Although Importing Transactions is getting easier and better by the day, it could be better if you spent some time here and there cleaning up your QuickBooks Renaming Rules for Downloaded Transactions.
Have you ever scrolled through your vendor list and realized that you have 13 different Exxon vendors and each has its own store code connected with them? Just combining the vendors through a vendor edit will not end this from occurring again by when you rely on how to install these vendor names. After you have merged the vendor names, you will have to make sure to change your renaming rules the next time you are going through the import process.
If you wish to perform a clean-up on your lists, it is actually a good thing, especially if you are cleaning up lists, such as Vendors, Customers, Items, and even Other Names. Very rarely, you will observe that a list may max out QuickBooks. And you are abandoned with only a few choices, excluding upgrading to the next level of QuickBooks products. In case you are using QuickBooks Pro, you have to switch to Premier, and from Premier to Enterprise. Once you are at the Enterprise level, you can enjoy unlimited space.
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Vendors can become the most diluted, so for now, we are going to consider talking about that. It seems gas stations, fast food joints, box store chains, etc. are the most frequently duplicated vendors.
Generally, when importing credit card or bank info, stores are allotted a location code. These codes can cause an issue if they are not taken care of properly the first time.
For example, Bob’s Gas Stop Sinclair is the same as Sinclair 66, so why would you want to see them as two different vendors. Before you proceed to merge the two vendors, follow these steps:
- Firstly, click on the ‘edit vendor’ option first to make sure there aren’t any notes or other info.
- Once you are ready to merge, right-click on the vendor you wish to eliminate.
- Now, click on Edit vendor, and then punch in the name you want to see on the list.
- Most likely, QuickBooks will ask you to switch to single-user mode, so you should provide the office a heads-up prior to starting the Vendor List clean-up.
Now that you have cleaned up the Vendor List, and you do not want to repeat the process. You may choose to avoid having to merge the same vendors often. To do so, you will have to spend some time dialing out your renaming rules. When you are working on your next credit card import, pay attention to the “ QuickBooks Renaming Rules for Downloaded Transactions. ” button on the upper right side of the screen. This location may vary a little, depending on what year and edition of QuickBooks you are using. Go through the Online Banking steps until you are actually at the final step that brings the transactions into QuickBooks.
Click ‘Renaming Rules‘. A box should pop up that you can now edit the way QuickBooks imports vendor names. The step that we use to look for the vendors that require attention is to scroll down in the list on the left side that says ‘Select QuickBooks Name‘. In case, you notice a massive list on the right side pop up, spend some time on that vendor itself. When you do this, you will be saving a lot of time and raise your Bookkeeping efficiency in QuickBooks.
We have noticed that airlines tend to add the airport code per flight purchased. But from a bookkeeping standpoint, it’s all airfare (this might be relevant in some other bookkeeping systems).
We hope you have been able to understand the article thoroughly that we are trying to convey to you. To get further information regarding the same, contact us to get more details of QuickBooks Renaming Rules for Downloaded Transactions.