QuickBooks offers the two best ways to handle your bills and your bill payment. These two methods are Write Checks and Enter Bills. Write Checks is the best and easiest way to register payments. It must be used when you wish to pay bills when you receive them or when no bill is acquired.
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Enter Bills is the suggested way to add bills in QuickBooks. It must be used for any kind of purchase that you acquire and pay at a scheduled time. It is important to note that Write Checks should never be used to pay a bill that was added using Enter Bills. Any bills registered using Enter Bills should be paid by utilizing Pay Bills.
Why It is Important to Print Checks in QuickBooks Desktop?
QuickBooks Desktop has several key features that streamline the printing process of checks. It enables you to:
- Save a particular check to print later.
- Print one check at a time or several checks in one single batch.
- Print several kinds of checks.
By printing checks right from QuickBooks Desktop, the payee details are fulfilled automatically from your given vendor contact details. For specific bills that have been registered already, the amount is completed too. You can easily pay several bills very conveniently with the same check.
How To Print Checks in QuickBooks Desktop?
Follow the below mentioned steps to print checks in QuickBooks Desktop.
How to Print Checks in QuickBooks When Bills are Received?
Here are the steps to print checks in QuickBooks when bills are received:
Step 1: Set up Your Particular Printer
Prior to printing your checks in QuickBooks, it is imperative that you have the printer set up properly in QuickBooks Desktop.
In order to set up your printer, perform the steps given below:
Step 1: Press on Printer Setup in the File menu.
Step 2: Choose Paycheck/Check under the drop-down list for Form Name.
Step 3: Choose Voucher from the given check style.
Step 4: Select Align and press on Print and modify the vertical and horizontal settings and then press OK.
Step 5: Choose Print Sample.
Step 6: Press Align again and then print another sample if you wish to make extra changes.
Now that you have been able to set up the printer, you must proceed toward check printing.
Step 2: Go to Write Checks
Press Banking provided in the main menu bar available on the top of the dashboard. Now choose Write Checks from the given drop-down list. As an alternate option, you can also choose Write Checks provided in the Banking section of the home page.
Step 3: Prepare the Check
QuickBooks Desktop will now show the Write Checks screen. In order to prepare your check, you need to add the details required on QuickBooks Desktop, such as:
- Print Later: Check if this particular box if you wish to create the check now, however, print later as an essential part of the particular batch. When you check this box, you switch the check number, provided on the check preview with the specific message, To Print.
- NO: In case the check is being printed now, add the number from the check you will put in the printer. In case the option, Print Later is checked, it will read the option, To Print.
- Address: This option is populated automatically depending on the details added during the payee setup.
- Items or Expense tab: Allocate the check to a specific QuickBooks Accounts or Items tab or you can assign to more than one QuickBooks Accounts, just like how a bill is added.
- Bank Account: Choose the particular Bank account from where the money will be taken.
- Pay to the order of: Add the Payee name. Then the address detail will be finished automatically.
- Date: Add the date when the check will be issued by you.
- Amount: Add the amount.
- Memo: This particular field is not mandatory. However, this field can be used to offer extra information, for instance, the account number.
Now press the Save icon that is visible on top of the Write Checks screen, however, make sure that you do not shut the window yet.
Step 4: Print the Check
It is possible to print checks one at a time or print several checks at one time. To select, press the drop-down menu from the particular Print icon, present on top of the screen for Write Checks.
Step 1: Add the check number in the given First Check Number field that is similar to the blank checks in your given printer.
Step 2: Select the right style like Standard, Voucher, or Wallet.
Step 3: Choose the right printer and then press Print.
After preparing a check, press Save and New and then replay the process to make all the needed checks. Make sure all the checks have the box Print Labor marked on top if the screen. From the final check, press the drop-down menu in the print icon and choose Batch.
The screen Select Checks to Print Screen will display all the checks created, however, not printed yet:
Step 1: Choose the bank account from where the checks are Witten.
