Memorized transactions for journal entries

Memorized transactions are recurring transactions whose amounts and other details can vary from month to month. For example, you might set up a memorized transaction for payroll, which you plan to post to the Accounts Payable journal on a regular basis. With a memorized transaction, you enter a description for the transaction and other basic information, such as the accounts and dimensions to use, one time. Each time the transaction re-occurs, you can edit the transaction header and line items as needed before posting the transaction.

Add a memorized transaction

Memorized transactions are similar to regular journal transactions, except that you do not specify the transaction date or reverse date until you're ready to use them. At that time, you'll return to the Memorized Transactions list, select the memorized transactions you want to use, and either save them as a draft or post them.

1. Go to General Ledger > Setup > Journals.

2. Select Memorized transactions to display the transactions for the journal.
3. Select Add to add a new memorized transaction.

Enter general information about the transaction

The top portion of the Transaction tab is where you enter the description and other basic information about the transaction.

1. Enter a brief Description of the memorized transaction.

   The description is displayed on the Memorized Transactions list. A good description can help ensure proper use by other users.

2. Optionally, enter a Reference number by which you can reference this transaction.

3. Use the Attachment dropdown menu to store a digital version of a supporting document.

   • To add an attachment An attachment is a bundle of one or more supporting documents, such as spreadsheets, scanned images, or word processor documents., select the dropdown menu and then select Add.
   • You can then upload a scanned image, spreadsheet, or word processor document. Learn more about who can add attachments.

   You can drag and drop your files to add an attachment. To attach a document to multiple journal entries, see Bulk processing.

Optionally, select default information for all line items

In the Entries section, you can add values directly to each line item, or select Show defaults to define default values to autofill each line item. To set up a value as a default for each existing and new line item, select the dropdown beside the appropriate field and choose a value. You can override any default value on any line item.

Enter line items

1. Choose the account to which the entry applies.

   • Select in the Account field and use the dropdown list to choose an account
   • If the account does not exist, select Add in the dropdown menu.

2. Enter the amount to debit or credit.

   • In either Debit or Credit, enter the amount of the transaction. A single line can have a value in only 1 of these fields.
   • As you enter debits and credits, the transaction automatically enters net debit or credit amounts and keeps a running total in the Total boxes. This helps you enter large numbers of journal entry lines efficiently and helps ensure a balanced entry.

3. Optionally, choose how you want to allocate the line item.

   • If you previously chose a transaction allocation in Show defaults, the name of that allocation displays in the Allocation field.
   • To override the transaction allocation for this line item, select the Allocation field and then choose another allocation from the dropdown list.

4. To assign the item to a department or location, select the Department or Location down arrow, and then select the appropriate department or location.

   • If you enabled Validate journal entry balancing for the Department or Location dimension in Configure General Ledger, you must enter either the same location and department, or no location and department. This applies to both the debit and credit. For more information, go to Configure General Ledger.
   • If this is an inter-entity transaction—if you've selected a source, or paying entity—you must also select the target, or receiving entity. Use the Location dropdown to select the target entity for this line item. The target can be either the entity that you specify directly or the parent entity of the location that you specify. Sage Intacct automatically credits the journal of the target entity and automatically creates balancing entries in the respective journals of both the source and target entities.

5. Select other dimensions as needed, such as a customer, vendor, employee, or item.

   To save space, some dimensions might not appear as fields on the main page. Select a field and then select Show Details to see the full list.

   You can edit the layout of transaction pages to suit the needs of your company. This allows you to customize which fields appear on the page, and their order.

6. Optionally, enter a note in the Memo field regarding the reason for the transaction.

   • You can use up to 1,000 characters in a memo.
   • When you add a new journal entry line, Intacct copies the memo description from the previous line. However, you can overwrite this memo description.
7. To add another line item, select Add (circle) to the right of the line item.

Edit or view a memorized transaction

1. Go to General Ledger > Setup > Journals.

2. On the Journals page, select Memorized transactions for the journal that you want.
3. On the Memorized Transactions page, select Edit or View next to the transaction that you want.