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A
accounting-futur
January 27, 2022
Question

I have set up a default account for a supplier. All purchases should go to the same expense account. When I upload an invoice it selects random accounts. Why?

  • January 27, 2022
  • 1 reply
  • 0 views
What is the point of selecting a default account for a supplier if QBO doesn't recognize this? The invoice reads the supplier properly but selects random accounts rather than the default account. There is no logic to the account selected - e.g. Meals and Entertainment for an invoice from an electrician.

1 reply

T
Trish_T
January 27, 2022

Hi accounting-futur,

 

Welcome to Community!  QuickBooks Online is an exceptional accounting software providing everything you need to reach your bookkeeping goals.  Having the ability to apply default options is a great time saver.  I'll be happy to provide more information so you can reach your QuickBooks goals with confidence!

 

When you set up a supplier you can add an opening balance and a default expense account.  However, based on the information you've provided, when creating an invoice, you can also set a default account to your products and services.  Here's how:

 

1. From the Gear in the top right, select Products and services

2. Locate the product/service in the list and hit Edit in the Action column

3. Enter the Sales price, Income account and applicable Sales tax

4. Under Purchasing Information enter a Description, Cost and default Expense account

5. Select the applicable Sales tax and hit Save and close when finished

 

If you require additional assistance or have other questions, please don't hesitate to reach back out.  We'd be glad to assist!

 

 

 

 

 

 

 

A
accounting-futurAuthor
January 28, 2022

Thanks for the reply but I think you may have misunderstood.  I am talking about invoices I receive from a supplier (a Bill)  that I upload in Banking - Receipts.  I drag and drop the invoice and after it uploads, the Account/Category is almost always incorrect.  I uploaded three invoices from the same supplier with the exact same type of invoice format (just different products/amounts purchased) and the category for one was "Business Development", one was "Inventory", and one was "Meals and Entertainment".  None of these is the account I set up as the default account these purchases are supposed to go to. 

Another example:  I uploaded an invoice from a company we purchase raw materials from and the Account/Category came up as Travel Costs.  There is nothing on the invoice that would indicate this has anything to do with Travel.  The only thing related to travel that I can see is a Shipping and Handling charge at the bottom of the invoice.  

Is QBO attempting to read the invoice and assign a category?  

If I assigned a default account to a supplier, shouldn't anything from that supplier default to that account?

Thank you.

T
Trish_T
January 28, 2022

Hi accounting-futur,

 

Thank you for reaching back out with valuable details on your situation with default accounts.  Setting up default accounts is a time saver, but in your situation the behavior is unexpected.  I'll be happy to provide additional insight here!

 

Based on what you've described, I'm steering towards bank rules as the possible cause for transactions to be incorrectly categorized.  There's another option in the banking module that can be set to suggest a category to your transactions.  Let's take a look at the banking feature and look into a couple of things there.  

 

Follow these steps to see if suggested categorization is turned on:

 

1. Open Banking from the left menu

2. Click on the small Gear above the Action column

3. Remove the checkmark beside Enable suggested categorization 

 

Now let's have a look at bank rules by clicking on the Rules tab.  Review any possible rules that are set to contain specific details in relation to how the transactions are being categorized, and which account they're directed to.  Make any changes as you see necessary.  If you don't currently have any bank rules set up, you can follow the steps here.  This is an exceptional feature that will automatically categorize all of the transactions associated to the specifics you apply to the rule, making reconciling a breeze.

 

If the issue persists, please don't hesitate to contact our phone support, so we can work with you in real time and ensure you're able to get back to what you love as soon as possible.  

 

Schedule a Callback or start a Chat: click (?) Help in the upper right in QuickBooks Online > enter "Contact support" > hit Contact Us > provide a brief summary of your situation > hit Let's Talk > choose Get a callback or Start a Chat.
Social Media: Facebook, Twitter, and Instagram.
Support hours are from Monday to Friday between 9 a.m. and 8 p.m. ET.

 

Please feel free to reach back out with any other questions.  We'd love to help!

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