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Memorized transactions

Businesses serving regular customers use recurring invoices, which are  XE "memorized transactions"  XE "transactions:memorized" examples of transactions which are entered many times, in nearly identical form.  The examples here are based on invoicing, but repetitive transactions are widely used, as for checks to pay telephone or electricity bills. These transactions can be memorized and then entered again, with a few keystrokes.  Memorizing does not mean recording.  Memorizing a transaction is similar to ordering a custom rubber stamp, except with erasable ink.  Some forms cannot be memorized.  Which forms?  You will find out when you try to memorize them.

The parallel to the rubber stamp carries through to the fact that it pays you get the transaction right before memorizing.  Check the transaction carefully, to be sure that is what you want to memorize.  Check the entry in the register, and use theEdit button to check the original document window, such as Create Invoices or Write Checks.   The example deals with an invoice, but transactions in any account register can be memorized.  The discussion assumes that you have decided which transaction would be useful to memorize.

Return to the Accounts Receivable (or other) account register, and click anywhere in the referent transaction, so that it is selected.

In the Menu Bar, click Edit|Memorize [this form] the words in [ ] being replaced by the name of the form. A window will appear, displaying the title and automatic entry controls.

Look over this window, and make any changes necessary.  The transaction may be collected with other memorized transactions, in a Transaction Group, described below.

Name is the name of the transaction, and is what you will see in the list of memorized transactions.  If necessary, change the name, to make the transaction easier to find.  A change to the name here will not change the content of the transaction.

Dont Remind Me (the middle selection button) turns off automatic scheduling.  This is the easier and simpler way, unless you want to set up scheduled transactions

With Transactions in Group sets up the transaction to be included in an existing memorized transaction group (set up below.)

Automatic scheduling  is possible, but should be understood before using.  Transactions can be set up for periodic use. When you select the transaction in the list and click the button to Enter Transaction, the relevant transaction window is opened.  The memorized transaction is copied into the window, with the Next Date as its date.  At that time, the Next Date is advanced.  If the transaction is not recorded, but discarded, the next usage date remains advanced. 

Remind me selection button sets up periodical reminders to enter this transaction, controlled by selections on the right.  Reminders are effective only if set up in the Reminders preference.  If active, they appear when QuickBooks is started.  The reminder date will be a specified number of days before the due date.

Automatically Enter selection button sets up automatic entry of these transactions, when QuickBooks starts, on or after the next action date.  The entry is not fully automatic.  You will see a dialog box giving a Yes or No choice.

How Often has a choice of time periods, for automatic entry.

Next Date is the next date scheduled for periodic entry. Note carefully how this works.  When the memorized transaction system is commanded to create a new transaction, the memorized transaction is used, and the date advances.  The new date remains, whether the transaction is recorded or discarded.  If this is selected, move carefully in transactions called from the memorized lists. Cancelling one means that the Next Date must be reset.

Number Remaining, if an entry is made, counts down a series of transactions. Blank will cause transactions to be entered indefinitely.  Zero means none to be entered, as the series has been completed.

Days in advance means the Next Date is not really the next date. 

When the transaction is as you need it, click OK.

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Last modified: May 21, 2004