How to Memorize Transactions (automatic creation)
This topic will cover setting up, editing, and deleting memorized transactions. A Memorized Transaction is a transaction that has been saved but not posted (recorded). A memorized transactions is useful for transactions that occur on a regular basis. Examples might include a rent check, a monthly invoice for service agreements, adjusting journal entries, bills, or many other transaction types.
Using Memorized Transactions
The Add Memorized Transactions form is used to create memorized transactions. This form may be found on most financial transactions. When a memorized transactions is created, Total Office Manager will automatically create that transaction on the schedule you have selected.
What Transactions Can be Memorized?
You may create memorized transactions for the following types of financial transactions: sales, invoices, estimates, credits, vendor credits, checks, bills, item receipts, credit card charges, purchase orders, appointments, work orders, even journal entries. Almost all financial transactions can be memorized in Total Office Manager.
Form Access
Memorized Transactions List
From the main menu, click Company | Memorized Transaction List
How to Create a New Memorized Transaction
Memorized Transactions is accessible by right clicking on most lists.
You may also open a record, such as an invoice or a check, and click the Menu button.
Field Definitions
- Name – Enter a name that best describes the memorized transaction.
- Reminder | Automatically Enter – Total Office Manager will automatically create the record on the date you select. This happens when you log into Total Office Manager each day. You will be asked before the transaction is created.
- Reminder | Remind Me – The memorized transaction will appear in the Reminders Pending area of both the Information Center and the Status Bar.
- Reminder | No Reminder – Total Office Manager will not remind you of the memorized transaction. The memorized transaction will not appear in the Information Center. You will need to create the memorized transaction yourself.
- Start Date – The first date of the memorized transaction. A memorized transaction will be created for this date.
- Frequency – Select the correct time frame for the memorized transaction. Example: Daily would be one memorized transaction for each day. Quarterly would create one memorized transaction for each quarter (three months).
- End Date – The last date of the memorized transaction. The memorized transaction is created starting with the start date and ending with the end date.
- Day Type | Calendar Day – A memorized transaction will be created for every day of the week, Monday through Sunday.
- Day Type | Next Business Day – A memorized transaction will be created for each business day of the week, Monday through Friday.
- Description – Enter a description of the memorized transaction. Unlike the Name field, you have much more room to fully describe the purpose of the memorized transaction.
- Remind Who – Select from the list of your employees in Total Office Manager. Each of those you select will be reminded (if reminder options are selected).
Step-By-Step
Memorizing a Transaction
- Open the list that contains the transaction you wish to memorize (IE: sales or checks).
- Right click on the record and click Memorize. If “Memorize” is not in the list, it is likely not an option.
- Using the Field Definitions above, complete the memorized transaction form.
- Click the Create Reminders button. This action creates the actual memorized transaction. You should see the list at the bottom of the form populate.
- When finished, please click the OK button.
Editing or Deleting a Memorized Transaction
Follow these instructions to delete or edit a memorized transaction.
- Click Tools | Memorized Transaction List.
- Right click on the memorized transaction you wish to work with.
- Select Delete to delete the memorized transaction. Select Edit to make changes to an existing memorized transaction.
Note: This process does NOT change or delete a memorized transaction that has been generated. To do this, you must locate the actual transaction (like a check or invoice) and work with it.
Viewing a Memorized Transaction
Follow these instructions to view the actual transaction that was memorized.
- Click Tools | Memorized Transaction List.
- Right click on the MT you wish to work with.
- Select View Transaction.
Generate a Memorized Transaction
Follow these instructions to generate a transaction that was memorized. This process creates a new posted transaction in Total Office Manager using MT as the source.
- Click Tools | Memorized Transaction List.
- Right click on the MT you wish to work with.
- Select Generate Transaction. Total Office Manager will create the transaction.
Note: You may make all of the usual changes to the transaction once it has been created.
Changing the Item Prices or Sales Tax Amounts on Memorized Transactions
If you have setup or used memorized transactions and you change the price on an item or the rate of the sales tax used in that memorized transaction, the changes will not be reflected automatically in any memorized transaction that uses that item or sales tax.
To update affected memorized transactions, please follow these steps:
- If you have not done so, create the new invoice item and or sales tax item.
- Delete the item(s) and taxes with the old price. (delete anything that was changed)
- Add the items back to the memorized transaction and save.
Memorized Transaction Tips
- Don’t confuse a memorized transaction with an actual transaction. A MT is a transaction that has not yet been generated (posted or saved). An example might be a check made out to pay rent. It is used as a “template” for the actual check that gets written each month. A transaction would be the actual check for January, February, March, etc.
- You can’t memorize any transaction that includes a serialized inventory item (that you sell). That’s because serial numbers were intended to be unique and not reused.
- Transactions that are created from a MT are no different than a transaction you create manually. You can go back and edit, delete, or change them in any way you would be able to with a manually created transaction.
- To create an “On Time” kind of reminder, set the start date and the end date to the day you want the reminder set for and set the Frequency to Daily. You still need to create Reminders.
- New Reminders versus New Reminder Items. New Reminder adds a completely new reminder. New Reminder Item adds additional dates or persons to an existing reminder.
