How to Write a Check in QuickBooks Desktop

QuickBoooks gives you the ability to record and print checks directly from QuickBooks, In this article, we will go through the steps to write a check in QuickBooks Desktop. If you are using the online version of QuickBooks, refer to the article here.

1 Open QuickBooks:
– Launch your QuickBooks Desktop application and log in to your company file.

2 Go to the Write Checks Window:
– In the top menu bar, click on Banking.
– From the dropdown menu, select Write Checks.
– Select the Bank Account:

3 In the Write Checks window, choose the bank account from which you want to issue the
check. If you have multiple accounts, ensure you select the correct one (e.g., Checking,
Savings, etc.).

4 Enter the Check Date:
– The default date will be today’s date, but you can change it if needed. Just type the
correct date in the Date field.

5 Enter the Check Number:
– QuickBooks will automatically assign the next available check number in the Check
No. field. However, you can manually enter a check number if you’re using a
preprinted check stock or need to override the number.

6 Choose the Payee:
– In the Pay to the Order of field, type the name of the vendor, supplier, or individual
you are paying.
– If the payee already exists in your QuickBooks database (either as a vendor or a
customer), you can select them from the dropdown list.
– If the payee is new, you can click Add New to create a new vendor, customer, or other
type of payee.

7 Enter the Payment Amount:
– In the Amount field, type the total amount of the check (e.g., $150.00).

8 Select the Expense or Item Category:
– In the Expenses tab (located below the check details), enter the Account you are
paying from. This could be an expense account (e.g., Office Supplies, Utilities, etc.).
– If you’re paying for a product or service that should be tracked in inventory , you can
select the Item tab instead of Expenses and choose an appropriate item (e.g., an item
for inventory, sales, etc.).
– You may also assign class or location if you use QuickBooks’ class tracking.

9 Add Details and Allocate the Amount:
– After selecting the correct account or item, enter the amount to be paid from that
account/item.
– If you need to split the payment across multiple accounts or categories, you can add
additional lines by clicking Add New Line.

10 Attach Any Notes or Memo:
– In the Memo field, you can add a brief description of the payment. This field is
optional but useful for reference.

11 Select the Payment Method:
– If you are using a check as the payment method, you don’t need to make changes
here, but if you’re paying through credit card or cash, you can adjust the payment
method accordingly.

12 Print the Check (Optional):
– If you are ready to print the check, ensure you have a check template set up in
QuickBooks that matches your preprinted check stock.
– After filling in all the details, click Print in the lower left corner of the window.
– If you do not wish to print immediately, you can click Save & Close to save the check
or Save & New to enter another check.

13 Record the Check:
– Once you’ve entered all the information and made sure everything is correct, click
Save & Close to finalize the transaction and save it to your bank register.
– Alternatively, click Save & New to save the check and start writing another check.

By following these steps, you can easily and accurately write checks in QuickBooks