The Payment Terminal for QuickBooks® is able to display invoices and statement charges which are unpaid in QuickBooks. For recurring billing, this means that we’ll be using the “Memorized Transaction List” in QuickBooks to manage and reproduce invoices or statement charges on a periodic schedule. Then you’ll use the Payment Terminal to display these invoices or statements charges and process transactions against them. This is a manual push of the button, with everything managed inside QuickBooks and posted back immediately as each transaction goes through.
1. Verify that a payment method is saved for Customer/Job.
If a payment method has not been saved for the Customer/Job you'll be setting up recurring billing for, be sure to save a payment method for that Customer/Job.
2. Create an invoice you'd like to memorize.
In QuickBooks, create your Invoice you'd like to have memorized. Be sure to include the line items you'd like to have on each Invoice, as well as assigning to the correct Customer/Job to the invoice.
It's recommended to set up some filterable fields, as well, in order to specifically pull up your recurring transactions. These fields include:
- Customer/Job: Customer/Job attached to the Invoice (defaults to all)
- Date: Date range on date created, date due, or date shipped
- Customer Type: Type field for that Customer in the Customer Center in QuickBooks
- Job Type: Type field for that Job in the Customer Center in QuickBooks
- Invoice Terms: Payment terms for the Invoice (defaults to the Terms set for the Customer in the Customer Center)
- Invoice Class: Class field set on the Invoice screen in QuickBooks
3. Memorize the transaction.
When finished with the invoice, press the Memorizebutton (or click the Edit menu and select the Memorize option, or press CTRL-M). This will open the Memorize Transaction dialog, with a handful of options that can be set:
- Name: A name to easily recognize the recurring transaction in the Memorized Transactions List (defaults to Customer/Job)
- Recording options
- Remind Me: Transaction will not be entered - the current QuickBooks user will only be reminded of the recurring transaction
- Automatically Enter: Transaction will be entered automatically according to the set schedule
- With Transactions in Group: Allows for grouping memorized transactions together, and modifying recurrence schedules together (requires a memorization group - see next tab)
- Recurrence options
- How Often: Recurrence period (daily, weekly, monthly, quarterly, yearly, other periods)
- Next Date: The next time this transaction will automatically be generated (with this due date)
- Number Remaining: The memorization rule will be cleared after these many recurrences
- Days In Advance To Enter: The transaction will be generated this many days before the due date
When finished, click OK .
Memorized transactions cannot be filtered by the Memorized Transaction Group in the Payment Terminal - to do this, we recommend using the class field on the Invoice.
4. Save the transaction (if necessary).
If you'd like to keep the invoice you've created (i.e. not wait for the memorization schedule to activate), click Save. Otherwise, close the invoice.
View/Modify Memorized Transaction
From QuickBooks, open the Memorized Transaction List by clicking the List menu at the top, and selecting Memorized Transactions List (or by pressing CTRL-T). This brings up the Memorized Transactions List.
2. Adjust columns as needed.
Columns can be added/removed from the Memorized Transactions List by clicking the Memorized Transaction button at the bottom, and clicking Customize Columns.
The following columns may be available to be added to the list:
- Template Columns: From the memorized transaction - includes Transaction Name, Type, Source Account, and Amount
- Action Columns: From the recurrence schedule itself - includes the following:
- Frequency: How often QuickBooks will create an Invoice or Statement Charge
- Auto: Indicates that QuickBooks will automatically create this item
- Next Date: Next date set to create the Invoice or Stements Charge for
- Days in Advance: How many days QuickBooks will auto create before “Next Date”)
- Number Remaining: # of automatic creations left (if blank, generates indefinintely)
- Group Name: Group the template is organized with
When finished, click OK.
3. Generate groups as needed.
Groups can be generated to synchronize recurrence schedules. To do so, click the Memorized Transactio n button, and select New Group. From there, these fields can be set in the same way a single transaction can be memorized - when finished, click OK. Once the Memorized Transaction Group has been completed, the group can be included when creating/editng a recurrence schedule.
4. Edit transaction contents as needed.
With existing Memorized Transactions, the contents of the Invoice or Statement Charge can be edited if need be. To do so, click the Enter Transaction button, and make changes to the Invoice or Statement Charge as needed. When done, press the Memorize button (or click the Edit menu and select the Memorizeoption, or press CTRL - M ). Then, click the Replace button.
To save the newly-modified transaction (i.e. generate a new copy for billing), click Save. Otherwise, to wait for the recurrence schedule to generate a new copy, close without saving.
5. Edit the recurrence schedule as needed.
To edit the recurrence schedule of the transaction (i.e. change the period, move the transaction to a group, etc.), select the transaction in the Memorized Transactions List window, then click the Memorized Transaction button, and select Edit Memorized Transaction (or press CTRL-E). The Schedule Memorized Transaction window will appear, where the recurrence schedule can be modified. When done, click OK.
To deactivate a memorized transaction, select Never from the How Often menu.
To permanently delete a memorized transaction, highlight the transaction in the Memorized Transactions List - then, click on the Memorized Transaction button, and select the Delete Memorized Transaction option (or press CTRL-D).
Memorized transactions can be processed like any other invoice in the Payment Terminal. Most merchants will use our multiple customer screen to process these transactions en-masse/all-at-once, which we have a short guide using.
To reduce potential errors when processing from the Multiple Customer screen, we recommend the following:
- Confirming that the Invoices are saved/closed
- Confirming that the Customer:Job Accounts Receivable window is closed for Statement Charges
- Having only the Home Screen open when using the Multiple Customer screen