Okay QuickBooks users, we are going to stay on the General Tab. The next preference we are going to discuss are in the Automatically Recall Information section. This is in the middle of the My Preferences Tab. There are two options. Automatically recall last transaction for this name, and Pre-fill accounts for vendor based on past entries. You can only choose one.
In my work, I like to use the Automatically recall last transaction for this option. By choosing this option, when I enter a bill or check, the previous amount and account will pull up for the vendor I am entering. This will keep me from using different accounts for the same expense. For instance, I notice clients will write a check to the bank for their car payment. Sometimes they code the check to a Note Payable account, and other times, they will code it to the Auto Expense account. If they had the Automatically recall last transaction, then the check would auto-populate the last account used. Of course, that should be the Note Payable account!
If you choose the Pre-fill accounts for vendor based on past entries, then QuickBooks will determine the account to use based on the account that is used the most for that vendor. Sometimes, QuickBooks will not enter an account at all. That’s why I recommend using the Automatically recall last transaction option.
What else can QuickBooks do, you ask? TONS!!! Staying on the General section, we are going to discuss the annoying beep option. On the My Preferences Tab, three down on the left, QuickBooks gives you the option to beep when recording a transaction. If you are in QuickBooks all day long entering transactions, this will get annoying, or you will learn to ignore it. However, if you have other people in your office, they might lose their mind. Therefore, I suggest turning this preference off. It’ll make everyone happier!!
There are tons of preferences available in QuickBooks. Finding the perfect settings is key.
Staying on the same screen, another preference I think saves time is to Automatically Place Decimal Point. I find this feature to be very helpful. The only thing to remember is if you have an even transaction ending in .00, you’ll need to either place the decimal point, or enter the zeros.
To save time in trying to figure out mistakes, I recommend marking the box Warn When Editing a Transaction. This is an internal control that makes you double check yourself before you edit something.
These are just suggestions, everyone has their own preference. Keep checking back for more tips & tricks!
Setting personal and company wide preferences allows you to customize your workflow to maximize efficiency.
QuickBooks really is an amazing product. In QuickBooks, you can set Preferences to accommodate your personal workflow. To locate Preferences, on the toolbar, choose Edit, then choose Preferences. Once you are in that window, there are a number of personal and companywide settings that you can choose to make your workflow more seamless.
One of my favorite preferences is choosing between the Enter and the Tab keys. My Partner-In-Crime at the office here, and I have different views on which button works best. That’s why QuickBooks is so great. I tend to use the Tab key to move between fields, then QuickBooks records a transactions when I hit Enter. However, my co-worker has some issues with her hand, so the tab key is a little difficult for her to continuously use. Therefore, she likes to press Enter to move between fields, then she’ll use her mouse to click and save a transaction.
QuickBooks automatically lets you tab without having to set it as a preference, but if you want to press enter, you’ll need to tell QuickBooks. To do this, in your Preferences, under General, on the My Preferences tab, you will need to put a checkmark in the box that says ‘Pressing Enter moves between fields’.
This is just a glimpse into Preferences in QuickBooks. Keep checking back for more tips & tricks!