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Create, edit, or delete memorized transactions

Learn how to create and manage repeating transactions in QuickBooks Desktop for Windows and Mac.

Never miss a transaction again. Let QuickBooks memorize it for you so you get a reminder every time it's due. QuickBooks can automatically enter your memorized transactions to save time.

QuickBooks Desktop for Windows

You can see your memorized transactions at any time. Go to the Lists menu, then select Memorized Transaction List.

  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.

Tips:

  • If you set up an automatic schedule for a transaction, make sure your Next Date is set to a day in the future.
  • When you fill in the Number Remaining, note that it includes the Next Date transaction.
  1. Enter any other info, then select OK.
  2. Select Save & Close or Save & Next.

If you have transactions with the same due date, you can create a memorized transaction group.

 

  1. From the Lists menu, select Memorized Transaction List.
  2. Select the Memorized Transaction drop-down, then select New Group.
  3. Enter info like the group name and frequency.
  4. Select OK.

 

  1. Open or create a transaction you'd like to memorize.
  2. Select Memorize.
  3. Choose Add to Group and select the Group Name.
  4. Select OK.

Add a transaction you already memorized to a group

  1. From the Lists menu, select Memorized Transaction List.
  2. Right-click the memorized transaction and select Edit Memorized Transaction.
  3. Select Add to Group, then select the Group Name.
  4. Select OK.
  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.
  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.
  1. From the Lists menu, select Memorized Transaction List.
  2. Select the transaction you want to delete.
  3. Select the Memorized Transaction drop-down, then select Delete Memorized Transaction.
  4. Select OK.

QuickBooks Desktop for Mac

  1. Create or open the transaction you want to memorize. Complete the transaction details.

    Note: If a certain field changes per transaction, make sure to leave it blank. For example, you need to leave the Amount field blank if your utility bill expense changes every month.

  2. Go to the Edit menu, then select Memorize.
  3. Set up the details for your memorized transaction:
    • How Often: How many times you want QuickBooks to remind you about the transaction.
    • Remind Me: Adds the transaction to your Reminders list.
    • Automatically Enter: QuickBooks automatically records the transaction when it’s due.
    • Next Date: The date the transaction is due next.
    • Number Remaining: The number of times you want to record the transaction. For example, if it’s a loan transaction, enter the number of payments you have left.
    • Days in Advance To Enter: The number of days in advance you want to enter the transaction.
    • With Transactions in Group and Group Name: Adds the transaction to a memorized transaction group.
    • Show in Calendar: A reminder appears in your Calendar.

To use a memorized transaction:

  1. Go to the Lists menu, then select Memorized Transactions.
  2. Select the memorized transaction.
  3. Select Settings ⚙️, then select Use.
  4. Make the changes, then select Save.
  1. Go to the Lists menu, then select Memorized Transactions.
  2. Select the memorized transaction.
  3. Go to the Edit menu, then select Edit Memorized Transaction.
  4. Make the changes to the transaction details, then then select Save.
  5. If you want to delete the transaction, select Delete Memorized Transaction.

You can group memorized transactions together if they have the same due date.

  1. Go to the Lists menu, then select Memorized Transactions.
  2. Select Create +.
  3. In the Name field, enter the group name. Make sure to include “group” in the name.
  4. Set up the details about your memorized transaction group, then select OK.
  1. Go to the Lists menu, then select Memorized Transactions.
  2. Select the memorized transaction.
  3. Go to the Edit menu, then select Edit Memorized Transaction.
  4. Select With Transactions in Group.
  5. From the Group Name ▼ dropdown, select the group you want to add it.
  6. Select OK.

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