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Level 2

Auto populate Rep field on invoice

How do I make the rep field on an invoice auto populate rather be a dropdown menu that must be manually chosen? The rep is stored in the customer's additional info (where it is chosen from a dropdown menu) 

Solved
Best answer 02-08-2019

Best Answers
QuickBooks Team

Auto populate Rep field on invoice

Thanks for bringing this matter to our attention, @ckennedy1.


I want to make sure the Rep field auto-populates when creating invoices in QuickBooks Desktop.


It should auto-populate on the invoices if you have set up a Rep on your customer’s profile. 

 

Here's what happens when creating an invoice:

  • The Rep field auto-populates after selecting a customer. 
  • If you toggle from one customer to another. 
  • When an invoice opens with a customer already selected, click anywhere on the screen for the Rep to auto-populate.

If you continue to get the same result, try performing some basic troubleshooting to fix the problem.

 

You can start by running the Verify and Rebuild Data Utility tool. This will resolve any data damage to your company file.

 

Here’s how:
Rebuild Data:
1.    Go to the File menu.
2.    Choose Utilities, then select Rebuild Data.
3.    Select OK on the QuickBooks Information window.
4.    Follow the prompt to save a backup.
5.    When you see Rebuild has completed, click OK.


Verify Data:
1.    Go to the File menu.
2.    Choose Utilities, then select Verify Data.
3.    If you see QuickBooks detected no problem with your data, click OK. You can continue using the company file.
4.    If Verify finds an issue with your data, you’ll be prompted to Rebuild Now or View Errors.
5.    Select Close.


For more information about resolving data damage in a company file, take a look at this article: https://quickbooks.intuit.com/community/Reports-and-accounting/Resolve-data-damage-on-your-company-f....


That should do it. Give this a try and let me know how it goes. If you need further assistance working with QuickBooks, please leave a comment below. I'm always here to help. Wishing you the best!


 

View solution in original post

12 Comments
QuickBooks Team

Auto populate Rep field on invoice

Thanks for bringing this matter to our attention, @ckennedy1.


I want to make sure the Rep field auto-populates when creating invoices in QuickBooks Desktop.


It should auto-populate on the invoices if you have set up a Rep on your customer’s profile. 

 

Here's what happens when creating an invoice:

  • The Rep field auto-populates after selecting a customer. 
  • If you toggle from one customer to another. 
  • When an invoice opens with a customer already selected, click anywhere on the screen for the Rep to auto-populate.

If you continue to get the same result, try performing some basic troubleshooting to fix the problem.

 

You can start by running the Verify and Rebuild Data Utility tool. This will resolve any data damage to your company file.

 

Here’s how:
Rebuild Data:
1.    Go to the File menu.
2.    Choose Utilities, then select Rebuild Data.
3.    Select OK on the QuickBooks Information window.
4.    Follow the prompt to save a backup.
5.    When you see Rebuild has completed, click OK.


Verify Data:
1.    Go to the File menu.
2.    Choose Utilities, then select Verify Data.
3.    If you see QuickBooks detected no problem with your data, click OK. You can continue using the company file.
4.    If Verify finds an issue with your data, you’ll be prompted to Rebuild Now or View Errors.
5.    Select Close.


For more information about resolving data damage in a company file, take a look at this article: https://quickbooks.intuit.com/community/Reports-and-accounting/Resolve-data-damage-on-your-company-f....


That should do it. Give this a try and let me know how it goes. If you need further assistance working with QuickBooks, please leave a comment below. I'm always here to help. Wishing you the best!


 

View solution in original post

Highlighted
Level 2

Auto populate Rep field on invoice

That worked! Thanks

Highlighted
QuickBooks Team

Auto populate Rep field on invoice

I'm glad I was able to help, @ckennedy1.

 

You're always welcome to come by the Community if you need assistance working with QuickBooks. I'll be here to help. Take care and have a great day!

Highlighted
Level 1

Auto populate Rep field on invoice

I cannot get the the rep field and the terms' field (also the 'bill to/ship to' fields) to auto populate unless I go to each customer in the customer center and edit the customer profile.

 

I thought I was able to enter the rep field and the terms field in the 'create invoice' and it would save it to the customer profile. This made it much easier.

 

The tax info can be changed in the 'create invoice' and then QB asks if you want to permanently change the customer profile.

