You can write a check for:
Any expense that you track through expense
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 pay bills you have already entered in the Enter Bills window, use the
Pay Bills window.
To pay employees, use the Enter Payroll Information window.
If you're using payroll schedules, create paychecks using a payroll schedule. If you're not using payroll schedules,
create paychecks using Unscheduled Payroll.
To pay payroll taxes and liabilities, use the
Pay Liabilities window.
To pay sales tax, use the Pay Sales Tax window.
To pay for received items that include bills (if you
use the appropriate procedure to
To do this task
Go to the Banking menu and click Write Checks.
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.
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
Adds just the name to the list. You must add the details later in the
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.
Click Yes to receive against one or more purchase orders.
Click each purchase order that contains
items you've received and are being billed for.
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
You have not previously paid this person for time worked, and there is time
data within the last 12 months.
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.
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.
What if an account is already filled in?
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
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
The cursor starts in the
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
Where to find this preference.
Go to the Edit menu and click Preferences.
In the Preferences window, click Checking in the list on the left.
(If you're going to print this check at a later time) Click the To be printed checkbox.
(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.
the item I'm purchasing is a fixed asset?
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.
Repeat these steps to enter more fixed asset items.
(If you need to enter new items) Click the Items tab, then in the detail area, enter the new items.
In the Items column, choose the appropriate item from the drop-down
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.
In the Qty column, enter the quantity.
(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
Click and then fill out the information in the New Unit of Measure window.
If necessary, edit the rate (cost) of the item.
If you track expenses by customer and job, fill in the Customer:Job
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.
If you are using the class tracking feature, fill in the Class column.
Repeat these steps to enter more items.
To enter shipping charges, taxes, and other expenses not associated with any
one item, click the Expenses tab. In the detail area,
charge and associate it with its correct expense account.
Save the check.
information for this check
Make your payments online
Set the cursor to start in the Payee