How do I turn off the "pre-fill from last purchase order" option?

Is this information for website or desktop?      If it is for desktop, where do i find the gear?   We have Quickbooks desktop pro 2019

For QB Online, I have that setting turned off but it auto-fills new PO's with (previous used # + 1).  This is causing some major errors on our end when its not corrected manually.  Please advise.

I appreciate the screenshot you've provided, @rcasey362.

Let me provide some information about the Pre-fill forms option in QuickBooks and help you from there.

This option will only pre-fill information, like the vendor's name, products or items, and description you've previously entered. Thus, the Purchase Order's (PO's) number will remain in sequence.

In the meantime, you can consider editing the PO manually to correct the transaction number. And if you receive A purchase order with number ## already exists error when editing the PO, you'll just have to click the Yes button to confirm the changes.

However, if you were not able to receive that error and can't edit the PO, I recommend performing some troubleshooting steps to get this fixed.

There are times that the browser is full of frequently-accessed page resources, thus causing websites, like QuickBooks Online (QBO), to act weirdly. Let's try logging into your QBO account using a private browser.  

To use a private browser, here's how:   

• Google Chrome: Ctrl + Shift + N
• Internet Explorer: Ctrl + Shift + P
• Mozilla Firefox: Ctrl + Shift + P
• Safari: Command + Option + P

Once logged in, go back and try yo edit the PO again to double-check.

If this works, it means that you need to clear your browser's cache so the system can start fresh.   

If you get the same result while using a private browser, I recommend switching to a different browser. 

In case you want to run purchase order reports, you can check out this article for more details: How to Run Purchase Order Reports.

Should you need any additional assistance while managing your purchase order transactions, you can leave a comment below. I'll be sure to get back to you.

Hi, is the pre-fill forms setting something that applies for all the users within the company?
My colleagues in Finances find this useful for their checks, but in Purchasing this is not something that's very practical for me, since I need to keep deleting the additional items that are pre-added from each PO or Bill.

Can this setting be applied to each user?

Thanks for joining in the thread, @MikeRennie.

Yes, the pre-fill forms feature applies to all users accessing the same company in question. For example, when you turn off this feature in your Account and Settings, this will also be reflected to the other users.

You can check this article to know what are the changes when turning on the auto-recall feature: How to use auto-recall to pre-fill transactions.

I'll keep an eye on this post for your response if you have any other questions. Have a great day!

I have de-selected the 'automatically remember account info...' and when I did, the entire box turns gray; however, it continues to bring past transactions into the new bill I am entering.  I attempted several ways to change this, but it seems stuck.

Hi there, @ dfampound.

I'll help you sort things out.

To fix this, let's make sure that you haven't set up default accounts.

Here's how to check it:

1. Go to the Vendors menu.
2. Choose the Vendor Center.
3. Select the vendor you're trying to create the bill.
4. Right-click the name of the vendor, then choose Edit vendor.
5. In the Account Settings, make sure it's blank. See screenshot below.

You can check this article for future use: Record vendor prepayments or deposits for prepaid parts or services.

Please let me know if you need more assistance. I'm here to help.

As I mentioned in my original post, I have used the steps out lined to turn off the auto recall.  I went thru the vendors lists, and none have any settings other to recall amounts of any type.  $0 is listed for each and every one.  

Please make sure to let me mark whether my issue is solved or not.

Thanks for checking in with us again, dfampound.

Regarding your concern about marking the answer solved, other users joining the thread has the option to mark the answer as resolved it they found the solution helpful. However, you can still get back to this thread for follow-up questions.

Getting back to your main concern, since you've done the suggested steps from the previous representatives, I need you to get in touch with our QuickBooks Desktop Support. They have the tools to check your account and can conduct a screen sharing session if necessary.

Additionally, our phone support may be temporarily unavailable due to the recent pandemic virus which affects our staffing. For now, you can reach our Chat Support instead.

Here are the steps to contact support:

1. Click Help at the top menu and select QuickBooks Desktop Help.
2. In the Have a Question? window, enter a topic.
3. Click Contact us.
4. Hit the Stat Messaging button.
   

Please take note our operating hours for chat support depends on the version of QuickBooks that you're using. Please see this article for more details: Support hours and types.

Get back to me if you have other concerns. I'll be around to answer them all for you. Keep safe and have a good one!

Ok, that is how to turn it off...but it keeps prompting me for every bill even after I said yes to a vendor.......just started doing it out of the blue too.....so did the QBOE programmers break ANOTHER feature?

Thanks for bringing this one to our attention, pixidoc.

I appreciate you for turning off the Pre-fill forms with previously entered content option in QuickBooks Online (QBO). To better isolate this issue, let's try signing in to QBO 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

Then, try creating a bill again. 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 other supported, up-to-date browsers to roll out the possibility of a browser-related issue.

If the same thing happens, I'd suggest contacting our Customer Support Team. They'll pull up your account in a secure environment and investigate what's causing this issue. You may send a message via chat, call us at a time convenient to you, or we’ll get in touch with you instead. To ensure we address your concern, our representatives are available from 6:00 AM to 6:00 PM on weekdays and 6:00 AM - 3:00 PM on Saturdays, PST. See our support hours and types for more details about this one. Here's how:

1. Go to the Help icon on the top right. 
2. Enter your concern in the search field.
3. Choose Talk to a human.
4. Click the OK. To get you to the right human, in a few words, tell me what you need help with option and tap I still need a human. 
5. Press Contact us.
6. Tick Continue. 
7. Choose Message an agent or Get a callback.

