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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.
Don’t 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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