Why is the default now to show the first vendor you entered a bill for instead of the last vendor you entered a bill for?

JohnJC · ‎May 11, 2022

In the past I would click expenses, vendor. Then search vendor, click on the vendor I want to enter a bill for. Click Bill at the upper right. Enter all information click the button at the bottom right Save and Close. It would close that and show me all transactions for the vendor I just entered a bill for "all transactions". Then on the left side I would search for the next vendor, click on that, click on bill enter all the information then click at the lower right "save and close" it would then show me all the transactions for the vendor I just entered a bill for.

Now it shows me all the transactions for the vendor I entered first that day. This is new. It has never done that before.

Quickbooks has made other changes because also when you go to enter a new vendor that looks totally different, I only say this because something has changed across quickbooks not just this.

I need to see the vendor and all the transactions for that vendor so I can make sure I entered the information correctly. No I can't go back later and check (well I could but then it's like entering all bills twice how does that save anyone time?

Thank you,

MarsStephanieL · ‎May 11, 2022

Hello there, @JohnJC. Thank you for sharing the details of your concern. I can share more information on making the latest bill transaction to show first in your vendor's transaction list in QuickBooks Online (QBO).

Intuit is continuing to enhance features. It may include removing other display preferences. However, I can ensure that you can still do the task.

Regarding your case, click on the Date header column when looking for the latest transactions down to the old ones to avoid entering the same bill transaction.

I've got some screenshots for your reference:

You can also run a Transaction List by Vendor Report before creating a bill to ensure that you will not enter the same transaction. If you want to narrow down the report, here's how:

Go to the Reports menu.
Open a report and click on the Customize button.
Check each section to show your preferred data on the report.
Select Run report.

I've included this article to learn more about the process: Customize reports in QuickBooks Online. It contains more sample customizations to help you get the details you need.

Feel free to get back to this thread if you need further assistance or any QuickBooks-related concerns. It's my pleasure to assist. Take care always!

JohnJC · ‎May 11, 2022

This could be a duplicate reply sorry.

The problem is not the order of the bills within the transaction list for a vendor. The problem is why does it no longer show you the vendor that you just entered a bill for when entering bills for more than one Vendor. If PG&E is the first vendor I entered, from that point on (unless I go all the way out to the dashboard) when I click Save and Close it shows me PG&E. in the past it would show all the transactions for the last vendor I entered a bill for.

I don't need to see the last transaction entered for the vendor. I need to see the transactions for the last vendor I entered a bill for. Now it seems to be stuck at showing me the first vendor. In the past it showed me the last vendor I entered, not the first one. I also know that changes have been made because the layout for entering a new vendor has also changed. (I would say not for the better either).

Does that explain my problem?

The problem is when I enter a bill for PG&E. I hit Save and Close Now the screen shows me all the transactions for PG&E. Then on the left side of the screen you can search for a new vendor. I search for Golden Artist Colors. I click on Golden Artist colors. It now replaced all the transactions for PG&E and showed me the history of Golden Artist Colors. I go to the upper right click Bill. Enter all the information for that invoice. Click Save and Close. In the past the screen would show me all transactions for vendor Golden Artist Colors. Now it shows me all the transactions for PG&E which is the first vendor I entered. No matter how many different vendors I enter it will show me the detailed transactions for PG&E. Unless I go all the way back to the Dashboard and have that be the starting point. This adds about 5 clicks to entering every "bill"

Why do I need to see the detailed transactions for the vendor I just entered a bill for is to make sure I entered it correctly. Vendors can have invoice numbers of up to 15 digits. This view lets me see if I missed one digit because at a glance I can see it's short. Looking at what I entered as a single line item does not give me the information to compare things like that. Also sometimes vendors bill us twice for the same items. If I see the dollar amount is the same as a bill already in Quickbooks I can question if the bill is a Duplicate Billing with a different invoice number. Also we have invoices that we take a cash deduct on. I have to enter that as a line item and sometimes forget to put the Minus sign in before the amount so it adds that amount to the bill instead of deducting it. This lets me see whether the invoice amount is more or less than the amount on the invoice.

What does Quickbooks expect a user to see when entering bills? Like I said since 2019 the way I entered bills has always shown me all the transactions for the vendor I just entered a bill for. Now unless I go out of the system to the dashboard that does not happen. I looked at some videos and I'm not sure why they all say start at the "NEW" then look under "Vendor" then click "Bill". (why that does not really work for me is in our company someone puts items in a folder if they think it's not paid. I go to the folder to enter it into Quickbooks. When you start at NEW, then bill you can't see any transactions for that vendor so you would spend time entering a bill that might already be in the system.)

I have always gone from the dashboard and there is a list of items in black on the left of the screen and I click on Expenses, then Vendor, That shows me a list of vendors. Then I close the part of the window with Dashboard, Expenses and other items so my screen is bigger. In the search I search the vendor and then click Bill and you know the rest. Click Save and Close. This now shows the last vendor I entered a bill for instead of a list of all our vendors. The problem is from that point on it will only show me the first vendor I entered the next time I click Save and Close. Yes I can search the vendor I just entered but this is adding more and more time to the task of entering a bill.

Thank you for your time.

JohnC

Kurt_M · ‎May 12, 2022

Thanks for getting back on the thread, @JohnJC. I've got an update regarding your concern about saving and closing an invoice or bill and it doesn't stay on that same vendor anymore and then suddenly switches to a different vendor.

At the moment, there’s an investigation about in in QuickBooks Online (QBO). Our Engineers are aware of this issue and currently working on a fix.

I'd also want to thank you for the effort that you've exerted into this, and that I appreciate the detailed information and the workaround that you've added in your reply.

I recommend contacting our support team to add you to the list of affected users. Rest assured that updates will be implemented soon. Here’s how:

Log in to your QuickBooks Online company.
Select Help (?).
Select either tab to get started:

Assistant: Get quick, personalized answers. Select a suggested option, or type a question or topic you need help with. If you decide you need further help, you can still Talk to a human.
Search: Search the QuickBooks Online knowledge base directly, or select Contact Us and choose a way to connect with us:
Start a chat with a support expert.
Get a callback from the next available expert.
Ask the community to get help from businesses like you.

Additionally, here are some articles that you can use for future reference:

I'd like to let you know that I'm always willing to help you anytime, feel free to get back to me. It's my pleasure to be able to assist you. Keep safe and stay hydrated!

JohnJC · ‎May 12, 2022

Glad to now know it's a known problem that Quickbooks is working on Thank you. I'm not a programmer but it seems like a simple fix to direct the program to go to the last vendor entered. But again I'm not a programmer and I know on fix often leads to more problems.

Have a great day.

JohnC

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Why is the default now to show the first vendor you entered a bill for instead of the last vendor you entered a bill for?