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Recurring Transactions - How do I edit a Recurring Transaction

Here's everything you need to know about editing recurring transactions and recurring templates.  Also, don't forget to visit How do I create a recurring template and what types of templates can I create?, which is our main article about recurring templates and transactions.

How to edit a recurring transaction:

To edit your recurring template and the way your recurring transactions are entered, you'll need to go to the Recurring Transaction List.

  1. Choose the Gear icon > Recurring Transactions.
  2. Select the appropriate template and click Edit.
  3. On the top left of the screen you can edit the name of your recurring template, what type, and if set to Reminder, Unscheduled or Scheduled
  4. You'll even be able to specify how long you will be using it and if you want to be notified in advance.
  5. Below the scheduling information is the transaction setup, change as needed.
  6. Once all changes are in, click Save Template.

Changes to recurring templates are not retroactive. If you've got erroneous transactions that have been entered, you'll need to edit those just like any normal entry.

What happens when you edit/save items or customers that will change a recurring transaction:

The Recurring Templates are updated to the new value(s). The fields that trigger the dialog box are as follows:

Customer Record Fields:

  • Billing & Ship Addresses
  • Email Address
  • GST Types
  • Payment Method
  • Terms
  • Delivery Method

The dialog you will receive is: The matching Recurring Templates will be updated with your changes. Click OK or Cancel.

  • OK saves the Item/Customer, and updates all relevant templates.
  • Cancel leaves you on the Item/Customer form, and nothing is changed or saved.
  • There is no option to save the Item/Customer without affecting the templates.

Note: All fields must be entered for Scheduled templates. For example, if an item has a rate of $0, enter 0 - if left blank, the line will not save. For a Reminder or Unscheduled template, it is not necessary to fill in every field. Enter just the data to be repeated in each occurrence.

Editing Company Settings and impact on Recurring Templates:

When you edit certain fields in Company Settings (via the Company Settings page or mini-interviews), QBO updates the Recurring Templates.

Here are the fields as follows:

  • Customer Quote Message (also set in quotes mini interview)
  • Customer Sales Forms Message (no mini interview)
  • GST Rate (sales mini interview)
  • Account for GST (sales mini interview)
  • Account for Shipping (sales mini interview)
  • Account for Discount (sales mini interview)

There are no Recurring Template confirmation dialogs when changing preferences.

Sales Tax notes:

  • When you turn the on the GST  preference, a dialog box appears to ask if you want to make all customers and items taxable. Even if you say Yes, QBO will not update any Recurring Templates.
  • When you turn the GST preference off, QBO will not affect the Recurring Templates at all.

Changing the Service Date on a saved recurring transaction:

The Service Date on a transaction created from a recurring template will not be automatically populated. It is necessary to find the transaction and manually enter the correct date Service Date. Transactions must be looked up individually.

To find a recently created transaction based on a template:

  1. Select Reports from the left menu.
  2. Search for Recent Automatic Transactions and click on it to run the report.
  3. Click the individual transaction to display it, and then manually update the Service Date field to the date the service was actually performed.
  4. Click Save.

Changing the date on a recurring transaction:

To locate the recurring template and edit the schedule:

  1. Choose the Gear icon >  Recurring Transactions.
  2. On the top left for Template Type: select All or type of template desired to edit.
  3. Click on the desired template and on the bottom right click on Edit.
  4. On the left of the recurring template click on the Edit Schedule... button.
  5. Make desired changes to schedule and click on OK.
  6. On the bottom right click on Save Template.

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