You can have QuickBooks pre-fill new transactions based on previous transactions.
To do this task
Open the general preferences.
Click Automatically remember account or transaction information.
Click one of the following two preferences.
Automatically recall last transaction for this name:
Sets up QuickBooks to remember the previous transaction for a person.
When you enter a new transaction, QuickBooks automatically fills out
the form with information you entered in the last transaction of that
type for that person. For example, when you enter a vendor's name
on a bill and press Tab, QuickBooks fills in the bill just like the
most recent one you entered for that vendor.
This preference works only with bills,
checks, credit card charges, invoices, and sales receipts. For invoices
and sales receipts, it completes Ship Via, Ref Doc (PO Number), and
Free On Board (FOB) values. This preference has no effect on purchase
orders, payroll liability checks, or credit memos.
Pre-fill accounts for vendor based on past entries:
Sets up QuickBooks to pre-fill the account for a vendor transaction
based on previous transactions for that vendor. QuickBooks remembers
all your recent transactions for a vendor, not just the most recent
one. If you consistently use the same account for a vendor,
QuickBooks will automatically pre-fill that information any time you
select the vendor in a bill or credit card transaction.
Note: This preference only recalls accounts used for a vendor on vendor specific transactions such as entering a bill or paying a bill. QuickBooks will not recall accounts used with a vendor on other transactions such as checks.
How does QuickBooks know which account to pre-fill?
This preference is "smart" about when to pre-fill account information when
you select a vendor. For example, if you pay the rent every month from the same
account, QuickBooks will soon start to pre-fill the bills you enter to your
landlord with the usual account.
When you use different accounts for a vendor, the account will not be pre-filled.
For example, you might pay bills to a warehouse supplier
out of several different accounts, depending on the purchase. So the next
time you pay a bill to
that warehouse, QuickBooks will not pre-fill the account.
What if I set default expense accounts for a vendor?
If you set
default expenses accounts for a vendor, the default expense
accounts override the "Pre-fill accounts for vendor based on
past entries" option in general preferences.
Click the OK button.
You can always override any pre-filled information in a transaction.