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Write a check (to print)

You can write a check for:

  • Any expense that you track through expense accounts.

  • The following types of items: fixed asset, non-inventory part, service, and other charge.

  • Putting money into your petty cash account.

  • Inventory part items (if you use the inventory/purchase order feature).

You can also use the Write Checks window to send a payment online.

When NOT to use the Write Checks window

Do not use the Write Checks window for any of the following:

To do this task

  1. Go to the Banking menu and click Write Checks. Shortcut

  2. Click the Bank Account drop-down arrow and select your checking account.

    If you haven't yet added your bank account to QuickBooks, click in the list to create it.

  3. Click the Pay to the Order of drop-down arrow and select the payee or enter a new name.

    When you add a new name "on the fly", choose one of two setup options:

    Quick Add

    Adds just the name to the list. You must add the details later in the appropriate list.

    Set Up

    Allows you to enter additional information (such as a phone number, fax number, and alternate contact) to the list you choose.

    • What if an open purchase order exists for this vendor?

      If an open purchase order exists for this vendor, you are prompted to receive against it.

      To do this task

      1. Click Yes to receive against one or more purchase orders.

      2. Click each purchase order that contains items you've received and are being billed for.

      3. Click OK.

      All item information (quantity received, and so on) can be edited.

    • What if time data exists for this payee?

      If this payee is a subcontractor, owner, or partner, QuickBooks prompts you to pay for the time worked if there is time data for the person in the following situations:

      You have not previously paid this person for time worked, and there is time data within the last 12 months.

      or

      There is time data dated on or after the first day after the ending date of the last payment to this person for time worked.

      To specify a time period so QuickBooks can prefill the Items tab of the check with time data, click Yes at the prompt. If you don't want this check to pay for time based on the time data, click No at the prompt.

      If you answer No and then change your mind, you can specify a time period by clicking Time on the Items tab of the Write Checks window.

  4. Enter the amount of the check in the $ field.

    If you leave this field blank, the amounts you enter in the detail area of the check will automatically be totaled and displayed here.

    What if an amount is already filled in?

    If you're creating a new transaction and find that the Amount field is already filled in, it means you have a preference set to pre-fill this information based on the previous transaction of the same type for the same person.

    You can control whether or not this information is pre-filled with the Automatically recall information general preferences.

    If an amount is pre-filled, you can always fill in a different amount.

    See also

  5. Complete the Address and Memo fields as needed.

    • Address: If you have already entered the payee's address in one of your lists of names, QuickBooks fills in the address for you.

    • Memo: Enter any note or message that you want to print on the check.

    If you set up a vendor, customer, other name, or employee to include an account number, QuickBooks automatically displays the number here when you write a check to the payee for whom you've specified an account number.

    If you're the QuickBooks Administrator, you can set a checking preference to automatically display the payee account number in the memo field.

    Positions the text cursor so that the name of the payee is the first item that you enter when you write a check, enter a bill, or enter a credit card charge.

    For

    The cursor starts in the

    Checks

    Payee field

    Bills

    Vendor field

    Credit card charges

    "Purchased from" field

    When this preference is turned off, the cursor starts in the Bank Account field when you write checks and in the Credit Card field when you enter credit card charges. For bills, if you have more than one accounts payable account, the cursor starts in the A/P Account field; otherwise, it starts in the Vendor field.

    Where to find this preference.

    To do this task

    1. Go to the Edit menu and click Preferences.

    2. In the Preferences window, click Checking in the list on the left.

  6. (If you're going to print this check at a later time) Click the To be printed checkbox.

  7. (If you need to edit items displayed from a purchase order) Click the Items tab, then in the detail area, enter the purchased item and associate it with the appropriate customer job.

    What if the item I'm purchasing is a fixed asset?

    1. In the Items column, choose and fill out the information.

      Important: Do not select a similar item and edit it. Each fixed asset must be unique so you can track it for tax purposes.

    2. Repeat these steps to enter more fixed asset items.

  8. (If you need to enter new items) Click the Items tab, then in the detail area, enter the new items.

    1. In the Items column, choose the appropriate item from the drop-down list.

      You can also enter the item name directly into the Item column. If the item is not on your list, QuickBooks asks you to set it up.

    2. In the Qty column, enter the quantity.

    3. (If unit of measure is turned on and set to Multiple U/M Per Item) Do one of the following:

      • Leave the default unit of measure.

      • Click the U/M drop-down arrow and then click Convert to have QuickBooks calculate the current quantity of the item in the new unit of measure.

        For example, if you originally have 6 feet and want to change the unit of measure to yards, the converted quantity becomes 2 yards. The rate or amount stays the same.

      • Click the U/M drop-down arrow and then click Change to change the rate or amount but keep the same unit quantity.

        For example, if you change the unit from 1 box to 1 case, there will be more units in the case than there were in the box, which results in a higher rate or amount.

      • Click and then fill out the information in the New Unit of Measure window.

    4. If necessary, edit the rate (cost) of the item.

    5. If you track expenses by customer and job, fill in the Customer:Job column.

    6. If you filled in the Customer:Job column and this expense is not billable to the customer, clear the checkmark in the Billable column; otherwise, leave the checkmark to allow the expense to be passed along to the customer on the invoice.

      Note: The Billable column is not available on a purchase order.

    7. If you are using the class tracking feature, fill in the Class column.

    8. Repeat these steps to enter more items.

  9. To enter shipping charges, taxes, and other expenses not associated with any one item, click the Expenses tab. In the detail area, enter each charge and associate it with its correct expense account.

  10. Save the check.

See also

KB ID# H_CHECK_WRITE
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