How to Assign a Check to Accounts or Items in QuickBooks Online

By Elaine Marmel

When you write a check in QuickBooks Online (QBO), you need to assign the expense for which you’re writing the check to either an account or an item, and you can assign one check to both accounts and items. Follow these steps to enter and print a check:

  1. On the Expense Transactions page, click the Create New button.

  2. From the list that appears, click Check.

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    QBO displays the Check window shown. The window is divided into several sections:

    • The Header section: Displays the balance in the selected checking account, the selected payee and the payee’s mailing address, the payment date, the check amount and number, and the option to print the check later.

    • The Account Details section: You use this when the expense is not related to an item you’ve defined.

    • The Item Details section: You use this when you’re writing a check to pay for a product or service you purchased.

      You typically write a check using either the Account Details section or the Item Details section, but not both. However, you can use both sections. If you won’t be using a section, you can hide it by clicking the downward-pointing arrow beside the section name.

    • The Footer section: Contains the check total, the Memo box, and the box you use to attach an electronic document to the check.

    QBO displays the balance in the currently selected bank account.

  3. Choose a payee and an account from which to make the payment.

    Along with the payee’s address information, QBO displays information from previously entered transactions unless you haven’t entered any transactions for that payee yet, or you have disabled the setting to display previously entered transaction information in Company Settings.

    If a pane appears on the right side, it displays transactions you might want to link to the check you’re writing. On the other hand, if the check you’re writing has nothing to do with any transaction that appears in the pane, just ignore the pane.

  4. Double-check the payment Date, and Check Number, and make an appropriate selection in the Print Later check box.

  5. Assign part or all of the check to an expense account or an item using the Account Details section or the Item Details section. To assign a portion to an expense account:

    If you intend to assign the check to only expense accounts or only items, you can hide the section of the Check transaction window that you will not use. Click the downward-pointing arrow beside the section title.

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    1. Click in the Account column and select an appropriate expense account for the check you are recording.

      You can type characters that appear in the account name and QBO will help you find the account.

    2. In the Description column, type a description of the expense you’re paying.

    3. In the Amount column, supply the amount of the check that you want to apply to the selected account.

    4. If you incurred the expense on behalf of a customer and you want to bill the customer for the expense, check the Billable box — and, if appropriate, the Tax box — and select the customer’s name in the Customer column.

    5. Repeat substeps 1 to 4 to add more lines to the check.

  6. To assign part or all of the check to items or services you have defined, use the Item Details section:

    1. Click in the Product/Service column and select an appropriate item for the check you are recording.

      You can type characters in the Product/Service column and QBO will help you find the account.

    2. Optionally, edit the Description column for the selected item.

    3. Use the Qty, Rate, and Amount columns to supply the quantity of the selected item you are purchasing, the rate you’re paying for each item, and the amount you’re paying.

      When you supply any two of the Qty, Rate, and Amount values, QuickBooks calculates the third value.

    4. If you purchased the item on behalf of a customer and you want to bill the customer for the item, check the Billable box — and, if appropriate, the Tax box — and select the customer’s name in the Customer column.

    5. Repeat substeps 1 to 4 to add more items to the check.

  7. You can scroll down in the Check window, type a message to the payee, and attach an electronic document (such as the payee’s invoice) to the check.

    To attach an electronic document to the check, click in the Attachments box and navigate to the document or drag and drop the electronic copy into the Attachments box.

  8. At the bottom of the window, you can

    • Cancel your action or clear the window and start again.

    • Click Print Check to print the check.

    • Click Make Recurring to set up the check as a recurring payment you intend to make on a schedule you specify.

    • Click More to see additional actions, such as voiding the check.

    • Click Save and New to save the check and redisplay the Check window so that you can write another check.