Auto-recall to pre-fill transactions (Desktop Mac)

I'd be happy to help you use the auto-recall feature in QuickBooks Desktop for Mac, @Brandi T.

You can go to the Preferences window and enable the pre-fill accounts feature. Doing this will automatically fill in or recall the transaction information you've entered.

Here's how to turn it on:

1. On your QuickBooks Desktop (QBDT) for Mac account, click the Edit menu at the top.
2. Choose Preferences.
3. Select General, and then My Preferences.
4. Go to the Automatically Recall Information section and tick to enable it.

From there, you'll have two options to select, these are:

• Automatically recall last transaction for this name.
• Pre-fill accounts for vendor based on past entries.

Once done, click OK to save the changes.

To learn how to manage your QuickBooks Desktop for Mac account, you might want to read this user guide: User Guide for QuickBooks for Mac.

Please know you can continue to reach me here with any additional questions. I'll be around to provide further assistance. 

Thank you for your quick reply Mirriam however, I saw these instructions prior to opening my inquiry and found that the preference and general options are not available under the edit menu.  I've attached a screen shot of the edit menu options.  Please note we're using Desktop for Mac.

Thanks for providing a screenshot, Brandi.

My colleague's instructions should point you in the right direction for enabling the pre-fill feature.

You may have experience some data issue, or your QuickBooks Desktop for Mac is outdated. Let's ensure to update your QuickBooks software to the latest release. Then, you can run the verify and rebuild data to ensure your company file is free from any data damaged.

After that, you can quickly access the Preferences page using the shortcut key listed below.

If the issue persists, I suggest contacting our QuickBooks Desktop Support. They have the tools to pull up your account and submit a ticket for further investigation. Please go to the Help menu, then select QuickBooks Help.

You can also use this link to reach them outside QuickBooks: Contact Us.

I also encourage you to visit our QuickBooks Help Article page for future reference. This contains some topics and discussions to help you complete some of your QuickBooks tasks.

If you need further questions or concerns, don't hesitate to post again. We're always available to help you.

Thank you for the reminder to share the version we're using which is Desktop Mac 2020 and is up to date - attached is a screen print of this info.  Please advise, within the 2020 version, how to access the auto-recall feature.

Thanks for your immediate response, @Brandi T.

Let me help you set the QuickFill option so you can access the auto-recall feature to pre-fill your transactions using the 2020 version of QuickBooks Desktop (QBDT) for Mac.

With QBDT for Mac 2020, you can set how you want to enter your data. To let QuickBooks automatically complete the transaction by filling in what you entered in the last one, you'll have to select the Data Entry preferences and set it to the QuickFill transactions option (only for bills, checks, and credit card charges). Here's how:

1. Choose QuickBooks, then Preferences.
2. On the Preferences pane, select Data Entry. 
3. Set the preferences to 'QuickFill’ transactions.
4. Close the Preferences pane.

To learn more about data entry preferences and how you can manage your account and transactions using QBDT for Mac 2020, please see this PDF guide: QuickBooks Desktop Mac 2020 User's Guide.

Also, you may want to check out one of our Help pages as your reference to guide you in managing the growth of your business and everyday transactions using QBDT for Mac: QuickBooks Learn and Support. It includes QuickBooks help articles, Community discussions with other users, and video tutorials, to name a few.

Please keep me posted on how it goes in the comments below. If you have other feature concerns or questions about managing income and expense transactions in QBDT for Mac, I'll gladly help. Take care, and I wish you continued success, @Brandi T.

Thank you for the instructions.  Upon reviewing our settings, the "QuickFill" transactions option was enabled however, with a some of our payee's, Quickbooks is not auto-recalling the last data selected (chart of account, memo, amount) when entering a new transaction.

Thank you for getting back to us and sharing the result after checking the QuickFill option, @Brandi T.

I've come to clarify things and provide additional information on how the QuickFill feature works.

When you said "payees," are you referring to your customer's transactions, like invoices or sales receipts? If so, you'll want to know that the QuickFill option is only available for bills, checks, and credit card charges. That's why QuickBooks isn't auto-recalling the data to your new transaction.

However, if you're entering vendor transactions (bills or checks), it's possible that your company file had a data issue. To examine, let's run the verify and rebuild data to fix data damage on your company file.

If you get the same result, I recommend contacting our QuickBooks Support Team. This way, they can further check on this matter and provide in-depth troubleshooting steps to get this resolved.

Come back to this post and let me know how it goes, @Brandi T. I want to make sure this concern is taken care of.

You may want to run reports to view all your transactions in QuickBooks Desktop for Mac. This user guide will provide you with the detailed steps and information: QuickBooks Desktop Mac 2020 User's Guide.

Wishing you all the best!

When I say payee's, I'm referring to entering vendor transactions into the checking or credit card accounts.  The auto-recall is not auto-recalling the last data entered.  As recommended by the last post from the QB's Team, I ran the verify and rebuild data to find that it did not fix the auto-recall feature (it remains broken).  Please let me know what you advise doing next to fix the issue.  Thank you for your help.

Thanks for following up with the Community, Brandi T. I appreciate you performing Mark_R's recommended troubleshooting steps.

Since your QuickFill feature still isn't working correctly after using the Verify utility, I'd recommend troubleshooting with our QuickBooks Tool Hub.

