Personal Finance

wrk.per@gmail.com · Guest

Hi All-

I am working with Quickbooks Premier 2005. This is my situation: I
have lots of Memorized Transactions. To create an Invoice for a
customer, I go into the Memorized Transactions List and double-click on
the customer. A new Invoice pops open with some per-defined items
already filled in (the "Item", "Cost" and "Rate" headers are filled-in
-- but the "Quantity" header isn't filled in).

Now I have some data in an external database -- that has the Quantity
for all the items. I would like to know if there is any way to import
this external data into Quickbooks, so that, when I double-click on a
customer from the Memorized Transactions List, all the external data
will also be filled-in for all the customers. (example, the Quantity
of the items are filled-in for all the customers). Is this possible
with Quickbooks imports?

I searched the Web, looked in Quickbooks Help files, searched
Quickbooks Knowledge Base -- but couldn't find out how to do this via
..IIF files. [BTW, support or even details about the .IIF files seems
thin-stretched.] I also downloaded the SDK -- that didn't help much
either. Am I missing something fundamental here or is it that
Quickbooks can't do such a thing?

Can any of the third-party solutions do this?

Another solution to this problem would be to extract all the items from
the Memorized Transactions and each month re-import them along with the
data that changes. But even with this I was having difficulty -- I
wasn't able to select a customer and open their invoice and have all
the imported data right there -- I don't want to select the item from
the drop down list -- I want it automatically filled in, from the
imported data.

I got Quickbooks support -- they weren't of any help at all with this
problem.

Thanks for any help!

Karl Irvin · Guest

In QuickBooks there is no way to change the memorized transaction lists
other than at the user interface where you can call up the transaction, type
in the qty and re-memorize the transaction.

Do a lot of you customers receive an invoice with the same data on it (like
a monthly dues bill where most customers pay X)?

wrk.per@gmail.com · Guest

Yep -- all customers have a monthly charge that is fixed when they
first sign-up. For another charge, the rate is fixed, but the quantity
isn't -- the quantity is available in the database (external to
Quickbooks). Plus, at times, the customer can request a new item --
which also has a rate and quantity that needs to be added to the
invoice (which, again, is available in the database). I just looking
at a way to cut the re-entry of data into Quickbooks, by hand.

I might be able to extract the data from all the memorized transactions
list, delete the list in Quickbooks and re-supply them, every month,
back to Quickbooks (along with the "quantity" and other new data) --
but I can't seem to import data into Quickbooks so that the Invoices
are all filled-in, ready to be printed out -- I still have to go to the
invoice for each customer and select an item for a particular customer
from a drop-down menu. THe hand-editing simply takes too much time for
all the customers that I have...

Is there an easier way to do what I am trying to do?
Or is there another software that'll help me with these issues??

Thanks for your help.

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