Auto populate Rep field on invoice

That worked! Thanks

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!

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?

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!

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!

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!

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

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.

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

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. 

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.