How to Record and Print Checks in QuickBooks 2012 - dummies

How to Record and Print Checks in QuickBooks 2012

By Stephen L. Nelson

Obviously, any business writes checks — to pay bills and to pay employees. QuickBooks 2012 includes a command and a window specifically for the purpose of recording and possibly printing checks.

1Choose the Banking→Write Checks command.

QuickBooks displays the Write Checks window.

2Use the Bank Account drop-down list.

Select the correct account on which to write a check.

3Use the No. (check number) field to identify the check number.

If you don’t know the check number yet because you haven’t printed the check, leave the No. field blank. Then select the To Be Printed check box, which appears in roughly the middle of the Write Checks window.

4Use the Date field to record the date that the check is written or will be written.

You can enter the check date in mm/dd/yyyy format. You can also enter dates as simply mmdd or m/dd, and QuickBooks transforms them to mm/dd/yyyy. Thus 3/17, 0317, and 03/17/2012 are all valid ways to enter the same date, if the current year is 2012.

Alternatively, you can click the small calendar button that appears to the right of the Date field. When you click the calendar button, QuickBooks displays a pop-up calendar. To select a day shown on the calendar, click the day.

5Use the Pay to the Order Of field to identify the individual or business that you are paying with the check.

If the check that you’re recording is the first check that you’ve ever made out to the payee, you must type the payee’s name in the Pay to the Order Of field. If you have previously paid the payee, you can click the arrow button at the right end of the Pay to the Order of field.

When you do, QuickBooks displays a list of previous payees. You can select a payee from this list by clicking the name.

6Move the selection cursor to the $ (or amount) field and type the check amount.

QuickBooks writes out the check amount on the line beneath the Pay to the Order Of field.

7Distribute the check amount to the appropriate expense or asset accounts.

If the check pays for a particular expense or purchases a particular asset, click the Expenses tab. Then use the lines or rows of the Expenses tab to identify the account and the amount that the check pays.

If you do categorize the expense as one incurred for a particular customer or job, you can use the Billable column (marked by an icon) to indicate whether this item should be later billed to the customer.

8Describe the items that the check purchases.

Here are the Items tab of the Write Checks window. You use the Items tab when you write a check to purchase items shown and described on your Item list.

To use the Items tab, identify the item being purchased by entering the item code or name into the Item column. Optionally, edit the item description shown in the Description column. Then use the Qty, Cost, and Amount columns to describe the number of items and the total cost of the items purchased.

9To print a check, click the Print button.

Alternatively, if you want to print checks in a batch, after you’ve recorded the very last check that you want to print, click the down arrow to the right of the Print button. When QuickBooks displays the Print menu, choose its Print Batch command. QuickBooks displays the Select Checks to Print dialog box.

10Select the checks that you want to print by clicking them.

Use the First Check Number box to identify the number of the first check form to use for printing. Then click OK. When QuickBooks displays the Print Checks dialog box, use the Check Style area to identify the type of check forms on which you’re printing. If you’re using standard or wallet-style checks, you also need to indicate the number of checks. Then click the Print button.

11After you describe the check and the reasons for writing the check, click either the Save & Close or the Save & New button.

The Save & Close button saves the check and also closes the Write Checks window. Click the Save & New button to save the check and then redisplay the Write Checks window so that you can record another check. If you don’t want to save the check, click the Clear button.