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
Click the Bank Account drop-down arrow and select the appropriate account.
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.
Click the Pay to the Order of drop-down arrow and select a payee, or just click the field and enter a name.
Enter the amount.
(Optional) Enter a memo (this can help you during reconciliation and give the payee useful information).
If this is an online payment, select the Online Payment checkbox.
If you want to print the check later, select the To be printed checkbox.
Categorize the purchase in the Expenses tab. Or use the Items tab if you're purchasing inventory or paying for job-related costs.
Click Save & Close.
Print a check
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.
Click the Print button.
Choose File > Print Forms > Checks.
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.
If 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.
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
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.
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.
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.
If 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
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.
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.
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.
Writing checks to purchase
inventory or other items
to pay nonemployees for time worked
Paying 1099 vendors by direct deposit