Create, Modify, And Print Checks In QuickBooks Desktop

Checks work as written orders for a bank which is used to pay a particular amount from the drawer’s account. Checks are considered good as cash.

In this article will help you to:

  • Write a check
  • Delete or void a check
  • Print checks
  • Memorize a check
  • Print the check register
  • Create a user role (to write checks without seeing confidential information)
  • Common issues and unexpected results

How To Write A Check

Regular checks

Normally, you utilize regular checks in QuickBooks to pay for fixed asset, inventory and non-inventory part, service, other charges and any tracked expenses. This form can also be used to put money into a petty cash account or pay credit card dues. You have to go to the Banking menu and click on Write Checks to write the checks.

  • Bank Account: The Account from where the money will be taken.
  • Ending Balance: Mentioned bank account’s balance on the date of writing the check.
  • Pay to the Order of: The payee name or the person for whom the check was issued.
  • : The number assigned in QuickBooks depends on the Check number preference that you’ve set.
  • Date: Provide the date when the check was issued.
  • Amount: Validate the amount in numbers. After the Pay to the order section, the Dollar amount in words will be shown.
  • Address: Payee address gets automatically shown from the payee name setup.
  • Memo: You can leave this section blank as it is generally used for unofficial not for additional details such as the account information, the period and about the payment..
  • Print Later or Pay Online: Mark the box next to the Print Later if you want to print the check after some time or you can also check the Pay Online box if you want to process an online payment.
  • Expenses or Items tab
    • Go to the Expense tab to mention the shipping charges, liability and other expenses not related to any item in QuickBooks.
    • Go to the Item tab to select the appropriate item
  • Click on Save & Close.

Other Check Forms

  • Bill Payment Check: This Check gets generated after selecting the Pay Bills option in QuickBooks.
  • Sales Tax Checks: These checks are created to pay your sales tax liabilities.
  • Paychecks: These checks are issued to an employee in payment of salary or wages.
  • Payroll Liability Checks: These checks are created to pay or remit payroll taxes you received from employees. These checks also include 401(k) contributions, Health Insurance contributions, Union dues and Garnishment for child support.

Delete Or Void A Check

Before you go onto the steps, you must understand the difference between deleting and voiding a check. The difference between deleting or voiding a check are as given below:

  • Voiding a check modifies the amount of a check to $0.00. VOID gets added in the Memo field. You are allowed to re-enter any voided check. You can do it if you want to maintain a record of the check in QuickBooks.
  • Deleting a check completely deletes the record of the transaction from QuickBooks. You will never be able to retrieve these checks but you are allowed to re-enter a deleted check.

Void A Written Check

  • Go to the Banking menu and then click on Use Register from the drop-down.
  • Now, select the account you used to write the check.
  • Select the check from the Bank Register
  • Go to Edit menu and select Void Check.
  • Click on Record.

Void A Blank Check

  • Make a check with $0.00 amount.
  • Provide a payee name, and in the Expenses section, mention an account.
  • Go to the Edit menu and then select Void Check

Delete A Check

  • Go to the Banking menu and click on Use Register.
  • Select the account that you used to write the check.
  • Click on the check from the Bank Register.
  • Go to the Edit menu and click on Delete Check.
  • Click on Record.

Print Checks

  • Open the Write Checks window and select the Print icon and then select:
    • Check: After you choose this option then you will be asked to provide a Printed Check Number.
    • Batch: If you want to print multiple checks that you marked for Print Later. You will be redirected to Select Checks to Print window when you select this option. You need to mark the check/s that you want to print and then select
  • From the Print Checks window:
    • Click on the Printer name and Printer type.
    • From the Check Style area, select if you need to print the check as Voucher, Standard or Wallet.
    • If your company name and address is already mentioned on your pre-printed checks then you need to uncheck the Print company name and address
    • Ensure all other settings are right.
  • Click on Print.

QuickBooks currently don’t allow you to print Magnetic Ink Character Resolution (MICR) fonts on checks. However, if you want to do so then you can go to the Intuit marketplace to get a third party application process that can print MICR font.

Memorize a check

In order to get in-depth steps to memorize checks, you can visit Create A Recurring Credit Card Payment.

