Writing Cheques in Quickbooks

In this tutorial, we will look at how to write and clear checks in QuickBooks

Ordinarily, checks are usually drawn and deposited to the bank. After the check is processed, it is then cleared in the bank and appears in the bank account of the person/business making payment.

Quickbooks has a similar feature, you can write checks in Quickbooks and clear them when the amount is cleared in the bank. This allows you to keep track of your payments especially those done via checks. If a check has not cleared at the end of the month, it appears as a reconciling item in the bank reconciliation, under uncleared transactions.

The following are the steps of writing a cheque:

  1. Once you open your QuickBooks company file, go to your menu at the top of your QuickBooks company file. Look for the “banking” option, click it and select the first option “write checks”. This opens a new window where you input the details of your check as follows.
  2. Bank account– if you have a couple of bank accounts, select the one from which you are writing the check
  3. Check number– above the bank account, there is an option named “print later”. Uncheck the option to be able to input the check number manually.
  4. Date – this is the date that the check is being written
  5. Amount – this is usually denoted by the sign “$”. Here input the amount of the check.
  6. Pay to the order of – here you select the person being paid e.g. customer A , employee A, or Vendor A
  7. Address – you can input the address of the party being paid
  8. Memo – this is a brief description of the reason for which the money is being paid
  9. Account – here you select the account that is being affected by the payment e.g. salaries, account receivable, etc.
  10. Amount – this is the amount that is specifically associated with the account that you have selected in step 9 above
  11. Memo  – as pointed in step 8, this is just a narration about the item
  12. Customer job – If this payment is associated with a specific customer job, then select the specific customer.
  13. Billable – if step 12 above is true, then check billable if you are going to bill your customer, otherwise leave the “billable” option blank
  14. Once you have input all the details that are needed, select either “save and new” (if you want to write another check after completing the current one), or “save and close” if you do not want to write another check at this moment.

Clearing checks is usually done during bank reconciliation. For more information, see Bank reconciliation in QuickBooks.

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