Writing Checks in Sage Desktop Version

Writing checks in the Sage 50 Desktop Accounting version (formerly known as Peachtree Accounting) involves a few steps, but it is relatively simple once you get the hang of it. Below are step by step instructions on how to write checks in Sage 50 Desktop.  For steps are based on Sage Accounting Online,   go here.

Step 1: Open Sage 50 Desktop
– Launch Sage 50 on your computer.
– Login to your company file by entering your username and password if prompted.
Step 2: Navigate to the “Banking” Menu
– On the top menu bar, click on “Banking.”
– This will open the banking options where you can manage your payments and check writing.
Step 3: Select “Write Checks”
– From the Banking menu, click on “Write Checks”.
– This will open the “Write Checks” window where you can begin entering your check details.
Step 4: Choose the Bank Account
– In the Bank Account drop-down menu, select the bank account from which you are writing the check.
Step 5: Enter the Check Details
In the check-writing window, you’ll need to fill in the details. Here’s what you should enter:
– Payee: Enter the name of the person or company you are paying.
–  If the payee is already in your list of suppliers or contacts, you can search for and select them. If not, you can create a new contact by entering their information.
– Date: Enter the date of the check.
–  The system will typically auto-fill this field with the current date, but you can adjust it if needed.
– Check Number: If the system generates check numbers, it will auto-fill the next available number. Otherwise, you can manually enter the check number.
– Amount: Enter the total amount of the check (both numeric and written format, depending on how your checks are formatted).
– Account: Select the expense or account for the payment.
– Memo/Description (Optional) : You can add any notes regarding the check. This can be helpful for your reference.
– Attach Invoice (Optional): If you’re paying an invoice, you can attach the invoice to the check for easier tracking.
– You can upload the invoice by clicking on the “Attach” button, if available.
Step 6: Allocate the Check Amount (If Applicable)
If the check is for multiple expenses or accounts, you can allocate the check amount across different categories. Here’s how:
– In the “Amount” column, divide the amount of the check across different accounts.
– Add more lines by clicking on the “Add” button in the lower-left corner to allocate the check to various expense accounts.
– For example, if the check amount is $500, you can allocate $300 to one account (e.g., “Office Supplies”) and $200 to another account (e.g., “Utilities”).
Step 7: Attach a Check (Optional)
– If you want to attach supporting documents (like an invoice) for the check, you can use the Attach button.
– Browse and select the document you wish to attach, then save it.
Step 8: Review the Check Details
– Double-check all the information you’ve entered for accuracy:
–  Ensure the payee, check number, date, amount, and account are correct.
–  Verify that the total check amount matches the sum of the line items if you’re allocating it to multiple accounts.
Step 9: Save the Check
Once you’ve confirmed all the details, click the Save & Close button if you’re finished, or click Save & New if you want to write another check.
–  Save & Close will record the check and close the screen.
–  Save & New will save the check and open a new window to write another check.
Step 10: Print the Check (Optional). If you want to print the check:
– After saving the check, a pop-up window will appear asking if you want to print the check.
– Click Yes to print the check.
– Select your printer and ensure you have check paper loaded correctly.
– Click Print to send the check to the printer.
Step 11: Record the Check (Optional). After printing the check, make sure it is recorded in the bank register:
– Open the bank account register (under the Banking menu) to confirm the check is recorded and the balance is updated.
– If the check is manually written and you just need to record it in Sage, ensure that the transaction appears in your bank register.

If Sage has skipped a check number, you may need to manually adjust the number when entering it.  If the payee doesn’t show up, make sure you have created the payee in your contact list or add them manually during check entry.  If your check needs to be divided among several accounts, use the “Split” function and make sure the total amount matches the check amount.