The Memorized Transaction List holds two kinds of entry:
- Memorized transactions: a form you have kept under a name, such as a monthly journal entry or a standard bill, to enter again by hand whenever you need it. You create these with the Memorize button on the form.
- Schedules: entries SeroBooks raises by itself on a timetable, such as the rent or the hydro, or that it reminds you about when they are due. You create these on this screen with New template.
Use memorized transactions for anything you enter often with the same accounts and lines. Use schedules for costs that repeat on a fixed day.
Opening it
- Lists ▸ Memorized Transaction List.
- Ctrl+T from anywhere in SeroBooks.
The screen is headed Recurring. The subtitle counts the entries and how many are due now.
Memorize a transaction
- Open the form you want to keep: a General Journal Entry, an invoice, an estimate, a bill, a purchase order, a cheque, a credit card charge or credit, a credit memo, a sales receipt or a deposit.
- Click Memorize. (On the Estimates list it is the bookmark icon, Memorize — keep it to enter again.)
- In Memorize Transaction, type a Name you will recognise in the list, or keep the one suggested.
- Click Memorize. SeroBooks confirms "[name]" is in the Memorized Transaction List.
A General Journal Entry, a sales receipt or a deposit can be memorized straight from what is on the screen, before you save it. The other forms must be saved first; otherwise the message is Save the form first, then memorize it. A sales receipt or deposit with no lines gives Add at least one line before memorizing.
What is kept:
- General Journal Entry: the memo, the Adjusting tick, the currency and rate, and every line's account, amount, memo, name, class and job. The Entry No. and the automatic reversal are not kept.
- Sales receipt and deposit: the form's fields and lines as they were on screen.
- Every other form: a link to the saved document. Using it copies that document as it is at the time you use it.
Use a memorized transaction
Double-click the entry in the list, or open its row menu and choose Use (enter it again). SeroBooks opens a new copy of the form, dated today, for you to change whatever differs and save. Nothing is posted until you save it.
- A memorized General Journal Entry opens a new Make General Journal Entries form with the same lines.
- A memorized invoice or estimate opens a new copy of it; a bill or purchase order opens in Enter Bills or Create Purchase Orders; a cheque or credit card charge opens in Write Cheques or Enter Credit Card Charges.
If the document a memorized form was taken from has since been deleted, SeroBooks says so, for example The document it was memorized from is gone. Delete the memorized entry and memorize a new one.
Memorized transactions never post on their own. Their Every and Next columns show a dash and their Mode reads Enter by hand.
Schedule a repeating expense
- Open the Memorized Transaction List and click New template.
- Fill in the New recurring expense dialog (fields below).
- Click Save. SeroBooks confirms Template saved.
Save does nothing until the entry has a name and an amount above zero.
| Field | What to enter / what it means |
|---|---|
| What is it? (e.g. Shop rent) | The name shown in the list. It is also added to each expense's note. |
| Amount each time | The amount of each expense. |
| Tax on this bill | Shown when your company has tax rates. Choose the rate that applies, or No tax. Without it the whole amount is recorded as cost and no tax is claimed back. |
| The amount above includes the tax | Shown once a tax is chosen, and ticked to start with. Ticked: the tax is taken out of the amount, so each expense totals what you typed. Unticked: the tax is added on top. |
| Every | How often: a number and days, weeks, months or years. For example 1 months, 2 weeks, 3 months. |
| Starting on | The date of the first expense. For monthly and yearly schedules, the day of the month is kept for every later one; when a month is too short (the 31st in February), the last day of that month is used. |
| Until stopped: add an end date | Click to add Ends on, the last date the schedule may run. The x beside it removes the end date again. |
| Stop after | Optional. The number of times the expense is raised before the schedule finishes. |
| Note (optional) | Added to each expense's note. |
| Create it automatically / Only remind me | The switch. Create it automatically: the expense is raised on schedule and posts to the books. Only remind me: nothing is raised; the entry shows as due and you raise it yourself. |
Each expense SeroBooks raises is dated the day it was due, is unpaid, carries the reference REC- followed by the date and a number, and posts to the books like an expense you entered by hand.
