How to Write a Check with QuickBooks 2011 - dummies

How to Write a Check with QuickBooks 2011

By Stephen L. Nelson

Obviously, any business writes checks — to pay bills and to pay employees. QuickBooks 2011 includes a command and a window specifically for the purpose of recording and possibly printing checks. To record or print checks, choose Banking→Write Checks. When QuickBooks displays the Write Checks window, take the following steps to write a check:

1Use the Bank Account drop-down list to select the correct account on which to write a check.

QuickBooks keeps track of that account’s ending balance to the right of this menu.

2Use 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, select the To Be Printed check box, which appears in roughly the middle of the Write Checks window.

3Use the Date field to record the date that the check is written or will be written.

You can click the small calendar button to select a date from a pop-up calendar if you don’t want to type it out.

4Use the Pay to the Order Of field to identify the individual or business that you are paying with the check.

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 and select a payee from this list.

5Move 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.

6(Optional) Provide an address and/or a memo description.

You need to record the address only if you’re either going to print the check and the address will show through the address window or creating an online payment.

7(Optional) Select the Online Payment check box.

If you’ve told your bank that you want to do the online banking thing and have followed its instructions for setup, you can select the Online Payment check box.

8Distribute the check amount to the appropriate expense or asset accounts.

If a check pays for several different types of expenses, the Expenses tab should show several different lines.

9Describe the items that the check purchases.

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.

10To print a check, click the Print button.

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.

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

If you don’t want to save the check, click the Clear button.