Memorized transactions - how to enter without closing company file

Hi Lee6,

QuickBooks offers a variety of features which help you streamline your business. I'd be happy to give you a hand with managing your memorized transactions. 

Here's how you would create a memorized transaction without closing the company file: 

1. Enter the transaction the way you want it to show up each month. Don’t select Save. If a field contains info that may change, leave the field blank. For example, leave the Memo field blank on a recurring check so you can enter a different memo when you need to.
2. From the Edit menu, select Memorize [Transaction Name]. For example, Memorize Check.
3. Enter a Name. Then, select how you want QuickBooks to handle it.
   • Add to my Reminders List.
   • The transaction will be added to the Memorized Transactions section of your reminders list. When you choose this option, fill in the How Often field.
   • Do Not Remind Me.
   • The transaction won’t be added to your reminders list or added automatically. You can use this as a template for transactions that repeat from time to time.
   • Automate Transaction Entry.
   • The transaction will be entered when it's due. When you choose this option, remember to fill in the How Often and Next Date fields.

For further info, I encourage you to check out this article here: Create, edit, or delete memorized transactions.

Give this a try and if you have questions, I recommend contacting our support team using this link. Otherwise, feel free to leave a comment below. I'll be on standby.

Thank for the reply. I do know how to set up a memorized transaction. I am going to rephrase my question. It is now August, and I am doing my bookkeeping from January to now. I have a monthly transaction that repeats. I set up a memorized transaction properly. Once it is done, is there a button or an option that I can chose to record those memorized transactions from January to August quickly? 

Right now, the quickest way I know how to do it is to close the company file and re-open, which then prompt me to record all those memorized transactions at same time. Thanks.

I see what you're saying. Which version of QuickBooks Desktop are you using? 

Quickbooks Pro 2019 Desktop version.

Thanks for confirming. I want to make sure you get the support you need with your account. I recommend reaching out to our support team using this link here. One of our agents will be happy to take a look at your screen and assist. This ensures you get a faster resolution so you can get back to doing what you love. Feel free to ask other questions. I'll be on standby. 

I have a memorized transaction created to post on the 1st of each month.  I processed a payment today for this transaction but of course it is not showing yet as it's not the first of the month.  Is there a way to activate the transaction early so I can mark it as paid or do I have to wait until Monday (the 1st)?

Hi PSullivan1965,

It's great to hear that you're researching the options for recording the transaction prior to the first of the month, as indicated on your memorized transaction.  With QuickBooks Desktop you can record it now, but you'll need to create an invoice and delete the one for the 1st of the month, or wait until Monday.  I hope this helps!

Feel free to reach back out if you have any additional questions.  We'd be happy to assist you!

Hi Lee6,

Did you ever get an answer to your memorized transaction question? I have wondered the same thing and was hoping you would get a good answer! I have not found a solution yet

Lee, I am begging you... did you ever get a solution from QB on this?  I also hate to have to exit QB and re-login for memorized transactions to post.

I too am bothered that the support rep told you to contact support.  They should have answered the question for you.

Thank you!

No. For now, I will just do the annoying way of opening and closing the QB file to record those memorized transactions.

This sounds a bit too easy to me and it might not be right.  Try it and see if it works.

If you go to the "Lists" tab and then left click on the memorized transaction you want to enter in the list.

There is an option called "Enter Transaction:Whatever"  If you click that, then the bill will come up (if its a bill) and I think you can just "Save" and it will be entered.  If you do that, you might want to go back to "List" and see if the clock has moved forward on the "Next Date" for that same entry.

Yes, you can enter memorized transactions individually from the memorized transaction list. My organization is membership based, which all bill on the first of the month. Clicking each memorized transaction is a non-starter.

There should be a button/menu selection to enter memorized transactions through today's date. The ball's in your court, Intuit.

I've also been looking for a way to get Memorized Tx entered without closing/opening the company file.

You can sort the tx by Next Date in the Memorized Transactions list (by clicking on the column header) to see what's next, but there's no way to select multiple items in the list and there's no way to automatically enter them. 

As you already know, when you select a tx and Enter it, you aren't exactly "entering" it.  Instead, the new tx is presented and you must then Save or Save New or Cancel.  This makes entering each Mem Tx that's due a 'multi-click' affair.

If anyone's discovered a way to enter Mem Tx without closing and opening the Company file I'd love to hear about it.

I wish I could get the reminder to pop up when opening the file.  When it did pop up the end of July, I was too busy and clicked save for later (or something).  Well, it's now later.  I cannot find the memorized list for August 1st anywhere!  The list is now set to the next due date Sept. 1st.  I have 229 invoices to be posted and I DO NOT want to do each one individually.  Any help would be greatly appreciated.

Hi BCbookie,

You can see your memorized transactions at any time. Go to the Lists menu, then select Memorized Transaction List.  In addition, you can check the reminder list by clicking the small alarm clock icon in the upper right of the program (just under the minimize and close window buttons), and look through the Reminder list. If you see something there, double click to open it.  

I hope this is found to be helpful!

Negative.  The Mem. Trans List shows only the entries for Sept 1st.

Also, the Reminder list is empty, nothing for August and doesn't even show the next posting for Sept. 1st.

Hi BCbookie,

A little trick you can perform to manipulate QuickBooks into thinking it's still July, is by adjusting the Date on your computer to an earlier date and time.  

Let me know if this works.  I'll be close by!