Last week we learned that QuickBooks Online allows you to select one or more workflows that best fit your business when it comes to Accounts Payable workflows. We then looked at the workflow specific to entering vendors’ bills, even when purchasing inventory items. We also looked at paying vendor’s bills. This week she looks at one of the simplest workflows, writing checks.
Yes, some of us still write checks on paper and send them in the mail! Although switching to QBO’s Bill Pay is more cost effective, saves time and reduces the carbon footprint, it can still be beneficial for QuickBooks users to do it the old-fashioned way.
Creating Checks
Select +New > Check.
QuickBooks Online Check
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Choose a Vendor from the drop-down list. Next to it, verify the correct Checking Account.
Enter the Check Number, or click Print later to queue the check to be printed.
If you’re paying for a business Expense, use Account Details. If you’re buying Items that you track in your QB, use Item Details in the box below (click the little arrow to its left if it’s collapsed).
Optional: If you want to associate this Expense with a specific Customer so that you can do Job Costing (track how much you spent for a Customer), enter the Customer Name on the right of the transaction.
If you want to bill that Customer for the expense, put a check in the Billable column. You will then add this item to their next Invoice. Do not check this unless you want a Customer to reimburse you!
Printing Checks
Printing Checks saves a lot of time over writing them by hand.
There are several ways to get to the Print Checks dialog box. All the Expense and Check screens have a Print Checks button at the bottom. You can also go to +New > Print Checks.
Selecting a check to be printed from the expense transaction list within QuickBooks Online.
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Place a check mark to the left of the Payee(s) you want to print a check for. Click Print Checks.
The Print Checks window opens.
Print Checks Set-up
The first time you print checks, you will get a setup window similar to the one below.
The Print Checks Set-up window in QuickBooks Online allows you to align your checks by making micro adjustments to your printer alignment.
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Choose whether you have Voucher checks or Standard 3-up checks.
Print a sample on plain paper, and compare it with your pre-printed checks by layering the two and holding them up to the light. Use QBO’s tools to align the printing with the check lines & boxes.
Print out another sample and repeat, as necessary.
You may have to try a few times to get your settings right. This can be hard to do, but at least it’s a one-time process!
When the text finally falls in the right places, click Yes, I’m finished with setup.
Printing the Checks
In the Print Checks dialog box enter your Starting Check number. If you’re using 3-up checks, use the On first page print box to specify how many checks are on your first page.
Enter the Starting Check Number (of your actual paper checks) in the field on the Print Checks screen to begin the process of actually printing your checks from QBO.
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Load the check stock into your printer’s manual paper tray. Note that most printers will print a single check, but for some the paper size is too small and will jam your printer.
Click Preview and print. Then click Print again.
Your printer’s settings box appears. Use your preferred options. Sometimes I get better results by clicking “Print using system dialog.”
Lesson Wrap-up
While paper checks are rapidly becoming archaic, there are still times when they are your only option. It's important to maintain professional standards by printing them instead of writing them by hand.
If you find these best practices helpful, I’ve got a lot more to offer you! Check out my Mentorship program.
Next week we will be learning about the management of credit card expenses in QuickBooks Online.