 

Why doesn't this happen with rep, terms, 'bill to' and 'ship to' fields?

Highlighted
QuickBooks Team

Auto populate Rep field on invoice

Good day, crc2.

 

Thanks for joining here in the Community.

 

This happens if you haven't set-up your payment terms, a bill to, and ship to for invoices. You'll need to turn on this feature in the invoice template settings first.

 

Also, I'm backing up my colleague information @KhimG that the rep field should auto-populate if you have set up Rep on your customer's profile first. 

 

Here's how:

  1. Click List on the top menu bar.
  2. On the drop-down list, click Templates.
  3. Double-click the invoice template,
  4. Click Additional Customization at the bottom.
  5. Put a checkmark under Screen for Terms, Bill To, and Ship To field.
  6. Hit OK.
  7. Click OK again.

 

If it's still not auto-populate, I suggest following the recommended steps provided by my colleague above on how to verify rebuild in QuickBooks Desktop. You may also refer to this article for more detailed steps: Verify and Rebuild Data in QuickBooks Desktop.

 

You may check this article for future reference about the recording of receive payment in QuickBooks Desktop: Record an invoice payment.

 

If you need anything else, please post a comment in the Community. We are here to back you up. Have a good one!

Highlighted
Level 1

Auto populate Rep field on invoice

There is not a List/template drop down in QB desktop Mac.

 

Also I tried the data rebuild/verify steps and that does not change the fact that:

 

If you want the rep field or the terms field or the bill to field to auto populate when entering an invoice, you must first go to 'customers' and enter this information there. Otherwise QB does not save the info! You cannot simply enter the these field in the 'invoice' and hope QB will save them to the customer profile. QB will not!

Highlighted
QuickBooks Team

Auto populate Rep field on invoice

I appreciate your response, @crc2.

 

That's right. For the Rep, Terms, and Bill to to auto-populate, you need to enter them first in the customer's profile. Whatever is manually added to an invoice will only show on that specific transaction. It won't replace whatever is on the client's details or appear on the next entry.

 

Let me take note of your idea and pass it along to the appropriate department and team members for consideration in future updates. A suggestion like this helps us determine what enhancements and improvements are needed to make our product more effective and convenient to use.

 

While we continue to make your experience with us even better, I recommend checking the new features of QuickBooks Desktop by following these steps:

  1. Go to the Help menu.
  2. Choose What's new in QuickBooks?

I want to know if you need anything else by leaving a comment. It's always a pleasure to help. Have a good one!

Highlighted
Level 1

Auto populate Rep field on invoice

I hope QB is able to incorporate this change! It would make entering invoices a lot easier. 

Highlighted
QuickBooks Team

Auto populate Rep field on invoice

Hi there, @crc2.


Rest assured, I’m going to submit feedback to our Developer about auto-populating the Rep field on the invoice. Your idea will give us additional enhancements to our product and upcoming new features in progress.


Also, adding this link where you can check for some resources on running your business. Scroll down on the What Can We Help You With? section.


If you have any other concerns, don't hesitate and come back to the Community. Take care.

 

Highlighted
Level 1

Auto populate Rep field on invoice

Does it make a difference if the REP name is added as an Employee, Vendor or Other Name?

Highlighted
QuickBooks Team

Auto populate Rep field on invoice

It won't make any difference, Deborah60.

 

Even though the rep is an employee, vendor, or other name, you can still set it up in the customer's profile.

 

I'll guide you how:

  1. Click Customers.
  2. Go to Customer Center.
  3. Select the customer, then go to the Additional Info tab.
  4. Click the Rep drop-down arrow, then select Add New.
  5. Under Sales Rep Name, select the employee, vendor, or other name.
  6. Fill in the necessary fields, then click OK.

 

When you create the invoice, the rep will auto-populate.

 

 

If any question arises, please go back to this thread. 

Highlighted
Level 1

Auto populate Rep field on invoice

When entering an invoice (QB desktop Mac) you can change the tax info and when you save the invoice, you will be asked if you want to save the tax info to that customer's profile.

 

But when you change the rep when entering an invoice, you are not asked and it is not saved to the customer's profile.

 

The only way to put in a rep is to go to the customer's profile and do it there.

 

I think you should be able to change it when entering an invoice, and be asked if you want to save it to the customer's profile.

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