Here's how:

1. Close QuickBooks and download a copy of the utility's most recent version, then run it.
2. Follow along with your on-screen steps to complete installation and agree with our terms and conditions.
3. Once it's installed, double-click its icon to open the tool hub. If you can't find your app, perform a search in Windows for "QuickBooks Tool Hub" and select the program.
4. Access your Company File Issues tab and use the Quick Fix my file and QuickBooks File Doctor tools to troubleshoot your company file. In the event you need additional assistance, choose File Dr Help.

If your QuickFill feature still isn't working properly after troubleshooting with the Tool Hub, you'll want to get in touch with our Customer Care team. They'll be able to pull up the account in a secure environment, conduct further research, and create an investigation ticket if necessary.

They can be reached while using QuickBooks:

1. In your top menu bar, go to Help, then QuickBooks Desktop Help.
2. Click Contact Us.
   
3. Enter a brief description of the issue in our Ask a question (or tell us what's wrong) field.
   
4. Hit Continue.
   
5. Select We’ll contact you for a callback or Message Us to start an instant messaging session.

Be sure to review their support hours so you'll know when agents are available.

Please feel welcome to send a reply if there's any questions. Enjoy the rest of your day!

Same issue here - and it seems to have nothing to do with Auto Fill which I keep toggling on and off. Please fix this!

Let's make sure you'll be able to use the auto-recall functions in QuickBooks Desktop for Mac to pre-fill transactions, BSDD.

It looks like no reported issues have been found with auto recall. And yet, you're still unable to use the feature. You'll want to update QuickBooks for Mac to the latest release so you'll always have the latest features and fixes. To do this, follow the steps below:

1. From the QuickBooks▼ dropdown, select Check for QuickBooks Updates.
2. If a newer version is available, select Install Update.
3. When prompted, select Install and Relaunch.
4. When the update is complete, QuickBooks for Mac automatically opens.

For manual updates, you'll have to uninstall QuickBooks, then reinstall the latest version. See this article for the detailed steps: Update QuickBooks For Mac to the latest release. However, if the same thing happens, I recommend reaching out to our support team so they can investigate this further. They have the tools to pull up your account and be able to check what's happening. 

Furthermore, you can also browse some of our help articles to keep up with the latest fixes. I've added these articles for you to be guided: QuickBooks Desktop for Mac Related Help Articles.

Let me know if there's anything else that you need to help with. I'll always be right here to assist. 

Where do I find this on the Quickbooks Desktop for PC?

Hi pk1234,

I want to ensure that the steps I'll be providing resolves your concern. With that, are you using QuickBooks Desktop for Windows? Or are you referring to QuickBooks Desktop App?

I'll keep an eye on your response.

Quickbooks Desktop in windows. While using Quickbooks desptop (not app) and I import the bank transactions in the bank feeds, when I enter a vendor name in the transations(I am adding more details for the transaction) it does not auto fill the chart of accounts previously used or the memo for that vendor.

I know that if were to go in and create a check or credit card outside of the bankfeeds then it auto fills all that info from previous entries.

The problem is while in Bank feeds that this feature does not seem to work.

Hello there, @pk1234. I'm here to provide clarification regarding the auto-fill preferences in QuickBooks Desktop (QBDT).

The prefill feature in QuickBooks Desktop (QBDT) works for transactions created within the program itself. However, for imported transactions, you need to manually enter the information unless you have set up bank rules in QBDT.

When you manually enter transactions, QBDT may not have the ability to automatically prefill the fields based on imported data. This is because the prefill feature primarily relies on the data entered directly into the program.

To streamline the process and automate the entry of imported transactions, I recommend setting up bank rules in QBDT. Bank rules allow you to define specific criteria for transactions, such as payees, amounts, or transaction types, and automatically categorize and prefill the fields based on those criteria.  

To get started, let's turn on this feature in the Edit menu, here's how:

1. Click Edit at the top menu bar and choose Preferences.
2. From the left panel, click Checking and go to the Company Preferences.
3. Under the Bank Feeds section, enable the options for Create rules automatically and Always ask before creating a rule.
4. Hit OK.

Once done, you can now create a bank rule. Let me show you how.

1. Go to Banking on the menu.
2. Choose Bank Feeds, then Bank Feed Center.
3. Click the Rules icon.
4. Select Manage Rules drop-down then choose Add New.
5. Add Rules Details.
6. Enter a word or phrase you want to use as the condition for the rule.
7. In the Do This section, enter the Payee name or the Account name.
8. Click Save.

After you download transactions into your Bank Feeds, they are usually categorized as:

• (Auto) Matched: The downloaded transaction corresponds to the one you’ve entered into this account register in QuickBooks.
• (Need Your Review) Unmatched: The downloaded transactions don’t match any transaction in this account in QuickBooks.

To know more about how bank rules work in QuickBooks Desktop, check out this write-up: Use renaming rules for Bank Feeds. This will provide you steps on how to fix common issues with this feature.

Moreover, running sales reports in QBDT is a breeze to keep track of your revenue. You may also customize them to focus on the details most relevant to your business.

Stay posted if you have any other questions about the auto-recall feature by adding a comment below. I'm just a post away to assist you.