Create Recurring Member Invoices

Noting special needs of our chambers, ChamberMaster has created a unique feature on the Recurring Invoices tab in the QuickBooks module. Using the selections found here creates recurring membership invoices in QuickBooks where they are included in the member’s account along with all other invoices. These same invoices may also be viewed on the members Account tab in ChamberMaster.

Figure 7-1 QuickBooks menu selections

When selecting the Recurring Invoices tab, a default renewal month is selected based on the current system date. Member Renewal Month, along with all other Invoice Options may be modified as desired. The screen will refresh automatically.

1.	Click QuickBooks in the left-hand menu bar.

2.	Click the Recurring Invoices tab.

3.	A default renewal month is selected based on the current system date. Make desired modifications to Invoice Options. See Figure 7-2. The screen will automatically refresh as needed.

Available selections in the Invoice Template, AR Account, Payment Terms, Customer Message, and Sales Tax drop-down arrows come directly from QuickBooks. To add or remove these selections, see your QuickBooks documentation.

To set defaults for the Invoice Options selections, select QuickBooks Connection Settings from the Setup module.

Figure 7-2 Invoice Options

4. Preview the list of invoices and click to clear the check box in front of any invoice(s) that you do NOT wish to create. See Figure 7-3. You may also choose to print a list of invoices by clicking Print List or you may save and download the list of invoices to a file by clicking Download List. See Figure 7-4.

Figure 7-3 Invoices

If you are using QuickBooks 2006 or earlier, the invoice distribution method will be automatically set as “To be printed”, even though the Output column will not be displayed. This selection may be modified for each invoice after creation in QuickBooks.

Set a default Output method for each member by selecting the desired Invoice Action drop-down arrow on the member’s Account tab in the Members module.

5. Click Create Invoices Now.

Figure 7-4 Bottom of invoice list

6. Click Refresh every 5 seconds to automatically view on-going progress. See Figure 7-5.

Figure 7-5 Invoice creation progress

7. Click Finish.

Figure 7-6 Invoice creation complete

8. These invoices now exist in QuickBooks and are marked to be printed for those with QuickBooks 2006 or earlier. Users of QuickBooks 2007 or higher had the opportunity to select the desired invoice distribution method in step 4. You may view, print and distribute them in QuickBooks according to standard QuickBooks procedures.

In many versions of QuickBooks you may print the batch of invoices by clicking Invoices. Then click the Print drop-down arrow .
Click Print Batch . . .
Click OK. Those queued to print are invoices that were marked as “To be Printed.”