Memorized Transactions

Hi there, @Kimmckenna2.

A possible reason your employees were able to access your memorized transactions is that it has something to do with the Roles and permission assigned to them inside QuickBooks Desktop (QBDT). That said, you'll want to review their access rights and make necessary modifications to ensure they can only see certain sections assigned to them inside your company. We can write down the steps to get you started:

1. Go to the Company menu, then select Users.
2. Select Set Up Users and Roles.
3. Enter the admin password, then select OK.
4. Select the Role List tab, then select View Permissions.
5. Select the roles you want to review, then select Display.

For more details, you can visit this page: Create and manage users and roles in QuickBooks Desktop Enterprise.

Also, we're adding these handy articles to help you manage memorized transactions, and ensure they reflect accurately inside your business reports:

• Create, edit, or delete memorized transactions.
• Understand reports.

@Kimmckenna2, feel free to comment below if you need further assistance managing users' access rights and roles inside QuickBooks. Also, we'll be happy to have you here again if you need help performing tasks inside the program. We've got your back, and we'll respond right away. Take care, and have a good one.

Hi Kurt,

Thanks for responding. I had checked the user roles and I looked under Lists and Memorized Reports, but nothing is checked. I also looked under Reminders and nothing there either. 

Hello, Kimmckenna2.

Thanks for getting back to us. I understand that you have a concern regarding restricting memorized transactions in QuickBooks Desktop (QBDT). Allow me to provide you with some insight and guidance on this matter.

It seems that restricting other users from viewing the memorized report is an important feature for your business and others. However, this option is currently unavailable in QBDT. In this case, I suggest submitting a product request to our engineers. They are constantly seeking ideas to enhance QuickBooks and will appreciate your input.

Here's how to submit feedback:

1. In QBDT, go to the Help menu.
2. Select Send Feedback Online.
3. Then click Product Suggestion.
4. Enter your suggestions and details, then click Send Feedback.

To stay updated on new features and options, I recommend visiting this link: https://www.firmofthefuture.com/product-industry-news/product-updates/.

For now, you can uncheck the Share this report template with other options as a workaround. Here's how:

1. Open the report, then click the Memorize option at the top.
2. Select New, then enter a new name.
3. Put a checkmark on Save in Memorized Report Group, then choose a group.
4. Remove the checkmark beside the Share this report template with others option.
5. Hit OK.

For more information about managing and memorizing reports in QBDT, check out this article: Create, edit, or delete memorized transactions.

Please leave a comment below if you have follow-up questions about this or anything else. I'm more than willing to answer them. Take care always.

Hi, 

Thanks for responding.

What exactly is happening, is it's the "reminder" of a memorized transaction to pay our rent. The reminder is popping up when our employees are logging onto QB. This is the first time it's done it, I'm not sure why. 

Once I click on the button in the pop-up to enter the transaction, it then won't pop up again because the payment was made. 

I'm hesitant to have any more memorized transactions for fear that our employees will see them. 

Thanks for following up with those details, Kimmckenna2.

I'm here to help you get this memorized transaction reminder squared away in your QuickBooks Desktop account.

There are just a few steps to edit memorized transaction info, including reminders. Here's how:

1. From the Lists menu, select Memorized Transaction List.
2. Double-click the memorized transaction you want to modify.
3. Make the changes you want. Select Do not remind me.
4. Select Memorize at the top.
5. Select Replace to update the transaction, or Add to create a new one.
6. Select Save & Close or Save & Next.

The following linked article provides additional info about creating, editing, or deleting memorized transactions in QuickBooks Desktop.

With this info the reminder pop-up won't show up for you or your employees. Please don't hesitate to reach back out if you have any other questions or concerns. Take care!

This just started happening to us. I have followed the thread here and do not see any answers.  This happened to 3 of my employees as of yesterday.  Nothing has changed on our roles and their permissions.  Please let me know if this was ever resolved for you.  

Hi there,

Did you ever get this resolved?  This just started happening yesterday to 3 of my staff members.  We have been using memorized transactions for 14 years and my staff have never had access to see my memorized transaction that need to be processed. The window Enter Memorized Transactions is popping up on all of my accounting staff.

Thanks for chiming into this thread, @lleb123. I've got some ways for you so your staffs can have access to your memorized transaction in QuickBooks Desktop (QBDT).

To start, let's verify and rebuild your data. This process resolves errors and other issues in the software. To do this, please follow these steps:

1. Look for the Window icon, then select Close All.
2. Go to the File menu.
3. Select Utilities.
4. Choose Verify Data, then click OK to close all windows.

If there are still problems with your company file, you have to rebuild it.

Here's how:

1. Go to the File, then click Utilities.
   • Choose Rebuild Data, then select OK to close all windows. QuickBooks will ask you to make a backup before rebuilding your company file, select OK. If you don’t want to do a backup, choose Cancel to continue rebuilding your company file. If you haven’t set up any backup preferences, QuickBooks will ask you to update them. Click the Backup Preferences and edit as needed, then select OK.
   • When the backup's finished, select Show in Finder to locate the backup or select OK if you’re done.
2. Once the rebuild is finished, select OK.

For a more detailed process, check out this article: Verify and rebuild data in QuickBooks Desktop.

Furthermore, here's an article you can browse just in case you need a guide on backing up your accounting data in QuickBooks Desktop: Back up your QuickBooks Desktop company file.

You can always count on me if you need further assistance with your company data. I'd be glad to assist you at any given time.