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Tracking membership expiration dates

QuickBooks makes it easy for you to keep track of renewal dates for memberships. If you use the memorize feature for your members' invoices, QuickBooks creates them when they are due. You can "memorize" groups of invoices with a memorized transaction group.

A transaction group is a group of transactions that you want to record at one time. For example, if you have a group of five bills you pay every month, you can create a transaction group called Monthly Bills. QuickBooks enters all five bills every month, and you then merely print them.

To track membership expiration dates, first create separate transaction groups for January through December. Then create and memorize your invoices, specifying which transaction group (which month) the invoice you are memorizing belongs to. For example, all memorized invoices for members who joined in January will belong to a transaction group called "January."

To create a memorized transaction group

  1. Choose Lists > Memorized Transaction List. Shortcut

  2. Click the Memorized Transaction button and select New Group.

  3. Enter the name of the new group, for example, January.

  4. Click the How Often drop-down arrow and choose how often you want to use the memorized transaction group (for example, Annually).

  5. Click the Next Date field and choose the next date the transaction is due. For example, if you are creating a transaction group for January invoices, enter 1/1/15 if the membership dues are due on January 1.

  6. Select how you want QuickBooks to treat your transaction group by choosing Add to my Reminders List, Do Not Remind Me, or Automate Transaction Entry.

    If you select Automate Transaction Entry, do the following:

    • (Optional) If you want QuickBooks to enter the group of transactions on a regular basis, in the Number Remaining field, enter the number of entries you want QuickBooks to make.

    • If you want QuickBooks to enter the invoices before their due date, enter the number of days in advance that you want QuickBooks to enter the invoices (for example, if you specify that you want the invoice entered five days in advance, QuickBooks will back up five days from 1/1/15 and enter the invoices on 12/26/14).

  7. Click OK.

To memorize the invoices you want in the group

  1. To create an invoice for a member, choose Nonprofit > Enter Pledges.

  2. Enter the details of your pledge/invoice.

  3. Choose Edit > Memorize Invoice.

  4. Enter the name of the transaction (for example, Invoice to Ray Jones).

  5. Select Add to Group.

  6. Choose a group name (for example, January).

  7. Click OK.

    QuickBooks memorizes the transaction and adds it to the Memorized Transaction list under the transaction group that you specified.

  8. Repeat Steps 1 through 7 for each invoice that you want to include in the group.

See also

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