How To Create, Modify, And Print Checks In QuickBooks Desktop

Check is the written order to a bank to pay a particular amount mentioned on it to the person who deposited the Check. It is equal to cash. Here we will discuss that how to create, modify, and print checks In QuickBooks Desktop.

How to write a check

Regular checks

In the QuickBooks Desktop, you can use the regular checks to pay for the fixed asset, Inventory, and non-inventory part, service, other charges, and any expense you want to track. You can use this check to credit money into your cash account or you can pay your credit card bills. If you want to write a check then you need to go to the banking menu and select Write Checks.

  1. Bank Account: You have to mention the account number from where the amount will be taken.
  2. Ending Balance: You have to check the ending balance of the given bank account as the current date of writing the checks.
  3. Pay to the Order of: On the check, you should mention the Payee Name.
  4. Check Number: There is a check number assigned as per your preferences in QuickBooks.
  5. Date: You should mention the current date when you issue the check.
  6. Amount: You have to enter the amount in numbers. In Pay to order field will automatically be filled with the dollar amount in words.
  7. Address: Payee address will be automatically entered from the payee name setup.
  8. Memo: You can leave this box blank but it is mostly used as an unofficial note for additional details such as account information, the period, and the payment reason, etc.
  9. Print Later or Pay Online: if you want to print the check after some time then you have to make a tick mark in the option Print Later or If you want to process the online payment then you have to tick on the option Pay Online.
  10.  Expenses or Item Tab: 
  • You can use the Expanse tab to enter shipping charges, liability, and other expenses not associated with any item in QuickBooks.
  • If you want to choose a similar item then you can use the Item tab from the list.
  1. Now you can choose the Save option and Close it.

Other Check forms

Bill Payment Check: The bill payment check will be generated when you will select the pay Bills in QuickBooks Desktop.

Sales Tax Checks: The checks will be created to pay your sales tax liabilities.

Paycheck: This type of check issue to the employees in payment of salary or wages.

Payroll Liability Checks: The Payroll Liability Check will be created to pay or remit payroll taxes that you withheld from the employee or what your company has as a result of your payroll. It includes 401(K) contributions, Health Insurance contributions, Union dues, and Garnishment for child support.

Delete or void a check

You need to make sure before starting that you should know the difference between deleting and viding a check.

  • Voiding the check changes the amount of a check to $0.00. VOID can be added to the Memo field. You can re-fill a voided check. If you want to save a record of the check-in QuickBooks then you should do it.
  • The process of deleting a check will remove the record of the transaction from QuickBooks. You will not be able to restore it but you can re-enter the deleted check.

How to Void a written check

  1. First, you need to select the Banking menu and then choose Use Register.
  2. From the drop-down, then you have to choose the account you want to use to write the check.
  3. Then from the Bank Register option, you need to choose the check.
  4. Now you have to select the QuickBooks Edit menu and then select Void Check.
  5. Then select the record.

How to Void a blank check

  1. First, you need to create a $0.00 check.
  2. Then you have to enter the payee name and then assign an account in the Expences section.
  3. Then select the Edit menu and then Void Check.

How to Delete a check in QuickBooks

  1. First, you have to select the Use Register option from the Banking menu.
  2. Then from the list, you have to select the account you need to use to write the check.
  3. Then from the bank Register, you need to select the check.
  4. Now you have to select the QuickBooks Edit menu and then select the Delete Check.
  5. Then Select the Record.

How to print checks in QuickBooks Desktop

  1. You need to select the Print icon for the Write Checks window and then select:
  • Check- If you want to print a single check, and choose this option then you will be getting access to enter a Printed Check number.
  • Batch- If you want to print multiple checks that you have merked to print later and choose this option then you get access to the Select Checks to Print window. And then make a tick mark on the check that you want to print and then select OK.
  1. On the Print Checks window:
  • You need to select the Printer name and then the Printer type. 
  • Then from the Check Style option, you need to select if you want to print the check as a Voucher, Standard, or Wallet.
  • If your company name and address are mentioned on your pre-printed checks then you should uncheck the checkbox Print company name and address.
  • Then you need to make sure that all the other settings are correct.
  1. And then to print checks in QuickBooks Desktop you need to press on the Print.

You will get the secure checks guaranteed to be compatible with QuickBooks.

Currently, you will not get the feature to print in Magnetic Ink Character Resolution font on checks in QuickBooks. You can the Intuit marketplace for another software that is designed for the print MICR font.