Feel free to visit our Expenses and vendors page for more insights about managing vendor transactions. 

I'd like to know how you get on after performing the steps or contacting our support, as I want to ensure this is resolved for you. Please reply to this post and I'll get back to you. Take care always.

Unable to change a prefilled transaction, How do I undo transactions that were prefilled already, in Quickbooks online?

Thank you

I'll make sure you'll be able to change your transaction, Momo.

Let's go to your Account and settings and ensure to disable the Pre-fill forms with previously entered content option. This way, it'll not automatically fill in the details of your transactions. I'll show you how. 

1. Go to the Gear icon in your QuickBooks Online (QBO) account.
2. Click Account and settings.
3. Select the Advanced menu and click the Automation section
4. Switch the radio button to off for the Pre-fill forms with previously entered content. 
5. Select Save, then click Done.

If the issue remains after turning off the feature, I recommend accessing your QBO account on a private or incognito window. This way, we can check if this is a browser cache issue. To open a private window, you can refer to the details shared by my colleague RCV above and for additional troubleshooting steps.

Once you're all set, you might want to visit these links that can guide you in efficiently managing your receivables and payables:

• Invoices and payments
• Expenses and vendors

I'm always here to help you in case you have other questions about editing transactions in QBO. You can also add in your reply if you need assistance in other fields of QuickBooks. Have a good one!

I would like the check to stay with the pre-filled information but do not want the register at the bottom to populate from the last check written, sometimes it is a lot to delete.

Thanks for joining the thread, @MercyCenter.

The option to filter the pre-filled information feature is unavailable in QuickBooks Online. The auto-filled-in info of the form is based on your last saved transaction for that customer, vendor, or employee.

For now, you have to manually edit the information while using this function in QuickBooks. 

I can see how this option would be helpful for you and your business. Therefore, let me take note of this as a suggestion to improve your QuickBooks experience.

You can also our Firm of the Future site. This is where we share recent happenings and future developments, such as updates to newly added features.

If you have any other concerns, feedback, or questions, don't hesitate and come back to the Community. I'm always here to help you. Have a great day.

I have followed your instructions to turn OFF pre-fill on all receipts and expenses downloaded from the bank and yet it still allocates to the last transaction or just allocates the bank transaction to what ever it fills like.

Example Client has paid their invoices and it has allocated the payment to drawings. HOW AND WHY?????

Why does it allocate paying HMRC VAT to uncategorised expenses?????????

And why is it still allocating all payments paid by Apple pay to the last transaction for Apple pay when the prefill is switched off.

When I telephone your customer support all I get told I am doing it wrong or that is what the payments and receipts are.

It is not me it is your software and yet you can not grasp this concept.

I am now looking moving all my clients business and my business to another software provider.

Sorry but quickbooks online is the biggest pile of rubbish I have had to use and you have the audacity to charge for it.  Why you could not just put the desktop version online I do not know.

You have a great software package in Quickbooks destop and have ruined it with the online version.

As I have seen on Trustpilot in the bad reports that you are going backwards in your approach compared to other software companies and you do not care.

Thanks for joining the thread, @BestMum.

First, I'd like to thank you for taking the time to perform the steps provided by the previous representative. Know that this isn't the kind of experience that we would want you to have here in QuickBooks. Please be aware that if QuickBooks can't recognize the transaction, it'll automatically allocate it to uncategorized expenses.

Since you've already switched off the prefill feature and the issue persist, you can consider accessing your QBO company in an incognito or private browser. This way, you can access your company with a clean slate. You can use the following shortcut keys:

• Chrome: Ctrl+Shift+N
• Firefox: Ctrl+Shift+P
• Safari: Command+Shift+N

Once you're in, try to perform what you're trying to accomplish earlier. If it works and it stops to prefill the details, you can proceed to clear your browser's cache. Refer to this article for the steps: Clear cache and cookies to fix issues when using QuickBooks Online.

You can also use other compatible browsers if the issue persists. Refer to this article to see the list of compatible browsers in QuickBooks Online: Other browsers.

@BestMum, if there's anything else that I can help you with, know that you can always get back to me anytime. I'll be more than happy to help you out again. Take care.

This button is broken.  It doesn't work.  Jenny in the UK

Hi Jenny, thanks for joining this thread - are you trying to enable or disable the 'pre-fill forms with previously entered content' button?

Will this affect the Estimates and Invoice numbers? We would definitely want to keep automatic behaviors on Estimate and Invoice numbers, just not on bills and purchase orders.

I appreciate you sharing your query here with us, Mike29. Let me share insight when handling sales form numbers and the auto-recall feature to pre-fill transactions in your account.

In QuickBooks Online, the automatic recall option only pre-fills information like the vendor's name, products or items, and descriptions you've previously entered. That said, turning off this feature won't affect your Estimates and Invoice numbers in your file and will remain in order. You may want to check this guide for additional details: Use auto-recall to pre-fill transactions in QuickBooks Online.

In addition to that, you can manually modify transaction numbers on your bills and purchase orders if you wish to add or correct their details.

Moreover, I'm including this reference to help you track and receive customer-paid invoices: Record invoice payments in QuickBooks Online.

I'm always available in this thread if there's anything else you need further assistance with when managing sales entries in your account. Just keep me posted, and I'll be around to provide additional help. Stay safe and have a great day ahead!