Preference Settings in QuickBooks – Part 2

Hopefully you’ve gained some efficiency through making use of customized settings in QuickBooks from Part 1 of this blog topic and are ready for some more tips.

In case you forgot, here is the navigation path to your preference settings: Once in your company file navigate to Edit > Preferences and follow along. It is also helpful to note that each preference category has a “My Preferences” tab and a “Company Preferences” tab. To customize the settings only linked to your specific user profile, edit the “My Preferences” tab. To standardize settings across all users, edit the “Company Preferences” tab. For the latter, you usually need to be in single user mode and signed in as Admin as an added measure of control.


  • Automatically open drop-down lists when typing – This allows you to quickly access the GL account as opposed to manually navigating to it or type the full account name.
  • Automatically recall past information – This function enables you to enter transactions faster by defaulting to the GL account that was last associated with a particular vendor/customer. You should always validate that it is in fact the correct GL account.
  • Keep custom item information when changing items in a transaction – To give an example, if you want to change the item that is being used on a customer invoice but you have valuable information in the memo line that you don’t want to lose, this function will retain that data even if you change the item.

Items & Inventory:

  • Warn about duplicate purchase orders – This will automatically notify you if a transaction number has been entered twice.
  • Warn if not enough inventory quantity on hand to sell – This is a good control to make sure you can actually fulfill on your customers orders.

Payroll & Employees:

  • Enable ViewMyPaycheck – Checking this box will allow you to send payroll data by employee to ViewMyPaycheck so your employees can login at anytime and have access to their paystubs, vacation & sick balances, mileage reimbursements, etc.

Send Forms:

  • This preference allows you to customize the messages that are sent to your customers via email for invoices, estimates, credit memos, sales orders, sales receipts, etc.

QuickBooks has many other features that can help automate your day to day processing. Taking a couple minutes to do some customizing upfront can save you a lot of time and frustration down the road. TGG Accounting can help implement these processes in your business. Call us today to get started.

Written by:
Andrea Murray
TGG Accounting

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