Print The Check Register

  • Go to the Edit menu and then select Use Register.
  • Select the account from the drop-down and then click on OK.
  • From the top of the register, click on the Print icon
  • Provide the date range you want to print.

Note: You can print the split detail by placing a check mark in the Print splits details box.

  • Click on OK and then select Print.

Create A User Role To Write Checks Without Seeing Confidential Information

QuickBooks Desktop needs the users to have access to a bank account while setting up users in a role to write checks. If you are a QuickBooks Enterprise user then you may not want a user to access your sensitive or confidential transactions in the bank register like payroll, create a bank sub account. It allows you to set a limit for the users to write check or view the bank accounts.

  • Create a sub account of the main checking account.
    • Go to Lists > Chats of Accounts
    • Right-click on the Chart of Accounts window and click on New.
    • Click on Bank for the Account type and then click on Continue.
    • Enter A/P Check Register or anything that differentiate it from other bank accounts.
    • Mark the Sub account of and then click on the account where the funds will be drawn in transactions.
    • Click on Save & Close.
  • Create a user role.
    • Login to QuickBooks with administrator rights.
    • Go to Company > Users > Set up Users and Roles.
    • Go to the Role List
    • Create a new role, or duplicate one similar to the access required for the user.
    • Modify the role. To do so, follow the below mentioned steps:
      • Tap on the + in front of Banking.
      • Provide Full access to Create Checks.
    • Under the Banking area, tap on the + sign which can be found in front of Bank Registers.
    • Click on + icon next to the main checking account.
    • Select the sub account that you’ve just created and provide the access to View and Print.
    • Keep on modifying the role for access to other duties as needed.

You can reverse this method to maintain the payroll and other confidential transactions in a sub account accessible only to users who requires the access to the details. The particular users can be provided access to the primary account for multiple activities.

Common Issues And Unexpected Results

Check Number Is Always The Same

You may face some issues while writing a check but the check number remain same even after saving a check number a different number. This issue may be occurring due to the damaged queue because the next check number gets stored in the Check Number Queue. You can perform the below mentioned steps in order to resolve the issues.

  • You may have damaged QuickBooks company files so we recommend you to Resolve data damage on your company file.
  • Re-write a check. If the number is still showing the same number then you need to save the check with the correct number.

Class Field Missing From The Check Register Or Write Checks Window

You may have noticed that the option to include class information is missing from the check register or Write Checks window. Source classes are not there for the Checks and Deposits. By clicking on the Splits button from the check register window, you can add target classes.

If the class field, Restore, or Record buttons are not there on the register then you need close out of the window and open it again along with pressing and holding the Shift key. If you still face the issue then we recommend you to check your font DPI settings and screen resolution to make sure that they have appropriate settings to display QuickBooks properly.

  • Class tracking should be enabled. To do so, follow the below steps
    • From the main menu, go to Edit > Preferences.
    • Click on the Accounting
    • Go to the Company Preferences
    • Mark the Use class tracking
    • Click on OK to save and close the Preferences.
  • Click on Splits button from the Register window and it will insert the option to add a Class.
  • If you’re not using the recommended Windows default font:
    • Go to the Display settings of the Window and switch the display settings to Smaller – 100% (default).
    • From the QuickBooks main menu, go to Banking > Write Checks (and/or Vendors > Enter Bills).
    • In a blank transaction, go to the Items and Expenses tabs and set the columns to be very narrow.
    • Click on Save & Close.
    • Go to the Display settings of the Window again and switch the display settings to Medium – 125%.
    • Go back to QuickBooks and readjust the check and bill entry form columns as required.

Follow The Steps Carefully or Contact Our ProAdvisors

Contact Us For QuickBooks Technical Support

The provided methods will not only create, modify and print checks but you will also be able to resolve common issues and unexpected results while creating, modifying and printing the checks in QuickBooks Desktop. However, if you are still not able to do so or you are facing some issues while trying to do so then you can get in touch with us at our toll-free QuickBooks Support Phone Number +1800-567-0425 and get instant support for your QuickBooks issues.

Create, Modify, And Print Checks In QuickBooks Desktop: [Simple Steps To Do So]

Leave a Reply

Your email address will not be published. Required fields are marked *

Call Us: +1800-567-0425