Annual automatic generation of payment reminders

If you don't want to do it in QB as described in the other thread, then you should explore 3rd party applications to see if someone has developed a program to integrate with QB. Go to marketplace.intuit.com and you can search there to see what is available.

Otherwise, in QB you have to enter the initial transaction and then memorize it as explained in the other thread. It does take time initially to set it up, but then it works very well. I have helped associations with monthly/quarterly/and annual dues set it up and it does work.

Michelle L. Long CPA

In his posting of Tue, 22 Jan 2008, QBConsultant writes

Thanks for your help. I have obviously not really understood this procedure correctly and I wonder if you can guide me more slowly please!

I should just mention that we have several options that members can elect to pay for along with their annual sub which may complicate the procedure, except that it is to be expected that each member will purchase the same each year.

I understand the principle of having a memorised invoice or sales receipt, but what I do not understand is how this makes it possible for each member to be set up so that on a predetermined date they are sent an e-mail reminder that their payment is due. I have been using the sales receipt form rather than the invoice to acknowledge receipt of payments but this may not be the correct way

I am using QB 2006 and the e-mail facility works well with my e-mail client which is the little known Turnpike application.

Many thanks for taking the time to help.

Laura's last reply in the other thread explained the process well!

If you have been creating an invoice and then a sales receipt, then you are not doing it correctly. If you create an invoice, the next step is to 'receive payments' and then make deposits.

Michelle L. Long, CPA, MBA

In his posting of Wed, 23 Jan 2008, QBConsultant writes snip

Thanks Michelle for that. Just to clarify, we have had previously a voluntary method of sustaining the operation financially. The members paid what they felt like contributing as and when and I issued a sales receipt by e-mail when payment was received by cheque, Paypay or bank transfer. We sorted this out last year by bringing in a fixed annual membership payment where they could purchase the basic membership and add-ons if the so desired. All the existing members paid up on a certain date so their renewals are very easy of course!

New members have their membership run from the day they join and I want to get these onto an automatic reminder/invoice system....not a sales receipts. Hope this explains more clearly where I am coming from and where I want to end up

Many thanks

Create the invoice and mark it to be emailed (bottom, lower left corner) (make sure when you set the customer up to enter their email address). Then open the invoice again and memorize it to occur annually and have it remind you. On that day one year from now, you'll get a message that you have a memorized transaction, do you want to enter it now. You say yes and then it will open Outlook and email the invoice.

Try it out in a sample file and you'll see how it works. Lots of clubs, home owners associations, etc. use this method with hundreds of invoices and it works great!

Michelle L. Long, CPA, MBA