Align Checks in QuickBooks Desktop

Aligning checks in QuickBooks Desktop involves adjusting the margins and settings to ensure that your printed checks align correctly with the pre-printed check stock. Proper alignment helps ensure that your checks print correctly, with the necessary information (like the payee, amount, and MICR line) in the right place.

Step 1: Open QuickBooks Desktop

1. Launch QuickBooks Desktop.
   • Double-click the QuickBooks icon on your desktop or from your Start menu.
2. Select Your Company.
   • If you have multiple companies, choose the company file you wish to work with.

Step 2: Go to the Check Printing Setup

1. Navigate to the “File” menu.
   • In the top-left corner of the window, click on File.
2. Select “Printer Setup”.
   • From the File menu, choose Printer Setup.
3. Choose Check Printing.
   • In the Printer Setup window, from the Form Name drop-down list, select Check. This will allow you to modify the settings related to check printing.

Step 3: Choose the Correct Printer and Paper Size

1. Select Printer:
   • From the Printer drop-down menu, choose the printer you will use for printing checks. Ensure you select the correct printer and make sure that it is connected and properly configured.
2. Choose the Paper Size:
   • Make sure that you select the correct paper size. Typically, check forms are printed on 8.5″ x 11″ (Letter-size paper). If you’re using a different paper size, like A4, choose that option instead.
3. Check Your Paper Type:
   • Ensure you’re using the right type of check paper (standard check stock or pre-printed checks). Pre-printed checks will have the bank information, check number, and other details printed on the form, while blank checks require more precise alignment.

Step 4: Adjust the Check Alignment

1. Click on the “Align” button.
   • After selecting the printer and paper size, click the Align button at the bottom of the Printer Setup window. This will open the Check Alignment window, where you can fine-tune the position of the printed text on your checks.
2. Print a Sample Check:
   • A test check will be printed, and you will need to review it for any misalignment. This printed test check is used to determine if the printed text lines up with your pre-printed checks.
3. Review the Printed Test Check:
   • Examine the test print and compare it to the physical check forms. Pay attention to the placement of the following:
     • Company Name and Address
     • Check Amount
     • Payee Name
     • Bank Information (MICR line, routing number, account number)
     • Check Number
     • Signature Line
4. Adjust Margins:
   • If any of the information is misaligned (e.g., the check amount is too far to the left or the payee name is not centered), you can adjust the margins.
   • To adjust the margins:
     • Use the Left Margin, Top Margin, Right Margin, and Bottom Margin settings.
     • Start by adjusting only one margin at a time (usually the Top Margin or Left Margin), and reprint the test check after each change.
5. Reprint the Test Check:
   • After adjusting the margins, print another test check to see if the alignment is fixed. If it’s still off, continue making adjustments as needed.

Step 5: Fine-Tune the Check Position

1. Adjust the Field Position:
   • If the text fields such as the payee or check amount are not aligned with the check form, you can fine-tune the positions using the Align Check button.
   • Use the arrows to adjust the placement of the information in each section of the check.
2. Print Another Test Check:
   • After adjusting, print another test check to verify the alignment of all elements on the check.

Step 6: Save Your Check Layout

1. Save Settings:
   • Once you’re satisfied with the alignment, click OK to save your settings.
   • Your check alignment preferences will now be saved for future printing.

Step 7: Final Check Printing

1. Print Actual Checks:
   • Now that you’ve aligned your checks, you can print actual checks. Go to File > Print Forms > Checks.
2. Select Checks to Print:
   • In the Print Checks window, select the checks you want to print and click OK.
3. Verify Alignment Again:
   • After printing, verify the printed checks to make sure the alignment is correct. If necessary, repeat the process and make any further adjustments.

Step 8: Re-Test After Printer or Paper Change

• If you change the printer or the type of check paper you’re using, you may need to repeat the alignment process to ensure that the printed checks match the desired layout.

Additional Tips:

• Use a Laser Printer: It’s highly recommended to use a laser printer for printing checks. Inkjet printers might not print well on check paper and could cause issues with MICR (Magnetic Ink Character Recognition) lines.
• Test Frequently: When adjusting margins, always print a test check after each adjustment. It’s common to need a few trial runs before the alignment is perfect.
• Custom Check Layout: If you’re using pre-printed checks that have unique features (e.g., additional logos or lines), you may need to adjust the margins even more precisely to fit your check paper.
• Use Compatible Check Stock: Ensure that your check stock is compatible with QuickBooks’ check layout (i.e., the format you choose in the Printer Setup should match the check paper type you’re using).

By following these steps, you should be able to properly align checks in QuickBooks Desktop. Proper alignment ensures that your printed checks look professional and match the layout of your pre-printed check stock. Keep in mind that printing checks may require a bit of trial and error, so don’t hesitate to reprint test checks until everything is lined up correctly.