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C
CH360
February 12, 2023
Question

"Online Banking Administration" user is randomly creating suppliers automatically when it syncs my accounts. How do I stop this?

  • February 12, 2023
  • 3 replies
  • 28 views

Every so often, when I sync my bank account and credit cards, random suppliers are being created.
For example, I just synced now, and three suppliers have been added: Adobe, Costa Coffee, White Horse.
There were lots of transactions on the credit card, but only these three were created as suppliers. 
There are no transactions in these new suppliers at all.

The audit log shows that Online Banking Administration performed a manual sync, and then it shows 'Added supplier White Horse' at exactly the same time. Again, the audit log entry shows the User as 'Online Banking Administration'.

Previously, I've been renaming these random Suppliers to 'Z Deleted 1,2,etc', and then marking them as inactive, but every so often they reappear.
I now have around 15-20 of these extra suppliers which I can't actually permanently delete.

I spent an hour with support yesterday, but they basically just told me it was weird and couldn't have been their system that did it.

I even have some that were created during an automatic sync when I wasn't logged on to the system.
I wouldn't mind so much if I could actually delete the suppliers properly, but it's just polluting my data!

Any suggestions?

    3 replies

    katherinejoyceO
    katherinejoyceO
    Level 9
    February 12, 2023

    Thanks for sharing your online banking experience in the Community, @CH360. 

     

    As an overview, when you initially connect your online banking in QuickBooks Online, our system will only depend on what your bank shares with us during the transmission. 

     

    You'll want to contact your bank and verify the transactions, as some banks listed suppliers' names instead of the actual name of the store.

     

    For future reference, you'll want to exclude transactions from your online banking that won't supposed to be there.

     

    Let me know if you have additional concerns. I'll be there to guide you again. 

    C
    CH360Author
    February 12, 2023

    Hi,

     

    I'm not sure why I would want to Exclude Transactions - the transactions are all correct, I want them there.

    What I don't want is for new suppliers to be set up without my authorisation/permission.

    Check the audit log that I screenshotted and attached to my original message - why are these suppliers being created?

    I already have a supplier called Adobe Creative Cloud, now I have another one called Adobe for no reason whatseover. And worst of all, I can't delete them! (Marking them as inactive is NOT deleting them!)

    JaeAnnC
    JaeAnnC
    Level 6
    February 12, 2023

    I've just been reading this post:

    https://quickbooks.intuit.com/learn-support/en-uk/other-questions/bank-description-column-is-wrong/00/393958

    ...about how the description column doesn't match what comes from the bank.

    Following the instructions and ticking the box labelled 'Show bank details' now makes that column display the actual details from the bank, rather than the made up data that QBO changes it to.

    I've noticed this issue on both my bank account and credit card accounts (both with different banking providers).

     

    Despite the whole post in the link above claiming that it's down to the data from the bank, it's very obvious that it isn't, and QBO obviously has some rules that change the Description. And since it seems that it's these changed descriptions that also set up suppliers, there must be some rules in place for that too.

     

    Hopefully, with the change I made to display bank information instead, maybe this problem will go away!

     

    I say again, this is definitely a QBO problem, and not a bank problem.

    You guys need to get more information on what the back end does and doesn't do instead of just blaming the bank. And liaise more with your developers - this issue needs to be raised to them as it is obviously a bug or unexpected/unwanted feature misbehaving.

     

    Assuming this is fixed (translation: worked around!), there is still the matter of properly deleting these suppliers that have been created without my consent.

    Even if you have to get your developers to delete them directly from the back end database, I would like them deleted, please!


    I hear your sentiments, CH360. I'm aware of the difficulties when the Online Banking Administration user creates suppliers in QuickBooks Online (QBO) without your authorisation. Let me ensure you'll get the assistance you need to prevent this from happening again.

     

    QBO creates specialized user profiles automatically to track particular actions in the audit log. The Online Banking Administration displays a change that QBO performed automatically in connection with your linked bank accounts.

     

    I understand this may have been an inconvenience for you and your business. For further assistance, it's best to reach out to our customer support team. They have access to a screen-sharing tool that can determine the cause of the issue and walk you through the resolution.

     

    To do that:

     

    1. Sign in to your QuickBooks account.
    2. Select the Help (?) icon.
    3. Scroll down to select the Contact Us button and follow the prompts.
    4. You will be able to request a callback or start a live chat with an expert.

     

    Feel free to check the support hours through this link to ensure you'll be assisted timely: QuickBooks Online Support.

     

    Moreover, it's recommended to reconcile your accounts once a month to ensure that the transactions you've entered into QBO are accurate compared to your actual bank statements. Doing so will guarantee that your books are correct and balanced.

     

    Please don't hesitate to notify us if you have further clarifications about the audit log. We're always available in the Community to assist you. Take care.

    I
    Inspiracleventures
    April 1, 2023

    I 1000% agree with this QBO user this started happening in 2023 and it’s messing up my QB systems with useless vendors that I have to keep inactivating 

     

    I search all over try fry find a way to turn it off -  ridiculous programmers/developers that have no idea about accounting 

    A
    accountant_not
    April 2, 2023

    On Mar 29, 2023 I received an update from QBO:

     

    Dear M***** T******,

     

    Good news, the investigation QBO Auto-Creating Suppliers Through Online Banking has been resolved for QuickBooks Online. If you are still experiencing this unexpected behavior, we would ask you to reach out to your online support team for further assistance.

     

    Thank you for being patient with us while we worked to resolve this issue for you!

     

     

    This is in reference to support contact Case Number 1595246090

    ======================

    I haven't been getting any new suppliers with my last 2 banking updates. Looks promising.

    Can anyone confirm? Cheers!

    DHeraV
    DHeraVModerator
    Moderator
    April 2, 2023

    Hello there.

    It's great to hear that you're no longer getting new suppliers when updating your bank in QuickBooks Online (QBO). Upon checking on our system, it's good to confirm the news that the issue is indeed closed and resolved by our product engineers. 

    Moreover, I'll also share this link where you can search for articles that can serve as your reference to help you manage your QBO account: QuickBooks Online Help Articles.

     Feel free to leave a reply if you have additional QuickBooks-related queries. The Community team always has your back. Have a good one.

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