Step 2: Mark the particular checks that you are required to print by pressing on the box adjacent to the check.
Step 3: Add the check number from the first blank check put inside the printer. Press OK.
Now, The process is the same as printing a single check method is. Choose your printer and then select the check style and now click Print.
How to Print Checks for Bills Already Registered in QuickBooks Desktop?
Here are the steps to print checks for bills that are already registered in QuickBooks Desktop:
Step 1: Select Pay Bills
Choose Pay Bills in the Vendors menu provided on your particular QuickBooks Desktop home page.
Step 2: Choose the Bills You want to Pay
A screen displaying the list of bills will show up From there, choose the bill you wish to pay by pressing the checkbox available on the left-side.
Step 3: Prepare the Check
In order to prepare a check in QuickBooks Desktop, you must add the needed information provided below:
- Method: Select check from the provided drop-down list.
- Payment Date: Add the date you wish to prepare the check.
- Check Number: You can allocate a check number or press, To be Printed. If you choose, To be Printed, the check number will be allocated automatically, when the check is printed.
- Account: Choose the checking account from where the particular checks will be paid off.
Press Pay Selected option to prepare the checks.
Step 4: Print Checks or Pay Extra Bills
After pressing the option, Pay Selected Bills, your QuickBooks will display the payment synopsis. A set of options will displayed:
- Pay Additional Bills: You can press here if you want to prepare checks to clear extra bills
- Print Checks: In case you want to print your particular check, press Print Checks
- Done: In case you wish to print the checks, later on, press Done.
Step 5: Find the Unprinted Checks
You can find the unprinted checks after some time by pressing Print Checks in the particular Banking section of your given home page.
Step 6: Print the Check
Once you click Print Checks, a screen displaying the list of unprinted checks will appear. Choose the checks you wish to print and then press OK. Ensure that the particular number present in the First Check Number field is the same as the number of the first check lined up in your given printer.
As in the previous section, the last step is to choose the check style, select your printer, and then press Print.
How to Print Checks in QuickBooks Online?
The QuickBooks Online check printing process uses the particular direct Print Checks option. Here are the steps to print checks in QuickBooks Online:
Step 1: Click + New in the QuickBooks Online screen.
Step 2: Press on the Print Checks tab.
Step 3: The checks must be kept inside the printer.
Step 4: In the given drop-down menu, select the account of the particular check.
Step 5: You must enter the Check Number of the given check which has been loaded initially inside the printer in the particular field of Starting Check No.
Step 6: Add a tick against the checkbox of every check that will be printed.
Step 7: Click the Preview and print option.
Step 8: Authenticate the steps and click Print.
Step 9: Click done if the details provided is precise.
How to Print Checks in QuickBooks Desktop for Mac?
The current version of QuickBooks for Mac is laced with important and useful qualities like check printing.
Here are the directions to print checks in QuickBooks for Mac 2022 year version:
Step 1: When you are accessing the QuickBooks for Mac 2022 version, go to the icon for printer in the given Check screen.
Step 2: In the option for First Check Number to Print, check out the image attached.
Step 3: Now state the Check Number of the particular check you wish to print.
Step 4: Click the Print option.
Step 5: Now it will print the chosen check via QuickBooks for Mac.
Now you know how to write and print checks in QuickBooks Desktop and QuickBooks Online and Mac. Just ensure that you follow the steps mentioned above in the given order. Regardless the version of QuickBooks you have, just follow the steps as prescribed.
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Frequently Asked Questions (Faqs)
What is the Primary Difference between Writing a Check and Entering a Bill?
Checks are for services or products acquired, however, bills are payables that are to be paid later on.
How to use Bills in QuickBooks?
To use bills in QuickBooks, follow the steps given below:
Step 1: First choose Vendors. Now pay bills from the given Vendors menu.
Step 2: From the given drop-down menu, choose the concerning accounts payable account.
Step 3: Now, Select the boxes of the particular invoices you wish to pay.
Step 4: Lastly, Add the date on which the bill was paid.