How to Write and Print Checks in QuickBooks Desktop?

How to Print Checks in QuickBooks?

Unable to Print checks in QuickBooks according to your needs or preferences?

If yes, this blog is for you, so stay tuned until you find the right solution.

QuickBooks is a robust accounting software introduced by Intuit for all small or mid-sized businesses. It allows you to keep track of income, expenses, and accounts receivable and payable, as well as enables you to monitor overall accounting activity.

QuickBooks is a versatile software that allows you to print checks directly from the software.

In addition to it, the users can pay vendors, employees, or other general expenses and print a single check or multiple checks based on their requirements.

QuickBooks offers two ways to manage your bills and bill payments: Write Checks and Enter Bills.

Write Checks

“Write Checks” is the most convenient way to Register Payments. It must be used when you want to pay bills, when you receive them, or when no bill is accepted.

Enter Bills

“Enter Bills” is a recommended way to include bills in QuickBooks used to record transactions that are to be paid at a future date, including expenses incurred, materials purchased, or services provided by a vendor. This way, you can keep track of all your accounts payables and know what or when a bill needs to be paid.

Why Do You Need to Print Checks in QuickBooks?

QuickBooks Desktop comes with various features that streamline your check printing process.

It enables you to:

• Print one check at a time or multiple checks in one single batch.
• Save a check to print later.
• Print different kinds of checks.

After printing checks directly from QuickBooks Desktop, the payee details are completed automatically from your vendor contact information. The amount is also finalized for the bills that have already been registered. You can pay multiple bills at once with the same check.

Step-by-Step Guide to Print Checks in QuickBooks Desktop!

Below are the methods you need to implement for printing checks in QuickBooks Desktop; let’s get started.

Here’s How to Write & Print Checks When Bills are Received in QuickBooks Desktop

Method 1: Setup Your Printer

Before Printing your checks, ensure your printer is properly set up in the QuickBooks Desktop.

To set up your printer, do the following:

1. First of all, choose Printer Setup under the File menu.
2. Now, click the Check/PayCheck from the Form Name drop-down list.
3. Select Voucher for the check style.
4. After this, press Align, click on Print, change the horizontal and vertical settings, then hit the OK tab.
5. Opt for Print Sample.
6. At last, select Align once again and print another sample if you need to make additional modifications.

Method 2: Proceed to Write Checks

1. At the top of your dashboard, choose Banking from the main menu bar.
2. Next, click on Write Checks under the drop-down list.
3. Also, you can select Write Checks in the Banking section of your home page.

Method 3: Get Ready for the Check

QuickBooks Desktop will now start showing the Write Checks window.

To prepare your check, you need to provide the required details on QuickBooks Desktop, which includes:

1. Items or Expenses tab: Assign the check to a specific QuickBooks Accounts or Items tab, and you can also allocate the check to more than one QuickBooks Account, similar to how a bill is added.
2. Print Later: Verify this box if you wish to create the Check Now but print as an integrated part of a batch after a while. When you check this box, you can replace the check number provided on the check preview with the message to print.
3. Bank Account: Select the particular bank account from which the money will be deducted.
4. Address: This section is automatically populated based on the details entered during the payee setup.
5. Date: Write down the date when you are going to issue the check.
6. Pay to the Order of: Type the Payee Name and the address information will be automatically completed.
7. Number: If you’re printing the check now, add the number from the check you will place in the printer. If the Print Later is checked, then there will be the option to print.
8. Amount: Enter the amount as well.
9. Memo: This field is not mandatory, but you can use it to provide additional information, such as the account number and the purpose of the payment.

And lastly, hit the Save icon at the top of the Write Checks screen, but wait to close the window.

Method 4: Print the Check

Now, it’s easier to print checks individually or print multiple checks simultaneously. You need to hit the drop-down menu from the Print icon located at the top of the Write Checks window to select.

Below are the steps to print checks one at a time or perform batch printing; let’s have a look:

Individual Check

1. Under the First Check Number field, enter the check number that must be similar to the blank check in your printer.
2. Select the appropriate style: Voucher, Standard, or Wallet.
3. Choose the right printer, and then hit Print.

Batch Printing

Once you are done with preparing a check, click Save & New, then repeat the same process to create all the required checks. Make sure that all checks have the Print Later box placed at the top of the Write Checks window. Select the drop-down menu in the print icon from the final check and click Batch.

The Select Checks to Print screen will start displaying all checks that have been created but not printed yet.

