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Banking: Writing a check

You can write checks in QuickBooks for a couple of reasons.

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Writing a check
  1. Choose Banking > Write Checks. How do I use this window?
  2. To write a new check, click the "New Check..." on the left panel or click the + at the bottom of the list. To edit a check, select a check in the list on the left panel. (If you don't see this list, click the Left View.)
    Left View
  3. Enter the information for the check, and click Save.

Note: You can also write a check using the Vendor Center and Transaction Center .

What's on a check?
  • Pay to the order of. Who are you paying? Choose the a name from the list or type the name in directly. If the name is not on any of your lists, QuickBooks asks you set up a record for the name. If you have a PO open for the vendor you select, QuickBooks asks you if you want to receive the items for the open POs.
  • Bank Account. The account you want to write the check from. This is most likely your checking account.
  • Date. QuickBooks automatically enters today's date, but you can change it.
  • $. Enter the amount of the check.
  • Address: If you have already entered the payee's address on one of your lists of names, QuickBooks fills in the address for you. If you're adding a new name, you'll need to enter the address yourself.
  • Memo: Enter any note or message you would like to print on the check.

If the check is for expenses you want to track through expense accounts:

In the Expenses pane, assign the expenses to one or more expense accounts. This works the same as it does for bills. (If you don't see the Expenses/Items panes, turn on the "Inventory and purchase orders are used" preferences in Inventory preferences .)

If the check is for an inventory part, non-inventory part, service, or other charge item:

At the bottom of the windows, click the Items pane. (If you don't see the Expenses/Items panes, turn on the "Inventory and purchase orders are used" preferences in Inventory preferences .) This works the same as it does for bills.

You have a PO You don't have a PO
  1. Click Select PO and select the PO that contains the items you're writing the check for and click OK.
  2. Make any necessary changes to the line items. If you didn't receive all the items on the purchase order, you can edit the quantity (or cost) of any item, or delete an item completely from the detail area of the charge.

Tip: If you make a mistake when you are editing the quantities, click Receive All to return all quantities to their original values.

  1. From the Item list, select the first item you are being billed for. You can also type the item name directly into the Item column.
  2. In the Qty column, enter the quantity you received.
  3. If necessary, edit the cost of the item.
  4. Repeat these steps for the other items you received.

Other things you should know about writing checks