I am the treasurer of a non-profit organization that takes member
payments out of their checking accounts each month. I have Quickbooks
Non Profit Premier 2004 and am considering upgrading to '06. The folks
at Intuit say that I can now do this, but I'm wary:
I want to automate the transaction for receipt of these payments in
I need to affect cash, income and the customer account. I could never
do this with a journal entry because I couldn't affect all three. Now
Intuit says that with the new feature of importing from Excel, I can do
this. Anyone try this or have ideas about how to do this? I've been
inputting 120 payments every month by hand.
Thanks for your help,
The ability to memorize a group of sales receipts and have them post on a
monthly basis is not a new feature. What does importing from Excel have to
do with this? You are not giving us enough imformation.
Sorry, I've been trying to memorize sales receipts for a long time and
Intuit has consistently told me it can't be done. I thought that the
upgrade would finally help me accomplish this.
So my problem is that I have sales receipts (120 of them) each month
and want to automate this. When you take in money on a sales receipt,
of course, it affects the customer balance, the income account tied to
the item sold and the bank balance. Is there a way to do this?
Thanks so much. I hope this clarifies things.
There must be something else you are not telling us.
- I've been able to memorize sales receipts since at least QB 2001.
What happens when YOU try? Any error message?
"Intuit" told you it can't be done? What, you phoned and asked? Did
they tell you **why**?
- Sales receipts do **NOT** affect a customer balance.
Nope, you haven't clarified anything.
Perhaps I'm not using the correct terminology. Forgive me.
I create an invoice for each member. I take payments on these invoices
from each member monthly. I want to memorize this so that I don't have
to enter those who have money debited directly from their accounts each
month. I want the cash to show up in my bank (so that I can do a
Banking Make Deposits); I want the customer balance to be reduced by
the amount of the payment. I want the income account that it's all
tied to to reflect this income.
I'm actually accepting Customer payments. This is what I want to
memorize. When I try to memorize this, there is no menu selection
available. So I thought I could do this with a journal entry, but of
course you can only affect two of the three areas I mentioned with
that. So that option is out. I contacted Intuit several times and
they said no, can't do it.
Now the folks at Intuit are telling me I can create a spreadsheet with
all of the fields I want to affect and import it. They seem to think I
can do this now.
Customer payments cannot be memorized because one of the primary
purposes of this transaction is to apply payment to one or more
specific invoices. You can't memorize the payment because the
invoices don't exist yet.
I have no experience with importing, so I can't comment on that
But why not use Sales Receipts instead of Invoices for your
direct-deposit members? Sales Receipts **CAN** be memorized. Sales
Receipts are recorded in Income and can either be posted directly to
your bank or can be posted to Undeposited Funds whence you can make a
deposit. Sales Receipts do not affect the Customer's account
(Accounts Receivable) - the account is neither increased by the sale,
nor decreased by the payment - and therefore are not included in
Customer Statements, but they are included in various reports (Quick
Report, Sales reports, etc.).
Allan disagrees with me about Sales Receipts affecting the Customer's
account. It should be simple enough for you to experiment with one
Sales Receipt to determine which of us is correct - if HE is correct,
then Sales Receipts should be exactly what you need; if I am correct,
you may still be able to use them anyway.
I think so.
You have a non-profit organization and you invoice each customer
periodically (annually?) for amounts that are due monthly (dues?).
For members who send in their payments, you use the 'Receive Payments'
window to individually apply the checks/CC payments etc. to the previously
generated invoice, and to deposit the money into your bank account.
You have around 120 members who have authorized you to take payments
directly from their accounts. You want to automate the process of receiving
You wanted to automate using memorized j/e entries, and in my opinion, that
will be the easiest/best option for you. I don't understand why the Intuit
rep you spoke to said it could not be done, or why you didn't think you
would be able to accomplish this. You stated "I want the cash to show up in
my bank (so that I can do a Banking Make Deposits); I want the customer
balance to be reduced by the amount of the payment. I want the income
account that it's all tied to to reflect this income."
For each of your automatic payment customers, create a j/e that debits
Accounts Receivable for the amount (inserting the customer name in the Name
field), and credits the bank account (or undeposited funds, if you will be
using the Make Deposits window).
A/R, customer balance, and bank balance will all be correct. As for the
income account, that account was (or should have been!) affected at the time
you created the invoice.
What you will *NOT* accomplish in this manner is APPLYING the payment to the
previously generated invoice. There is an option within QB for automatically
applying payments to open invoices. "From the Edit menu, choose Preferences,
and then select the Sales & Customers icon. Click the Company Preferences
tab." If the majority of your customers are expected to make partial
payments on a single invoice, you might want to leave this option checked.
"Automatically apply payment" will not change the behaviour of the
Journal Entry -
So far as I know, the only way to apply payments to invoices is
through the "Receive Payment" transaction.
I said I have no experience with importing transactions, but I'll
nevertheless venture that I doubt that method will apply payments to
I was afraid it might be the case.
From looking at the sample IIF files for importing customer payments I would
be inclined to agree with you, as invoice number is not even a field in the
I would still be inclined to use memorized journal entries to record the
automatic payments, as the balances will all reflect accurately. There would
of course be a requirement to periodically open the Receive Payment window
for each of the automatic payees, and to apply the credits created by the
journal entries to the invoices.
The payments come in after the invoicing. I invoice once for a large
balance and the customer is paying it off monthly. So shouldn't the
customer balance be reducing?
What is the process for memorizing these customer payments if I don't
see it on the menu?
There is no indication that the OP did not understand those differences. Her
original post was titled 'recurring customer payments' and included the
statement "I want to automate the transaction for receipt of these payments
It was Allan who responded "The ability to memorize a group of sales
receipts and have them post on a monthly basis is not a new feature", and
you really should not fault Karen for assuming Allan was using a different
nomenclature for what she had actually asked for in her original post. Her
reply to Allan was that she had been "trying to memorize sales receipts for
a long time and Intuit has consistently told me it can't be done"
When you jumped on that same bandwagon, she realized you BOTH had
misinterpreted her original post, and clarified "I create an invoice for
each member. I take payments on these invoices from each member monthly. I
want to memorize this so that I don't have to enter those who have money
debited directly from their accounts each month." IMO Karen could not have
been more clear!
Sales receipts WILL NOT WORK for her situation.
Her organization invoices for amounts that are due in monthly increments
Replacing those invoices with sales receipts for the automatic payment
customers is a break from her organization's procedures. The customer
balances will no longer show the amount still due. The A/R will no longer
reflect the total amount of memberships coming in.
While there are certainly good, compelling reasons to assign income as it
falls due, it is evidentially NOT the procedure used by the non-profit in
You should also mention that changing methods would probably bring down the
wrath of god and each member in the organization would end up burning in
hell for all eternity.
Only complete idiots would entertain ever changing how things are done.
Stay the course, no matter what.
Lacking your clairvoyance, I missed the possible (probable?)
interpretation of Karen's third message that she invoices annually but
collects monthly. I also failed to read her mind to realize that she
only misused the term Sales Receipt in order to tease Allan and
confuse others who might try to help.
given that she's not satisfied with her current procedures, that she
is going to change them, I suggest that Sales Receipts may be worth
consideration. Neither memorized Journal Entries nor importing from
Excel is a perfect solution. Sales Receipts may not work as a simple
replacement for Invoices, but saving the effort of applying 120
payments each month may justify further procedural modifications.
I doubt we understand Karen's needs well enough to decide which is the
OK, Sales Receipts won't do that.
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