Pre-Populated Data for sale receipt/expense/etc...

mikelu9661 · ‎March 19, 2020

Is there anyway to create pre-populated sale receipt with product/service auto fill in, like whenever I use customer from ebay the fees service is auto filled in & probably some others, same for other marketplace.

AlcaeusF · ‎March 20, 2020

Welcome to the Community, @mikelu9661.

I can help share information about creating pre-populated sales receipts in QuickBooks Online. Right now, the only available way to pre-fill the information you need is by creating a recurring transaction.

It allows the system to create the transaction on your behalf using the template you created. However, please note that this is only available for the Plus and Essentials version.

In case you need the steps, here's how:

Click the Gear icon in the upper-right corner and select Recurring Transactions.
Choose the New option in the upper-right part of your screen.
Under Transaction Type, press Sales Receipt.
Hit OK.
Fill in necessary information.
Click Save template.

Please also check the auto-recall feature if it help you with pre-filling transactions in QBO. Please follow these steps:

Click the Gear icon in the upper-right corner and select Account and Settings.
Select Advanced.
In the Automation section, select the pencil icon.
Choose Pre-fill forms with previously entered content to enable auto-recall. Uncheck the box to disable the auto-recall feature.
Select Save at the bottom of the Automation box, then Done to record your changes.

Additionally, I recommend the following resource for further information about using recurring transactions: Create recurring transactions in QuickBooks Online.

Let me know in the comment section below if you have any other questions. Have a great day ahead.

View solution in original post

AlcaeusF · ‎March 20, 2020

Welcome to the Community, @mikelu9661.

I can help share information about creating pre-populated sales receipts in QuickBooks Online. Right now, the only available way to pre-fill the information you need is by creating a recurring transaction.

It allows the system to create the transaction on your behalf using the template you created. However, please note that this is only available for the Plus and Essentials version.

In case you need the steps, here's how:

Click the Gear icon in the upper-right corner and select Recurring Transactions.
Choose the New option in the upper-right part of your screen.
Under Transaction Type, press Sales Receipt.
Hit OK.
Fill in necessary information.
Click Save template.

Please also check the auto-recall feature if it help you with pre-filling transactions in QBO. Please follow these steps:

Click the Gear icon in the upper-right corner and select Account and Settings.
Select Advanced.
In the Automation section, select the pencil icon.
Choose Pre-fill forms with previously entered content to enable auto-recall. Uncheck the box to disable the auto-recall feature.
Select Save at the bottom of the Automation box, then Done to record your changes.

Additionally, I recommend the following resource for further information about using recurring transactions: Create recurring transactions in QuickBooks Online.

Let me know in the comment section below if you have any other questions. Have a great day ahead.

davidmiyah · ‎March 23, 2021

I've started to notice QB is doing this now Mid March 2021. I had Automation Pre-fill forms with previously entered content ON. This is useful to creating quick reoccurring expenses. However when I open a Recurring Template, instead of a zero amount expense template, QB online is pre-filling it with content from the last time I used the template. Is there a way to fix this? It was never doing this before.

RCV · ‎March 23, 2021

Let me share some information about the Auto-recall feature in QuickBooks Online (QBO), davidmiyah.

The Auto-recall feature uses the information from the last saved transaction of that type for that specific customer, vendor, or employee. When selecting Sales Receipt or Invoice from the customer menu, the only item that will be recalled is the Location. See the How to use auto-recall to pre-fill transactions article for more details.

However, when setting up a scheduled transaction or creating a recurring transaction template, a pre-filled sales transaction will be used for a customer or transactions without a regularly scheduled interval. To learn more about this one, see the Create recurring transactions in QuickBooks Online article. If the template is not providing you the correct details, just edit it in your account. Here's how:

Click the Gear icon.
Under Lists, select Recurring Transactions.
Select the appropriate template, then tap the Action column drop-down menu.
Hit Use.
Once the transaction is open, make any needed changes, then press Make Recurring.

If the same thing happens, try signing in to your account using a private or incognito window. This mode doesn't use the existing cache data and helps us confirm browser-related issues. Here's how:

For Google Chrome browser: Ctrl + Shift + N
For Mozilla Firefox browser: Ctrl + Shift + P
For Safari browser: Command + Option + P

If it works, go back to your regular browser and clear the cache to delete those temporarily stored files and browsing history. The overtime collection of data can create corruption, however, removing this should fix the issue. You can also use supported, up-to-date browsers to roll out the possibility of a browser-related issue.

Feel free to visit our Sales and customers page for more insights about managing your company's income and customers.

I'd like to know how you get on after trying the steps, as I want to ensure this is resolved for you. Just reply to this post and I'll get back to you. Take care always.

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Pre-Populated Data for sale receipt/expense/etc...