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Deadwood Al
July 7, 2024
Question

Memorizing multiple checks for the same vendor???

  • July 7, 2024
  • 1 reply
  • 0 views

We have a couple vendors with multiple accounts: best example is our utility (electric) company. We have 5 or 6 individual accounts with separate meters for each, and I'd like to set up memorized transactions for them but because the vendor record is the same for each, it doesn't seem like I can save (memorize) a transaction for each account ... well, that is, I can't unless I create a new vendor profile for each account number. I really don't want to create a separate profile for the same company with the unique customer account number for each separate meter number, but it would save time if I could create separate memorized transactions for each unique account (meter) number. Has anyone else encountered this situation, and if so, how did you handle it? Are there any workarounds except creating multiple profiles for the same vendor? Thanks for your time and consideration.

1 reply

D
Deadwood AlAuthor
July 7, 2024

Ahhhh ... Don't know why I missed before, but I noticed the line about "Do you want to replace or add a new one?" Maybe this was a crazy question and it would do what I want. Tomorrow when I am more awake I'll try that. Sorry .....

S
SheandL
July 7, 2024

Hi there, @Deadwood Al. We can use the class tracking feature in QuickBooks Desktop (QBDT) to manage multiple checks for the same vendors efficiently.

 

Class tracking helps you assign unique identifiers to each account, making it easier to recognize and specify which memorized transaction they correspond with. Before that, we'll have to enable this feature. Here's how:

 

  1. Open your QBDT company file.
  2. Head to Edit, and select Preferences.
  3. Go to Accounting, then the Company Preferences tab.
  4. Tick the Use class tracking for transactions checkbox.
  5. Hit the checkbox for Prompt to assign classes if you want a reminder when you haven't assigned a class.
  6. Click OK.

 

After enabling, you can set up class categories for your expenses and accounts. Please follow these steps on how to do so:

 

  1. Head to the Lists menu and select Class List.
  2. Go to the Class drop-down, then click New.
  3. Create a new class for each account.
  4. Click OK to add it.

 

See this article for reference: Set up and use class tracking in QuickBooks Desktop.

 

Afterward, create a check and memorize the transaction. I'll gladly walk you through the steps to making one.

 

  1. Go to Banking, then Write Checks.
  2. Add the necessary details.
  3. Leave the Class dropdown blank.
  4. On the Main tab, click Memorize.

 

Once you click Memorize, you can go to List and view the newly created memorized check transaction. From there on, double-click the memorized check and add the necessary transaction, including the Class.

 

For more information, check this article: Create, edit, or delete memorized transactions.

 

To learn more about reports that show classes, you can scan this article for guidance: Filter, sort or total reports by Class.

 

You can get back to this post if you need further help in handling your memorized checks in QBDT. I'll gladly help you anytime.

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