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What's important about the Write Checks window

Use the Write Checks window to record a check. You can also use this window to record other transactions that withdraw money from your bank account (for example, ATM withdrawals, electronic funds transfers, and debit card transactions).

Record a check

To do this task

  1. Click the Bank Account drop-down arrow and select the appropriate account.

  2. Edit the number and date fields, if necessary. If this isn't a check but some other type of transaction, in the number field enter EFT (electronic funds transfer), ATM, or debit card.

  3. Click the Pay to the Order of drop-down arrow and select a payee, or just click the field and enter a name.

  4. Enter the amount.

  5. (Optional) Enter a memo (this can help you during reconciliation and give the payee useful information).

  6. If this is an online payment, select the Online Payment checkbox.

  7. If you want to print the check later, select the To be printed checkbox.

  8. Categorize the purchase in the Expenses tab. Or use the Items tab if you're purchasing inventory or paying for job-related costs.

  9. Click Save & Close.

More information about this window

Print a check

Ending Balance

Displays the balance of your checking account. If the amount shown for the ending balance is negative, you don't have enough money in the account to cover the check.

To be Printed/No. to Print

A checkmark here indicates that you haven't printed this check. When you print the check, QuickBooks clears the checkmark.

To print only this check

  • Click the Print button.

To print all unprinted checks

  • Choose File > Print Forms > Checks.

No. To Print field

For unprinted checks, "To Print" appears in the number field. After you print a check, the check number used appears in this field. QuickBooks automatically increases the number of each new check by 1.

Date (online payment ramifications)

The date of the check. QuickBooks inserts today's date for you. You can enter a different date if necessary.

Online featureIf you signed up for Online Payment, QuickBooks automatically enters the earliest possible delivery date based on the lead time for that payee. You can change this date to a later date if it is within the next 12 months.

Online Payment

Select this checkbox when you want to pay the payee by using the online vendor payment service or (for Write Checks only) Direct Deposit. This checkbox is displayed only if you've set up online vendor payment or Direct Deposit for the selected account.

Online featureWhen you select the Online Payment checkbox, the Memo field has a different function depending on the window you're using.

  • If you're using the Write Checks window to make a Direct Deposit payment (the vendor has been set to use Direct Deposit), the Memo field functions in the same way that it does for printed checks.

  • If you're using the Write Checks window, the Memo field changes to the Transmit Memo checkbox. If you select this checkbox and enter a memo, your online payment will be mailed as a printed check. That check will include a voucher containing all the text that you enter in the field. Since the check isn't sent electronically, it may take up to 4 business days to be delivered.

  • If you are using the Bill Payments (Check) window, the Memo field doesn't change. However, the Account# field and the "Include reference no." checkbox are displayed.

    The Account# field is filled automatically from your online payee information and is automatically transmitted with the online payment. Select the "Include reference no." checkbox to include a voucher with the check. The voucher will include the text that you entered in the Memo field and a list of each bill paid with the date, reference number, and amount. The check isn't sent electronically, so it may take up to 4 business days to be delivered.

Print as

This field appears when your records contain two different forms of the payee's name. For names on your Vendor list, this happens when you fill in the "Print on check as" field when you set up the vendor.

For names on your Customers & Jobs, Employee, or Other Names lists, this happens when the first line of the payee's address is different than the payee's name on the list.

When you print the check, QuickBooks prints the name of the payee as shown in the "Print as" field.

Address (online payment ramifications)

The payee's address. If you have the payee's address in your QuickBooks records, QuickBooks fills in the address for you when you fill in the "Pay to the Order of" field. If you print the check, QuickBooks includes the address on the printed check.

Online featureIf you've signed up for Online Payment and want this payee to be an online payee, you must fill in the name, address, and account number fields. The "phone number" and "Print on Check As" fields are optional. However, the phone number helps if the financial institution has to call the payee if there's a problem delivering the payment.

Memo (online payment ramifications)

Memo (online payment ramifications)

Expenses and Items tabs

Expenses: This part of the form lets you track exactly what you spend your money on and whether a customer should reimburse any part of the purchase. You can distribute the amount to expense accounts, specific items you have purchased, or a mixture of both. You can also assign the expense to a class.

Items: This part of the form lets you enter the QuickBooks items you purchased, including fixed assets, and whether a customer should reimburse any part of this purchase. You can also assign the expense to a class.

To insert or a delete a line in the Expenses or Items tab, from the main QuickBooks menu choose Edit and then click either Insert Line or Delete Line.

Exchange Rate

Enter an exchange rate if the transaction's currency is foreign. QuickBooks uses the rate to convert foreign amounts into home currency amounts.
Note: The exchange rate field is grayed out and uses a value of 1 when only home currency accounts are used.

Clear Splits

Removes all the information entered in the Expenses or Items tabs.


Recalculates the amount of the check by adding the line item amounts in the detail area.



See also

11/18/2017 10:46:02 PM
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