This way when you go to create a new purchase order, and select that individual supplier the system will prompt whether you want the previously saved transaction details, e.g. product/service, rate, pricing.
To summarize when turning on auto-recall, there are some changes that you need to know.
When you select a supplier's name on a check, QuickBooks Online fills in the entire check using the same information for the last one you entered for that specific supplier.
If only one or two things have changed, you can update any of the fields, and save the transaction.
The next time you select that customer, supplier, or employee, the new information will auto-fill.
And although what you are saying worked its not really what I'm after.
I only specifically want the 5 items i have listed under that preferred supplier to show up in the drop down on the purchase order for the same preferred supplier - i don't really understand the point of the "preferred supplier" option when creating the list if this is not what it does
We always strive to provide the best experience when using QuickBooks Online (QBO). Let me clear some things with you, nsehnert.
I appreciate you for turning on the Automation feature in your account. The Preferred Supplier feature helps you to assign a preferred supplier to specific inventory items to save time when reordering those items.
All the item entries will show up when accessing the Product and Services page. However, we can filter it to show the items you want by choosing the Status, Type, Category, and Stock status.