Memorized Transactions in QuickBooks

If You Can’t Remember…Memorize!

QuickBooks’ Memorized Transaction Feature is a Great Way to Save Time Managing Small Business Finances

Why do so many users fail to take advantage of QuickBooks memorized transactions feature? I don’t know, but be sure you don’t make that mistake. While some of QuickBooks many features can be confusing or frustrating, QuickBooks’ memorized transaction feature is anything but frustrating and can save valuable time in all facets of QuickBooks.

Small business bookkeepers can utilize memorized transactions for day to day activities. QuickBooks can memorize many different types of transactions including bills, checks/payments, invoices and statement charges. OSYB uses memorized transactions in a many ways for our bookkeeping clients.

Here is how you use the memorized transaction feature in QuickBooks:

  • enter a transaction or open a previous transaction that you wish to memorize
  • when you have the transaction open or highlighted on the account ledger, go to Edit/Memorize Transaction or simply right click on the transaction and click Memorize

QuickBooks Memorized Transactions

NOTE: if you are memorizing an invoice, the menu option may actually change to “Memorize Invoice” and if it’s a bill, it may say “Memorize Bill.”

  • QuickBooks will automatically launch a Memorize Transaction window. You can then select to have QuickBooks automatically enter the transaction (you set the specifics of how and when), and whether you want QuickBooks to remind you about the transaction.

QuickBooks Memorized Transaction Window

  • Once you memorize an entry, you can edit and re-memorize the updated entry. This is another valuable example of this usefulness of this function

Examples of transactions you can memorize:

  • Journal entries
  • Prepaids and accrual automatic entries
  • Invoices
  • Bills
  • Debit card activity
  • Credit card activity
  • Rent payments
  • And the list goes on

All memorized transactions and details of them can be found under Lists/Memorized Transaction List. From there, you can enter memorized transactions, edit the details of them or delete them from the list.

You can set memorized transactions up to be automatically entered on specific dates, schedule the number of times you want this entered, and automate many functions so you don’t need to note sub-tasks on a separate checklist.

As you can tell, I’m a fan of memorized transactions so you can look forward to more posts on this topic. In the meantime, I welcome any comments and/or questions you leave below. And of course, if you need help setting up memorized transactions (or anything else related to QuickBooks) contact my bookkeeping firm.

Posted by Ed Becker on Wednesday, February 22, 2012

11 Responses to “Memorized Transactions in QuickBooks”

  1. June 20, 2012 at 1:00 pm, Susie said:

    Hi. I am going nuts. i have read various sites and gather other people have struggled with this issue but i find no good solution. I have a memorized transaction list with 56 members. We need to change the dues to a different amount (just passed dues increase). Next automatic recording is july 1. Of course, when i go to edit memorized transaction it does not show amount, just all the other details, like when to pay. Do i need to delete this entire group and start over? In my mem trans list, why can’t i just select the amount and change it?
    I am not on a mac. I am willing to change one member at a time if i have to, but i’m not clear how even to do that. i’m concerned that i will goof up what’s already in someone’s account. Yikes! If you have a good tip, that would be great, for the good of general sanity. THanks, Susie

    Reply

    • June 20, 2012 at 1:35 pm, Ed Becker said:

      The best way is to click on each memorized entry which will bring up the entry as it currently stands. From here change the amount to the new dues and then re-memorize the change.

      This will update the old amount to the new and be part of the July invoices.

      Reply

  2. July 12, 2012 at 6:55 pm, Tom said:

    do i have to exit quickbooks for it to enter automatic Bill into the bill pay. It only does it when i open quickbooks and a pop up ask me if i want it to enter the bill. I sometime don’t shut Quickbooks down for days

    Reply

    • July 12, 2012 at 8:05 pm, Ed Becker said:

      Yes, each time you open the file you have automatic entries it sounds like. If you say no to the file it will not reappaear until you close and open. Or you can go into the memorized listing and execute the item yourself.

      Reply

  3. November 14, 2012 at 3:26 pm, Kathy said:

    How do I view what is Automatic transaction is being added when I hit now. I have only 44 memorized transactions in my list but quickbooks wants to load 142 transaction and I don’t know what this is.

    Reply

    • November 14, 2012 at 3:35 pm, Ed Becker said:

      It sounds like you have some older items that are looking to pop into your file. The 44 items are what you have but it sounds like you may have some of these that are ready to be entered multiple times for prior periods.

      Reply

  4. May 16, 2013 at 7:18 pm, Saskia said:

    I have several recurring bills memorized. However they don’t show up in the unpaid bills detail report? Any help would be appreciate. FYI I am using Quickbooks 2011

    Reply

    • May 16, 2013 at 7:31 pm, Ed Becker said:

      Not sure with facts presented, date range on bills could be outside of report date. Are you auto entereding them when you log on? It should work as long as the date of the bill is before the date of the report and you execute them when you log on each time

      Reply

  5. May 16, 2013 at 7:45 pm, Saskia said:

    Changed the due date on ‘Unpaid Bills’ – report to a future date and it did include the memorized transactions, thank you. However, regular entered bills show up in this report, no matter if the due date had been reached or not. The memorized transactions also don’t show up in the aging summary till the due date has been reached, even though they are executed for the month.

    Reply

  6. June 23, 2013 at 5:19 pm, jennifer said:

    Hi there…i’m using the Mem Trans function…but something happened where my list disappeared…it used to come up EVERY time I open QB, which was great. Now it doesn’t and i have to REMEMBER to Click on Memorized Transactions….I checked in Preferences but can’t find anywhere how to “Turn it back on”. Any idea? thanks!

    Reply

  7. August 12, 2013 at 6:07 pm, marisa said:

    What if I accidentally said yes, record memorized transactions and I did not want them recorded? Do I have to go through every single transaction and delete them individually? you would think that as easily as I recorded all of them, I could easily delete the ll at the same time Thanks

    Reply

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