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."
Choose Lists > Memorized Transaction List.
Click the Memorized Transaction button and select New Group.
Enter the name of the new group, for example, January.
Click the How Often drop-down arrow and choose how often you want to use the memorized
transaction group (for example, Annually).
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.
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
To create an invoice for a member, choose Nonprofit > Enter Pledges.
Enter the details of your pledge/invoice.
Choose Edit > Memorize Invoice.
Enter the name of the transaction (for example, Invoice to Ray Jones).
Select Add to Group.
Choose a group name (for example, January).
QuickBooks memorizes the transaction and adds it to the Memorized
Transaction list under the transaction group that you specified.
Repeat Steps 1 through 7 for each invoice that you want to include in the
Using the Schedule Transaction
Group and New Memorized Transaction Group windows