How to Write Checks in QuickBooks 2010 - dummies

How to Write Checks in QuickBooks 2010

QuickBooks 2010 includes a command and a window specifically for the purpose of recording and possibly printing checks. You can write checks within QuickBooks, recording the withdrawal information in the appropriate account.

1Choose Banking→Write Checks.

QuickBooks displays the Write Checks window.

2From the Bank Account drop-down list, select an account.

Choose the correct account on which you want to write a check.

3In the No. field, 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.

4In the Date field, 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.

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

5In the Pay to the Order Of field, identify the individual or business that you're 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 field. If you’ve previously paid the payee, click the arrow button at the right end of the Pay to the Order of field and select a payee from the drop-down list that appears.

6Click the $ field and type the check amount.

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

7(Optional) Enter or edit an address in the Address block.

If you want, you can use the address block to provide the payee’s address. QuickBooks writes the payee name on the first line of the address block when you fill in the Pay to the Order Of field. You can add the other lines to the address block manually. Note, though, that if you’ve previously entered an address for a payee (such as when you last recorded a check to the payee), QuickBooks reuses this address information for subsequent checks.

8(Optional) Provide a memo description in the Memo field.

If you’re going to print the check, for example, you can use the Memo field to identify your account number or the invoice number that the check pays.

9(Optional) Select the Online Payment check box.

Selecting this check box tells QuickBooks to later transmit this check information to your bank along with instructions that the bank make the payment.

10If the check pays for a particular expense or purchases a particular asset, click the Expenses tab, if it's not already visible.

The Write Checks window may have opened with the Expenses tab already displayed.

11Enter the appropriate account in the Account column and the amount of the expense or purchase in the Amount column.

This basic information explains why you’re writing the check and where the money is coming from.

12(Optional) In the Memo column, provide a memo description of that line of expense detail.

Include some clarification about the purchase or expense, if you want.

13(Optional) Use the Customer:Job column and the Class column to further describe and categorize the line of account detail information.

If you 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.

14Click 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.

15Identify 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.

16In the Qty, Cost, and Amount columns, describe the number of items and the total cost of the items purchased.

Like with the Expenses tab, QuickBooks gives you the option of further classifying an item by using the Customer:Job, Billing, and Class columns.

17If you don't want to print the check right now, 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.

18If 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.

The Print menu appears.

If you want to print just this check, click the Print button.

19Select the Print Batch command.

The Select Checks to Print dialog box opens.

20Select the checks that you want to print.

Click to select them.

21In the First Check Number text box, enter the number of the first check form to use for printing, then click OK.

QuickBooks displays the Print Checks dialog box.

22In the Check Style area, select the radio button for 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.

23Click the Print button.

You can also print check forms in a batch by choosing File→Print Forms→Checks. QuickBooks displays the Select Checks to Print dialog box. Identify which checks you want to print, click OK, and use the Print Checks dialog box to finish printing your checks.