Auto sending invoices ..QB reg 2006

Posted by Richard on December 18, 2008, 4:54 pm

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Guys

In January this year I asked for some assistance with regard generating
automatically invoices when a member's annual fee fell due. Laura very
kindly took me through the correct procedure for this.

Following this I set up a memorised invoice for every member in the
expectation that on the anniversary of their due date QB would generate
an invoice and send it to them without any intervention from me. That's
what computers are for <BG>

Well for some reason, probably me, it is not happening! Just to run
through the settings I have been using. After filling out an invoice
and selecting memorise transaction, I select standing order, and
annually and entered the date the invoice should be dated (one year
ahead)

What happened when the first member's annual payment was due was an
automatic entry of the amount due in the accounts receivable register if
I remember correctly.

Many thanks for any help

Regards

Richard
--
Richard

Posted by Laura on December 18, 2008, 9:04 pm

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Hi Richard,

Welcome back.

In your memorized transaction list do the invoices show the correct date in
the "next date" column? That would be the first thing to check to make sure
that the auto generating part of the memorized transactions was set up
correctly.

Also, the memorized transactions will be automatically posted but there is
nothing in QB that will automatically send them to your customers. You need
to e-mail them manually.

> Guys

> In January this year I asked for some assistance with regard generating

> automatically invoices when a member's annual fee fell due. Laura very

> kindly took me through the correct procedure for this.

> Following this I set up a memorised invoice for every member in the

> expectation that on the anniversary of their due date QB would generate an

> invoice and send it to them without any intervention from me. That's what

> computers are for <BG>

> Well for some reason, probably me, it is not happening! Just to run

> through the settings I have been using. After filling out an invoice

> and selecting memorise transaction, I select standing order, and annually

> and entered the date the invoice should be dated (one year ahead)

> What happened when the first member's annual payment was due was an

> automatic entry of the amount due in the accounts receivable register if I

> remember correctly.

> Many thanks for any help

> Regards

> Richard

> --

> Richard

Posted by Richard on December 19, 2008, 4:36 am

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In his posting of Fri, 19 Dec 2008, Laura writes

>Hi Richard,

>Welcome back.

Thanks Laura<G>

>In your memorized transaction list do the invoices show the correct

>date in the "next date" column? That would be the first thing to check

>to make sure that the auto generating part of the memorized

>transactions was set up correctly.

Yes in every case.

>Also, the memorized transactions will be automatically posted but there

>is nothing in QB that will automatically send them to your customers.

Please excuse my ignorance but what actually do you mean by posted?

> You need to e-mail them manually.

Oh, I thought that memorising was that on the anniversary of the
original invoice this would be automatically sent to the member,
followed by their payment being received and then me entering the
payment in the Customers/ receive payment screen and then setting the
memorised transaction for one year ahead with any increase in the annual
fee that will become due. So what is the point of this memorising stuff?
Seems I have totally misunderstood.

Looking forward to the light being turned on<BG>

Cheers

Richard

snip
--
Richard

Posted by Haskel LaPort on December 19, 2008, 10:10 am

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> In his posting of Fri, 19 Dec 2008, Laura writes

>>Hi Richard,

>>Welcome back.

> Thanks Laura<G>

>>In your memorized transaction list do the invoices show the correct date

>>in the "next date" column? That would be the first thing to check to make

>>sure that the auto generating part of the memorized transactions was set

>>up correctly.

> Yes in every case.

>>Also, the memorized transactions will be automatically posted but there is

>>nothing in QB that will automatically send them to your customers.

> Please excuse my ignorance but what actually do you mean by posted?

>> You need to e-mail them manually.

> Oh, I thought that memorising was that on the anniversary of the original

> invoice this would be automatically sent to the member, followed by their

> payment being received and then me entering the payment in the Customers/

> receive payment screen and then setting the memorised transaction for one

> year ahead with any increase in the annual fee that will become due. So

> what is the point of this memorising stuff? Seems I have totally

> misunderstood.

> Looking forward to the light being turned on<BG>

You set up an invoice for automatic posting only in situations where you do
not need to send the customer a printed or e-mailed invoice. If sending an
invoice is required or desired then select the remind me check box when
setting up the memorized transaction so the program prompts you when it is
time to generate a new invoice. Memorizing stuff saves time and helps assure
that all invoices are created when needed.

> Cheers

> Richard

> snip

> --

> Richard

Posted by Richard on December 19, 2008, 3:38 pm

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Snip
In his posting of Fri, 19 Dec 2008, Haskel LaPort writes

>You set up an invoice for automatic posting only in situations where

>you do not need to send the customer a printed or e-mailed invoice. If

>sending an invoice is required or desired then select the remind me

>check box when setting up the memorized transaction so the program

>prompts you when it is time to generate a new invoice. Memorizing stuff

>saves time and helps assure that all invoices are created when needed.

Thanks for stepping in. I have now set up a test with the settings you
suggest and I will see what happens tomorrow when it should trigger.

My hope was that I could set things so that as the anniversary of the
memorised invoice was reached QB would automatically generate another
invoice the same and e-mail it out.

From what you and Laura are saying this just is not possible. Are there
any add-ons or work-arounds that will enable me to do this. I really do
want/need to stream-line this procedure as we will have hundreds of
members to service in time.

Cheers

Richard
--
Richard