Memorized transactions are like templates that you create so that you can use them later to speed up and simplify the entering of new transactions. Memorized transactions are available for:
- Quotes
- Sales Invoices
- Purchase Orders
- Payments
- General Journal Entries
I don’t know why they left out sales orders and purchase invoices. If you think they should be added, you can go to https://sagecity.na.sage.com/support_communities/sage50_accounting_us/i and make a suggestion. If enough people ask for it, Sage might listen.
There two ways to create a memorized transaction. I’ll use a sales invoice as an example.
- Go to the Maintain menu and choose Memorized Transactions -> Sales Invoices. You will get a screen that looks almost identical to the invoicing screen. But the first field is Transaction ID. This is like all other IDs in Sage 50/Peachtree. The ID is required and must be unique so that it can identify this memorized invoice in the list. Next enter a brief description of this invoice. Then fill in the rest of the fields like you would for a real invoice. Normally you would only fill in the parts that you expect to stay the same when you use this to create a real invoice. If you have a customer that routinely purchases the same thing, you could fill in a complete invoice. But if you have a group of items that are commonly sold together to many different customers, you could enter the items but leave the Customer ID blank. When you are done, click the save button. This does not post an invoice. It just saves your work to the memorized transaction list.
- The alternate method of creating a memorized invoice is to start in the Sales/Invoicing screen. Fill out all or part of the invoice. Click on the small down arrow at the right edge of the Copy button. Then choose Memorize for future use. (If memorizing a payment, click the down arrow next the Save button, then click the Memorize button.) You will jump to an already completed Memorized Invoice window where you can assign a transaction ID and description. You can also edit it before saving if you need to. This method would be common if you are already entering an invoice when you realize you may want to issue the same or similar invoice again. After you save and close the Memorized Invoice window, you will still need to save you actual invoice, just like you normally would.
Now that you know how to create a memorized invoice, let’s talk about how to use one to create an actual invoice.
In the Sales/Invoicing window, click the down arrow at the right edge of the List button and click the Select button. You will be given a list of transaction IDs and description. Just select the one you want and click OK. Everything that was on the memorized invoice will be placed on your new invoice. You can now edit, save, or print the invoice just like you could if it had been hand entered. Saving your invoice does not affect the memorized transaction.
If you ever need to change the memorized transaction, you can edit it in Maintain – Memorized Transactions.
Below is a video I recorded in 2010 (which is why it still refers to Peachtree Accounting) demonstrating memorized transactions. Other than the name change everything is still the same.