1. Initially, select the bank account from which the checks will be written.
2. Now, click on the box beside the check to tick Mark the checks you need to print.
3. Type the check number from your first blank check inserted in the printer under the First Check Number field, then press OK.

The batch printing process is the same as printing a single check. You just have to click on your printer and select the check style. Then hit the Print tab.

Here’s How to Write & Print Checks for Bills Already Entered in QuickBooks Desktop!

Method 1: Select Pay Bills

In the Vendors menu on your QuickBooks Desktop home page, choose Pay Bills, as shown below.

Method 2: Opt for the Bills You Want to Pay

A screen displaying the list of bills already entered in the QuickBooks Desktop will show up. Herein, hit the checkbox on the left side to choose the bill or bills you must pay. 

Method 3: Prepare the Check

To create the check in QuickBooks Desktop, you are supposed to add the required information described below:

1. Account: Select the checking account from where you must pay off the checks.
2. Payment Date: Enter the date you want to prepare the check.
3. Method: Click on check under the drop-down menu.
4. Check Number: You can allocate a check number or click To be Printed. However, if you choose To be Printed, the check number is allocated automatically when the check is printed.

You must hit on the Pay Selected Bills option to create the checks.

Method 4: Print Checks or Pay Additional Bills

After hitting the Pay Selected Bills option, QuickBooks will show a payment summary.

You will be able to:

1. Pay Extra Bills: Press here to create checks to clear additional bills.
2. Print Checks: If you’d like to print your checks, click the Print Checks option.
3. Done: If you want to print the checks later, hit the Done tab.

Method 5: Locate the Unprinted Checks

To find the unprinted checks later on, select Print Checks under the Banking section of your home page.

Method 6: Print the Check

• When you click Print Checks, the list of unprinted checks window starts popping up.
• You must select the checks you wish to print and then press OK.
• Ensure that the number available in the  First Check Number field equals the number of the first check lined up in your printer.
• As listed in the above section, the final step is to select the check style, click on your printer, and then hit Print.

Final Words!

Hopefully, the above-given information is useful for you. But if you still facing any kind of issues with your software and need professional assistance, regarding accounting, bookkeeping & accounting software-related issues then feel free to get in touch with us at +1-802-778-9005, or you can mail to us at: support@ebetterbooks.com

A Frequently Asked Questions?

Q 1. How to Print Multiple Checks in QuickBooks Desktop?

Ans. Below are the steps to print multiple checks simultaneously; let’s follow the each one: 

1. To begin with, open the checks you wish to print one at a time.
2. Now, choose Print Later.
3. You must press Save and close.
4. Select + New.
5. After this, click on Print Checks.
6. Under the drop-down menu, select the Bank Account.
7. Opt for the checks you want to print in this batch.
8. And lastly, hit on Preview and Print, then press Print.

Q 2. Is it Possible to Print Check Numbers in QuickBooks?

Ans. QuickBooks makes it easier to print check numbers on your checks for effective tracking or use the check register to view a list of transactions and check numbers for your account. So when it comes to printing checks, you are required to place the starting check number. If you have printed checks earlier, the next check number in the series may be enough for you. But if you want to have a glance at only a list of check numbers, you can print the register history and identify all of the check numbers added to your account.

Q 3. What to Do to Get a List of Checks in QuickBooks?

Ans. Do your checks not appear in the Check Detail Report? To run the report and review your previous refunds, carry out the following steps:

1. Navigate to the Report menu in the left panel.
2. Now, hover over the Check Detail report.
3. Press the Customize button on the upper right corner of your screen.
4. From the General drop-down menu, choose the Last year on the Report period.
5. Head to the Filter drop-down and then select Refund on the Transaction Type drop-down.
6. Click All on the Customer drop-down.
7. Finally, hit on the option Run Report.

Q 4. Can QuickBooks Write Checks?

Ans. Yes, in QuickBooks Desktop, the users make use of regular checks to pay for a fixed asset. Inventory and non-inventory management, additional charges, and any other expenses can be easily tracked in this program. You can also apply this form to keep money in a petty cash account or pay credit card dues.

In order to write checks in QuickBooks, perform the steps listed below:

1. Hover over the Banking menu in the first place.
2. Then choose Write Checks.

Q 5. How to Print a Copy of a Check in QuickBooks?

Ans. To print a copy of a check in QuickBooks:

1. Locate and open the specific check.
2. Click ‘Print’ or ‘Print Check’ within the check view.
3. Adjust print settings if needed.
4. Click ‘Print’ to print a copy of check.