Saved Payees (Memorized Transactions)
Payees let you quickly fill in a transaction in your register, including the categories, funds, and amounts you usually use for that payee.
For example, if you write a check for the same amount every month to a lawn service, you can save the lawn service as a Payee. When it's time to pay the bill, create a new transaction and select the payee from the Payee/Description list. ChurchTrac automatically fills in the other fields with the stored information for that payee.
You can also set up employee paychecks as Payees, including check amounts and withholding.
Selecting a Payee in a Transaction
In the New Transaction window, select the Payee/Description field. Start typing in the search box to find a saved payee, or scroll the list, then select the payee. The stored Transaction Type, Category, Fund, Amount, Note, Memo, and Tags fill in automatically.
You can change any of these for this one transaction before you save. Your saved payee won't change.
Adding a New Payee in a Transaction
You can add a new payee while entering a transaction. Select the Payee/Description field and type the new payee's name in the search box.
To include a mailing address, for example for printing checks, select Add address above the Payee/Description field and enter the address.
The Payees Screen
To manage all of your saved payees, select Setup on the Accounting screen's toolbar, then Payees.
Your payees are listed on the left. Use the Search box to quickly find one. Select a payee to see its details on the right.
Adding a Payee
Step 1: Select Add below your list of payees.
Step 2: Fill in the details you want to pre-fill each time this payee is selected:
- Transaction Type: for example, Expense / Charge.
- Payee/Description: the payee's name or a description of the transaction.
- Payee mailing address: the address to print on checks.
- Category, Fund, and Amount: the usual amount and where it goes. Select Add Line to split it across more Categories or Funds.
- Note, Memo, and Tags: optional details.
Editing a Payee
Select the payee in the list and change any of its details. Changes apply the next time you select this payee in a transaction. They don't change transactions you've already entered.
Removing a Payee
Select the payee, then select Remove this Payee. Transactions you've already entered for this payee stay in your register.
Payee Report and Export
Select Report to print a list of your payees, or select the download button to export them.
Automating a Payee
Want a payee added to your register on a schedule, like a monthly bill? Select Automate in the information box on the Payees screen to set up a recurring transaction.
Pro Tips
To make permanent changes to the Payee, you must make the changes on the Payee screen. A one-time change to the amount, category, etc. can be made on the account register.
Adding a Tag to the Payee is a way to categorize or catalog the transaction. This makes it easier to search past payments or group transactions for multiple Payees together.
Payees can be sorted in any order, by hovering over the up-down arrows and dragging them into whichever order you want them. We recommend sorting in the order of most-used to least used.