Memorizing a transaction

If you have transactions that occur often — such as monthly bills or recurring invoices for clients — you can save time by memorizing the details of the transactions. Once you have memorized a transaction, you can recall it at any time.

To memorize a transaction:

  1. Enter the transaction you'd like to memorize.

    Tip: If the content of certain fields will change each time you recall the transaction, leave those fields blank. For example, you might want to leave the amount field blank on your monthly utility bill.

  2. Choose Edit > Memorize and enter the information to memorize the transaction.

To use a memorized transaction:

When you memorize a transaction, QuickBooks adds it to your Memorized Transaction list. You can then recall and use transactions from this list at any time.
  1. Choose Lists > Memorized Transactions.
  2. Double-click the memorized transaction you want to use.
  3. Make any changes to the transaction and then save it.

Memorized transaction groups

You can group several memorized transactions together if you usually record several transactions on the same day. Examples

The names of groups appear in bold; transactions within a group appear indented immediately below the group name.

To add a memorized transaction group:

  1. Choose Lists  >  Memorized Transactions.
  2. Add a new memorized transaction group or open an existing one.
  3. Enter the name of the memorized transaction group.
  4. (Optional) If you want the vendor type to be a subtype of another vendor type, select the “Subtype of” checkbox and choose the vendor type that will be the “parent” from the list.
  5. (Optional) To mark a vendor type inactive, select the Inactive checkbox. More info
  6. (Add only) If you're adding a new vendor type and want to add more, click Next.
  7. Click OK.
  8. Learn more about what you can do on the Vendor Type list.

    Memorizing and recalling an estimate

    If you frequently enter the same line items on your estimates, memorize the estimate so that you won't have to re-enter the line items each time. When you want to use your memorized estimate, just choose the estimate from your Memorized Transaction list. You can then edit the estimate as needed.

    To memorize an estimate:

    1. Choose Customers > Create Estimates.
    2. Fill in the line items that you want to appear on the memorized estimate.
    3. Choose Edit > Memorize Estimate.
    4. Enter a name that will help you recognize this estimate when you look for it on the Memorized Transaction list, and then click OK.

      QuickBooks puts the memorized estimate on your Memorized Transaction list, which may also include other types of memorized transactions (for example, checks, invoices, and bills).

    To recall an estimate you've memorized:

    1. Choose Lists > Memorized Transactions.
    2. Select the estimate you want to use.
    3. Choose Use from the Action pop-up menu ( image).
    4. In the Customer:Job field, enter the name of the customer or job for whom you are writing the estimate.
    5. Make any changes or additions you want to the prefilled information, and then click OK.

      This does not change the memorized estimate — you will be able to reuse the memorized estimate as you originally recorded it.

    6. Using a memorized transaction

       

      Memorized Transaction and Scheduled Transaction windows

      When this window is titled “Memorized Transaction,” use it to set up a new memorized transaction. When the title is “Schedule Memorized Transaction,” use it to change the schedule for a transaction you have already memorized.

      To set up a new memorized transaction: