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How to delete memorized transactions that do not need to be entered for prior periods?

Forum|Forum|7 years ago
December 11, 2018
6 replies
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A memorized transaction for a bi-weekly invoice was created. I am not sure when it was created what date was put on the invoice but it generated transactions for all of 2017 that keep popping up on the reminder screen when I open QB saying I have 27 transactions to enter now. I do not want to enter them and can figure out no way to delete them without actually creating and then going in and deleting each one?! Help...

QuickBooks Desktop

Best answer by qbteachmt

"but it generated transactions for all of 2017 that keep popping up on the reminder screen when I open QB saying I have 27 transactions to enter now. I do not want to enter them and can figure out no way to delete them without actually creating and then going in and deleting each one?!"

Think of Memorized Transactions as "recipes." They Don't Exist, but you told the system What to do and when and how.

You set your for Automatic = ask my permission.

So, click "Not Now = Later."

Now open the Lists menu > Memorized Transactions List. Here they are.

Right-click one to Edit the instructions, such as Reset the schedule, or change it to Do Not Remind Me, to leave it on the list for manual needs.

Or, Right-click and Delete it = remove it from here, entirely.

To use them Manually you would Double-click it to Trigger it.

qbteachmtAnswer

"but it generated transactions for all of 2017 that keep popping up on the reminder screen when I open QB saying I have 27 transactions to enter now. I do not want to enter them and can figure out no way to delete them without actually creating and then going in and deleting each one?!"

Think of Memorized Transactions as "recipes." They Don't Exist, but you told the system What to do and when and how.

You set your for Automatic = ask my permission.

So, click "Not Now = Later."

Now open the Lists menu > Memorized Transactions List. Here they are.

Right-click one to Edit the instructions, such as Reset the schedule, or change it to Do Not Remind Me, to leave it on the list for manual needs.

Or, Right-click and Delete it = remove it from here, entirely.

To use them Manually you would Double-click it to Trigger it.

T

terrythehealthnu

How do I delete old memorized transactions that come up as part of the Enter Memorized Transactions dialogue that appears immediately after opening a company file? Some of them are two years old and I can't edit them or turn them off. I can uncheck the enter now box, but there is no place to edit them out of the opening dialogue.

qbteachmt

"I do not want to delete a transaction, I want to remove the reminder from the Enter Memorized Transaction prompt when the company file is opened."

Yes, I understand this. I use the functions for 84 entries every month, and about 3 dozen at year end.

"The actual Memorized Transaction List that I can edit after startup has already been modified to reschedule the transactions, but these old prompts continue to appear."

Then perhaps something is corrupt in your file. Edit the transactions to confirm their settings because that is the Only place this is controlled. You set it for Remind Me, or Automatic (nearly all of mine are Automatic, which means it asks my Permission), or Do Not Remind Me.

Confirm the setting, in the list, and/or edit them to examine them.

"I want to delete the prompt, not a nonexistent transaction."

Yes, I understand this.

Have you tried File menu > Utilities, Rebuild this file?

Then, Delete the entry in the List will remove the Instructions entirely. Or;

Edit the entry in the List = change its behavior.

L

lanelong

Same problem and this is what i did to fix it....

In memorized transactions list select the item that you want to stop giving you the reminders on your pop up. Edit the reminder and choose "Do not remind me". Then setup a new memorized transaction like you want it to be set up. you will be asked if you want to replace the existing one or add a new one. I just added a new one. The old one just remains in your list but as inactive because it till be listed as "Never" in the frequency column.

qbteachmt

If you put yours in a Group, you cannot individually change the setting for any one transaction. You have to Remove it from the Group. You Edit the transaction in the List to Change its settings. You Double-click one to Update and change what it Looks Like. These are two completely different functions. You don't Group them, if they are not all supposed to "happen the same way." They can be memorized for different Amounts and details, not different Dates or Frequency, because the Group is taking control over the settings.

J

JPM00

I cannot speak for the user that asked the question, but I do NOT want to PERMANENTLY DELETE the memorized transaction. In fact, I DO want QB to remind me of FUTURE transactions, I simply don't want those that have otherwise been accounted for to continue to show with reminders that are well past due and no longer relevant. Please advise.

BettyJaneB

Hi there, @Allied3.

Thanks for joining the Community today. I'm here to help share some information about the reminder's list layout in QuickBooks Desktop.

If you wanted to remove the past due transaction from showing up on your reminders list, you have the option to toggle back the correct set up of your list on your Preferences. You can also change the correct due date so it will show up all the upcoming transactions.

To do that:

Click on Edit at the top menu bar.
Select on Preferences.
Click on Reminders.
Choose Company Preferences.
From there you can select your desired option. (Show Summary will give you the option to group the reminders, while Show List will give you the option to separate it).
Click on OK.

Here's an article that you can check out about creating a schedule in QuickBooks for transactions for your future reference: Create and modify memorized transactions.

However, if you're referring to something else, please don't hesitate to let me know. I'll be around to provide further assistance. Have a good one!

J

JPM00

Thank you for your response, but this does not resolve the issue. Simply blocking reminders via Preferences, blocks ALL reminders, which is not the idea. I had previously already changed the dates for the transactions in individual memorized transactions from the memorized transactions list. This also does NOT remove prior date Reminders.

I have resolved the issue, but the only manner in which it appears that this can be done is by deleting the existing/current (generating prior date reminders) and then recreating the Memorized Transaction.

This is not an ideal option, but it does create the desired outcome.

Poor software design. The change of date suggested should work, but it does not.

S

sherman5422

Time intensive, but will produce the required results.

Background:

QuickBooks client is an apartment complex with 100 units. The 100 were units were setup in a group memorized transaction to enter rent invoices each month. The bookkeeper manually entered invoices for a few months instead of using the group.

Problem:

Prior months memorized transactions are asking to post, but the bookkeeper has already manually entered these transactions.

Solution:

Renamed the old memorized transaction group to Rent Old.

Created a new memorized transaction group called Rent New.

Used the Rent Old memorized transaction one last time for a future date (I used a future date so I could easily produce a list of the memorized invoices).

Pulled up a report containing the Rent Old transactions created above.

Opened transactions one at a time from the report, and clicked Memorize and saved under the Rent New group. I did this for all 100 future dated invoices.

Deleted each memorized transactions under the Rent Old group.

Deleted the Rent Old group.

Took about 20 minutes to complete.

W

Winsumlusom

Really! How hard is it to simply include a third button in the 'Enter Memorized Transactions' popup window to 'Select and Delete' memorized transactions that sit in the queue to be entered but are no longer timely or needed??

I don't want to 'Enter Checked Now'...nor do I want to 'Enter All Later'! I want them gone! I have already edited the memorized form and Group and processed the current transactions, but these are old dates that are past their expiration. They need to go. I am up to 666 and counting.

J

JonpriL

I wish I could make it better, @Winsumlusom.

As of the moment, there isn't an integrated way to delete memorized transactions once they appear on your list of reminders. With this, let's consider manually deleting them directly on your list of memorized transactions.

While the option is not available, I'd recommend letting our product developers know about your request by following the steps below:

Go to Help.
Select Send Feedback Online.
Click Product Suggestion.
Enter a few words describing your request in the Here is my suggestion: field.
Select Send Feedback.
Click Close Window.

Also, here's a couple of articles you can read helpful in keeping you up-to-date with the latest improvements and enhancements:

Keep in touch if you need any more assistance with this, or there's something else I can do for you. I've got your back. Have a good day.

DH User Since 2008

At some point approximately 5 months ago for whatever reason, I must have not utilized the "Enter Transactions" button when the Pop Up came up and those transactions were never automatically entered. After which the Pop up, continued to Pop Up with those transaction in the window every day even though it was months later, and now that window is useless as I have to click "Enter all later", every time I open QBD.

My Solution: I first had to screen shot the window and print it out all of the transactions. As the window only showed 10 of the transaction at a time, I had use the scroll bar and make multiple screen shots, so that I captured all of the transactions that QBD was reminding me of to enter. I then went to the Memorized Transaction List and rather than deleting all 40 memorized transactions, I simply right clicked each on individually, beginning with the first one on the print outs, and selected Edit Memorized Transaction, then clicked the Do Not Remind Me. Note they all still appeared in Memorized Transaction List just now at the top and under the Frequency Column it listed "Never". I then closed out of QBD and reopen it to discover that the Pop Up Window was no longer showing up, as all of those transactions no longer were set to be reminded.

I then simply using the Print Out went back to all of those transactions that were set to never in the reminder list and gave them the next actual date to be reminded by Right Clicking each, selecting Add to my Reminders List, Under How Often I clicked the Correct Date by using the Lists that I had printed, and calculating what the next current reminder transaction date should be. This SOLVED MY PROBLEM. Now I know some of you may have many more transactions than I, but after reading all of the comments in this thread, this has been the only viable solution I have found to rectify the issue.

I hope that this helps at least one person, as I know how frustrated I was with this issue.

QB User Since 2008

D

Doug3771

This worked for me; it eliminates prompting for prior period Memorized Transactions:

1) Click on LISTS, then Memorized Transaction Lists, or use Ctrl-T.

The Memorized Transactions List opens.

2) Double-click on the transaction that has the backlog of entries.

A NEW transaction opens; don't do anything to the transaction.

3) Go back to the Memorized Transactions List and delete the memorized transaction.

4) Go back to the NEW transaction.

5) Click on MEMORIZE

This replaces the old memorized transaction but without the backlog.

6) CLEAR the NEW transaction and close it; DON'T save it.

7) Find the newly created Memorized Transaction, right-click, and EDIT your desired parameters.

That's IT.

To test, close QB and re-open it. There should be no pesky opening prompt.

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