Question

Separating Expenses from the Same Vendor

Forum|Forum|4 years ago
January 17, 2022
1 reply
2 views

Hi all,

I'm trying to separate expenses from the same vendor into separate entries. When I try to make a new expense entry and select the appropriate vendor from the drop down menu, it populates the field with information from the old transaction. If I save it, it saves the information and updates the older transaction, labelling the older transaction with the newer one's date.

Any help would be welcome! Thanks!

QuickBooks Online

A

AileneA

Moderator

You'll have to create multiple expenses or check transactions to separate them, NanoRY. Let me guide you.

You can follow these steps:

Click the (+)New button.
Select either Expense or Check.
Fill in the necessary fields, then click Save and close.

Once done entering the first expense transaction, follow the same steps above to enter the rest.

If the issue persists, we can perform some basic troubleshooting to isolate this issue.

Let's start by using a private browser. This doesn't store data in the cache, reason why it's the best place to isolate browser issues.

Google Chrome: Ctrl + Shift + N
Mozilla Firefox: Ctrl + Shift + P
Safari: Command + Shift + N
Microsoft Edge: Ctrl + Shift + P

If it works, please clear the cache on your browser to delete some outdated files. Otherwise, you can try using other supported browsers to be thorough.

I'll include this article to help you manage your expenses: Enter and manage expenses in QuickBooks Online.

Feel free to get back to me if you have additional questions managing expenses in QBO. I'll be right here to help. Stay safe!

N

NanoRYAuthor

Hello AileneA!

Thanks for your helpful advice! Unfortunately the issue still persists as if I follow the instructions given above (even in incognito mode w/ Google Chrome).

When selecting a vendor from the dropdown menu in the Payee field, the "Category Details" section of the form will automatically populate with the last item/transaction that we had conducted with the vendor. If I add our current transaction to the Category details section as an additional line, it will update our last transaction with today's date and lump these 2 items together.

I have found a sort of work around which is to select the vendor and enter new expenses as a new transaction to generate new independent expense entries. Is this the intended method or is there a way to simply add a new expense from the expense homepage?

C

Carneil_C

Level 6

Thanks for getting back to us, @NanoRY. Allow me to share some details about separating an expense from the same vendor in QuickBooks Online.

The auto-recall feature in QBO automatically pulls up the details of your previously created transaction for a vendor. When this option is selected, the information from the most recent saved transaction of that type for that customer, vendor, or employee is used.

Thus, I agree with the workaround you suggest to select a different vendor and enter a new expense as a new transaction.

However, I’d suggest turning off the auto-recall feature in the company settings.

Let me walk you through how:

Go to Gear, then choose Account and Settings.
Select Advanced.
In the Automation section, tick the pencil icon.
Switch off the Pre-fill forms with previously entered content button.
Click Save at the bottom of the Automation box, then Done to record your changes.

You can check out this guide for details about the auto-recall feature: How to use auto-recall to pre-fill transactions.

Also, feel free to browse this link here if you need help with other tasks in QBO. It has topics with articles that'll help you through the process. Just look for responses that suit your concern.

Don't hesitate to drop a comment anytime if you still have questions or concerns with your transactions. I'm always here for you. Have a wonderful rest of the week.

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