The list
Entries you have put in a group are listed first, under each group's name; the rest follow.
| Column | What it shows |
|---|---|
| Name | The entry's name. |
| Kind | For a memorized transaction, the form: General Journal, Invoice, Estimate, Bill, Purchase Order, Cheque, Credit Card Charge, Credit Card Credit, Credit Memo, Sales Receipt or Deposit. For a schedule: Expense, Journal or Invoice. |
| Every | How often a schedule runs, for example 1 months. |
| Next | The next date a schedule is due. When that date has arrived, it shows as a red Due [date]. |
| Last raised | The last date the schedule raised something. |
| Raised | How many times it has raised something. |
| Mode | Creates it, Reminds only or Enter by hand. |
| Status | Active, Paused, Finished (it reached its end date or its Stop after count) or Memorized. |
Double-clicking a schedule opens it for editing; double-clicking a memorized transaction uses it. Refresh reads the list again. When the list is empty it reads Nothing recurring yet — rent and hydro are the usual first two.
The row menu
Click the … button at the end of a row.
For a memorized transaction:
- Use (enter it again), Group… and Delete….
For a schedule:
| Item | What it does |
|---|---|
| Edit… | Opens the schedule to change it (see below). |
| Group… | Puts it in a group, or takes it out. |
| Pause / Resume | Pause stops the schedule (Paused.). Resume starts it again from today: any dates it slept through are passed over, and the message gives the next date (Active again — next on 2026-10-01.). |
| Raise it now | Raises the entry that is due now, dated its Next date rather than today, and moves the schedule on. SeroBooks confirms Raised REC-…. |
| Skip this one | Moves the schedule to the following date without raising anything (Skipped 2026-09-01 — next on 2026-10-01.). |
| Delete… | Removes the schedule. |
A Finished schedule offers only Edit…, Group… and Delete….
Edit a schedule
Edit… opens Edit "[name]" with the same fields as a new expense, except that Starting on becomes Next one on: the date it will next run. Click Save changes (Template updated.).
For Journal and Invoice schedules only the name and timing can be changed here; their lines stay as they are.
Editing a Finished schedule to a later end date, a higher Stop after, or no limit makes it active again.
Delete
Delete this template? explains that the schedule stops and that the documents it already raised stay where they are. Click Delete to go ahead, or Keep it. SeroBooks confirms Template deleted. The 4 document(s) it already raised are untouched. Deleting a memorized transaction removes it from the list and nothing else.
Groups
Group… opens Memorized group. Type a Group name or click an existing group's name, and click OK. Leave the name empty to take the entry out of its group.
Each group appears as a heading in the list with an Enter All button. Enter All raises every active schedule in the group now and opens each memorized transaction in the group for you to enter, then says how many were raised and how many were opened.
How schedules run
SeroBooks checks the schedules through the day. For each schedule set to Create it automatically whose Next date has arrived, it raises the entry and moves Next on. A few rules protect your books:
- Closed periods are never written into. A date on or before the closing date is skipped and the schedule moves past it. Raise it now on such a date is refused: That period is closed, so nothing can be written into 2026-03-01. Skip it, or reopen the period first.
- Catch-up is limited. If a schedule falls behind, at most three entries are raised in one go and the schedule then moves to the present. The dates passed over are not raised later; enter them by hand if they are owed.
- Reminders wait for you. A schedule set to Only remind me shows Due [date] and does nothing more until you use Raise it now or Skip this one.
- Schedules finish by themselves when they pass their Ends on date or reach their Stop after count.
Permissions
| Right (Recurring, in Roles and permissions) | Allows |
|---|---|
| Create Recurring Entry | New template and Memorize on any form. |
| Edit Recurring Entry | Edit…, Group…, Pause, Resume and Skip this one. |
| Raise One Now | Raise it now. |
| Delete Recurring Entry | Delete…. |
Using a memorized transaction opens an ordinary form, so saving it needs the same rights as entering that form by hand.
Tips
- Memorize month-end journal entries such as depreciation or a standard accrual, then use them each month and change only the amounts.
- Choose the tax rate on a recurring bill. Without it, the tax you pay is never claimed back on your return.
- Before you close a period, look for red Due entries set to Only remind me and raise or skip them.
Common problems
A monthly expense did not appear. Check the schedule's Status and Mode: a Paused or Reminds only schedule raises nothing by itself. Also check the closing date: dates in a closed period are skipped.
Some months are missing after a long gap. Only three entries are raised when a schedule catches up. Enter the missing ones by hand.
Save does nothing in New template. Enter a name and an amount above zero.
Use says the document is gone. The saved document the memorized form was taken from has been deleted. Delete the memorized entry and memorize the form again from another document.
Memorize is greyed out on a journal entry. The entry does not balance yet. Finish the lines first.