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Subject Author Date
Annual automatic generation of payment reminders Richard 01-21-2008
Posted by Richard on January 21, 2008, 2:55 pm
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 Guys, My apologies for reposting this under a more appropriate thread
title but I hope this may catch the attention of someone why may be able
to help me.

I run an Internet based group which charges members a small annual
membership fee. Members join at any date they wish and their annual
fee becomes payable each year on the anniversary of their joining date.
What I am hoping to do is to set up a system whereby on the date their
annual fee is due, a payment reminder is generated and sent to them by
e-mail. I wonder how others running clubs etc. in QB handle this.

Very many thanks.
--
Richard


Posted by QBConsultant on January 22, 2008, 10:33 am
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 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
www.mlongconsulting.com
Author of: Successful QuickBooks Consulting
(www.SuccessfulQuickBooksConsulting.com)



Posted by Richard on January 22, 2008, 7:47 pm
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In his posting of Tue, 22 Jan 2008, QBConsultant writes
>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

Hello Michelle

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<G>

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.
--
Richard



Posted by QBConsultant on January 23, 2008, 9:34 am
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> In his posting of Tue, 22 Jan 2008, QBConsultant writes
>
> >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. =A0Go 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. =A0It does take time
> >initially to set it up, but then it works very well. =A0I have helped
> >associations with monthly/quarterly/and annual dues set it up and it
>
> Hello Michelle
>
> Thanks for your help. =A0 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. =A0 =A0I have been using the=

> sales receipt form rather than the invoice to acknowledge receipt of
> payments but this may not be the correct way<G>
>
> 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.
> --
> Richard

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
www.MLongConsulting.com
Author of: Successful QuickBooks Consulting: The Complete Guide to
Starting and Growing a QuickBooks Consulting Business
( www.SuccessfulQuickBooksConsulting.com) or (www.amazon.com)
Advanced Certified QuickBooks ProAdvisor
Member of Intuit's Certified Trainer Network

Posted by Richard on January 23, 2008, 6:39 pm
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In his posting of Wed, 23 Jan 2008, QBConsultant writes
snip

>>  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<G>
>>
>> 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.
>> --
>> Richard
>
>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.

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<G>

Many thanks
--
Richard



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