How to Print a Check with QuickBooks 2015

By Stephen L. Nelson

Check printing is kind of complicated, isn’t it? The folks designing QuickBooks try to make things as simple as possible for you. Soon enough, it will seem like a simple job…hopefully.

Printing a check as you write it

If you’re in the Write Checks window and you just finished filling out a check, you can print it. The only drawback is that you have to print checks one at a time with this method. Here’s how:

  1. Fill out your check.

    Yes, you should fill out the check before printing it. And make sure that the Print Later check box is selected.

  2. Click the Print button in the Write Checks window.

    You see the Print Check dialog box.

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  3. Enter a check number in the Printed Check Number text box and then click OK.

    After you click OK, you see the similarly named Print Checks dialog box. The settings that you see in this dialog box are the ones that you chose when you first told QuickBooks how to print checks. If you change the settings in the Print Checks dialog box, the changes affect only this particular check.

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  4. Either click Print, to accept the default settings, or make changes in the dialog box and then click Print.

    In the Printer Name field, specify which printer you want to print to. In the Check Style area, indicate whether you want to print a Voucher, Standard, or Wallet check.

    If you’re printing a partial page of forms on a laser printer, use the Partial Page tab to indicate both the number of check forms on the partial page and how you’ll feed them through your printer.

    If you want your company’s name and address to appear on the check, select the Print Company Name and Address check box on the Settings tab.

    After you click Print, QuickBooks prints the check, and you see the Print Checks – Confirmation dialog box.

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  5. If the check didn’t print correctly, click the check listed in the Print Checks – Confirmation dialog box to select it, and then click OK to return to the Write Checks window. Then click the Write Checks window Print button again, enter the new check number, and click Print again.

    QuickBooks doesn’t automatically keep track of incorrectly printed check forms, so you have to. If you botch a check form, be sure to write VOID in large letters and permanent ink across the face of the check. Then file the check away for your reference. Don’t throw away the check!

  6. If your check looks good, click OK.

    You return to the Write Checks window. Don’t forget to sign the check.

Printing checks by the bushel

What if you write a mess of checks and then decide to print them? That’s how the process is done usually. Here’s how to print a bushel of checks:

  1. Go into the register and make sure that the checks that you want to print are marked To Print.

    The quickest way to get into the register is to choose Banking→Use Register. If you have more than one bank account, select the Checking Account register that you want to open and then click OK.

    Do the checks that you want to print have To Print in the Number line? If not, tab to the Number line, press T, and then click the Record button. QuickBooks automatically fills the Number field with To Print and then moves on.

  2. Choose File→Print Forms→Checks.

    You see the Select Checks to Print dialog box, in which you select the checks to print.

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  3. Click the check marks next to the checks that you don’t want to print and then click OK.

    All the checks are selected at first. Click the check marks next to the checks that you don’t want to print so that QuickBooks removes the check marks.

    When only the checks that you want to print have check marks, click OK to continue with this crazy little thing called check printing. QuickBooks displays the Print Checks dialog box.

  4. Either click Print to accept the default settings, or make changes in the dialog box and then click Print.

    You can change the settings in this dialog box if you want them to be different. Any changes that you make for a particular batch of checks don’t affect the default settings.

    In the Check Style box, indicate whether you want to print Voucher, Standard, or Wallet checks. If you’re printing a partial page of checks, enter the number of checks on the first page in the Number of Checks on First Page text box.

    If you want your company’s name and address to appear on the checks, select the Print Company Name and Address check box on the Settings tab.

    Change the default value in the Number of Copies text box to print more than a single copy of the check.

    QuickBooks prints the checks, and then you see the Print Checks – Confirmation dialog box.

  5. Review the checks that QuickBooks printed; then do one of the following:

    • If QuickBooks printed the checks correctly, answer the Did Check(s) Print OK? question by clicking OK.

    • If QuickBooks didn’t print a check correctly, type the number of the first incorrectly printed check in the text box and then click OK. In this case, repeat the steps for check printing. Note, though, that you need to reprint only the first bad check and the checks that follow it.

    If the numbers of the checks that you need to reprint aren’t sequential, make it easy on yourself. Click OK to clear the list of checks to be printed, go into the register, click the Number line of the checks that you need to print, and then press T. Then choose File→Print Forms→Checks, as in Step 2, and continue from there.

  6. Sign the printed checks.