How to Memorize a check

  1. From the check window, you need to select Memorize ( or press Ctrl+M)
  2. Then you need to choose the option Reminder.
  3. From the How Often option, you need to select the frequency like monthly, weekly, daily, etc.
  4. Then from the Next Date option, you need to select the next payment date.
  5. From the Number Remaining option, you have to enter the number of payments that you want to enter.
  6. Then from the “Days In Advanced To Enter” option, you have to enter how many days prior you want to record the transaction or remind you to enter. Then you need to select 0 if you want to post it on the day you want.
  7. Here you need to select OK to Memorize the Transaction. It will bring you back to the “Write Checks” window.
  8. If the check is on Autopay setting then you have to uncheck the Print Later.
  9. It is an option that for auto-pay you need to check the number to Autopayment or Epay.
  10. Then you can select Save and Close.

Print the check register

  1. First, you go to the Edit menu and then select Use Register.
  2. Then select the account from the list and then select OK.
  3. Now you have to select the Print button from the top of the register.
  4. Here you can Enter the date range that you want to print.

Note: To print the split detail you need to put a tick mark in the box of Print splits detail.

  1. Then select OK and then press on Print.

Creating a user role to write checks without seeing confidential information

When you write and print checks in QuickBooks Desktop then you will require access to the bank account. If you are using QuickBooks Desktop Enterprise and you would not like to share your confidential transactions in the bank register like payroll then you need to create a sub-account. It will provide limited access to your bank account so that you can create a check from there.

  1. You need to create a sub-account of the main checking account.
  • First, you need to go to the List menu and then select Chart of Accounts.
    From the Chart of the Account window, you need to right-click anywhere and then select New.
  • Then for the Account type you need to select Bank then Continue.
  • From the Account name option, you have entered the A/P Check Register or anything that fetches it from other bank accounts.
  • Then you have to put a tick mark in the subaccount of the box then you need to select the account where you need to credit the amount.
  • Then select Save & Close
  1. Steps to Create a user role.
  • First, you need to sign in as the Quickbooks Admin.
  • Then you have to select the Company menu and then select users and then Set up Users and Roles.
  • You have to create a new role or duplicate one that similar to the access needed by the user.
  • Then you need to Modify the role:
  • You need to select the + icon in the front of banking.
  • You need to allow the access to Create Checks.
  • Then from the Banking area, You need to select the + sign in front of the bank Register.
  • Now you need to select add next to the main checking account.
  • Then you have to highlight the newly created sub-account and then allow View and Print access.
  • Then you have to continue to modify the role to get access to other duties as needed.

This is the method that reserved to keep the payroll or other confidential and sensitive transactions in a sub-account accessible only to users who require access to the information. Some particular users will have the access to the primary account for various register activities and not be able to see the sensitive transactions from the sub-account.

Resolve the common issues and unexpected results

The check number is always the same

Whenever you create a check the check number shows the same as every time after saving a check with a different number. The new check number is saved in the Check Number Queue however it is possible that the queue is damaged and you need to get it to repair before print checks in QuickBooks Desktop. Then you need to follow the below solutions to resolve the issue:

  • You need to resolve the damaged data in your company file.
  • Then you need to write a check again and if the number still showing wrong then save the check with the correct number.

If the Class field missing from the check register or Write Checks Window

If you are facing issues like while opening the check register or Write Checks window and the class information is not visible. Checks and Deposits don’t have the source classes. When you want then you can add the target classes by using the Splits button from the bottom left of the check register window.

If you will open the register and the class option, Restore or Record buttons are missing, close out of the window and then you need to reopen with the Shift Key. When there is an issue to fix the problem then you have to check your DPI setting and screen resolution to make sure that they are optimized to display QuickBooks Properly.

  1. You need to make sure clas tracking is enabled.
  • Go to the Edit menu, then you need to select Preference.
  • Then you need to select the Accounting preference.
  • Now you need to choose the Company Preference option.
  • Then you have to choose the Use class tracking checkbox.
  • Now press OK to close the Preference.
  1. Here you need to open the Register and then select the Splits button in the button from the left corner.
  2. It will provide the additional option to add a Class.
  3. If you will note use the suggested windows default font:
  • You have to switch the display setting to smaller -100% (default) in Windows.
  • Then you need to go to the Banking option in QuickBooks and the Write Checks.
  • From the blank translation under the Item and Expenses tabs, you need to adjust the columns to be very narrow.
  • Then you need to Save and Close it.
  • In Windows, you need to switch the display setting to medium-125%
  • In QuickBooks, You need to readjust the check and bill entry from columns as needed.

Winding Up!!

Hope you would like this article how to create, modify, and print checks in QuickBooks Desktop. So read it thoroughly to understand the given points and take advantages of it.



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