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:
- Click Edit at the top menu bar and choose Preferences.
- From the left panel, click Checking and go to the Company Preferences.
- Under the Bank Feeds section, enable the options for Create rules automatically and Always ask before creating a rule.
- Hit OK.
Once done, you can now create a bank rule. Let me show you how.
- Go to Banking on the menu.
- Choose Bank Feeds, then Bank Feed Center.
- Click the Rules icon.
- Select Manage Rules drop-down then choose Add New.
- Add Rules Details.
- Enter a word or phrase you want to use as the condition for the rule.
- In the Do This section, enter the Payee name or the Account name.
- 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.
