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Can QuickBooks Automatically Remember What Accounts to Use?

Here's a tip to help keep your bookkeeping in good order - preset default ledger accounts for your vendors to ensure that payments that you make to them go to the correct accounts.

ACCOUNT PRE-FILL FEATURE TO THE RESCUE

Tucked away in newer versions of QuickBooks is the "Account Prefill" option. You will find this handy feature within the Vendor Center, located as a tab on each of your vendor accounts. A screen shot is shown below:

Account Prefill Rent

In the example above, every time a check is written, a bill is entered, or a credit card charge posted using the "Davis Business Associates" vendor name, the Rent Expense account will prefill on the form automatically. This takes the guesswork out of your bookkeeping!

As you can see, you can set up to three default accounts to pre-fill for each vendor account.

BUT WHAT IF I NEED TO CHANGE THE ACCOUNT ONE TIME?

If that is the case, just erase the Rent account when it shows up on the Write Checks, Enter Bills or Enter Credit Card Charges screen and substitute the account you prefer to use that one time. If you need to reset the default accounts to use, simply return to the vendor account in the Vendor Center and update the information on the Account Prefill tab!

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