How to Create Check Records in QuickBooks Online?

Checks assist businesses shift funds to employees, vendors, and other parties, directly from the bank account. Keeping track of these transactions and recording them in QuickBooks ensures flawless financial records. Furthermore, monitoring these transactions guarantees seamless bank reconciliation.

Regardless of any business expenditure, writing or printing a check must be recorded in QuickBooks. This helps maintain account accuracy and recording of all transactions. 

Irrespective of whether it is a hand-written or printed check from QuickBooks, proper steps need to be implemented.

This article provides a step-by-step guide to creating, modifying, and printing check records in QuickBooks Online. Accurate recording of checks will prevent discrepancies in financial statements. This will aid in improved decision-making and better financial reporting.

What is a Check Record in QuickBooks Online?

A check record in QuickBooks Online monitors the payments completed by checks. It displays the particular payee, the amount delivered, and the cause of the payment. These records keep financial data precise and help track expenses.

In addition, recording checks also prevent missed or duplicate entries. 

Adding check records assists in determining where the money is being used. This aids in tax filing, audits, monthly reviews, and expense analysis. It provides a detailed insight into all the payments that boost financial tracking and cash flow monitoring.

See More: How to Record Returned or Bounced check in quickbooks

Key uses of Check Records in QuickBooks Online

Check records are used by businesses to monitor large-scale and routine expenses. Here is a list of common instances:

• Utility bills
• Loan Installments
• Rent Payments
• Vendor payments
• Insurance premiums

Note: Recording the checks of these expenses ensures clean and structured spending records.

How to Create and Record Checks in QuickBooks Online?

For precise payment monitoring, recording checks in QuickBooks Online is crucial. Here are the steps to create and record a check in QuickBooks Online:

1. Sign in to QuickBooks Online.
2. Press the “+” icon available on the top-right side and then press the “Check” option.
3. Add details like the bank account, check number, payee name, and transaction date.
4. Complete the payment sections such as the amount, expense account, relevant tax, and description.
5. To save the transaction, press the option, “Save and New” or “Save and Close”.

How to Print Checks in QuickBooks Online?

To print a check, follow these steps:

1. Once the “Save and Close” option is clicked, choose the “Print Check” option.
2. Make sure the checks align with the formatting of QuickBooks.

Note: In case you record a handwritten check, printing is not needed. Saving completes the entry.

Know More: How to Create a Single Paycheck in QuickBooks

How to Enter Check Records in QuickBooks Online?

Recording QuickBooks Online check entries ensures accurate payment tracking and record keeping. Here are the steps to enter check records in QuickBooks Online:

1. Sign in to QuickBooks Online.
2. On the left-hand side of the menu, press the option, “Transaction” or “Expenses”. All the previous and present expense entries are displayed in this section.
3. Press the “New Transaction” option available at the top. In the dropdown list, choose the option, “Check”. A fresh check entry form will be displayed.
4. Add the needed information like:
   • Bank Account– Select the account the check was released from.
   • Check Number– For reference, enter the check number.
   • Description- Include a small explanation for the payment. 
   • Payee- Add the name of the recipient.
   • Date- Add the date of the check issued.
   • Category- Choose the right expense category like Utilities, Rent, etc.
   • Amount- Add the complete amount of the check.
5. Include Extra Details like:
   • Receipts
   • Tracking tags
   • Numerous categories in case the payment includes several expenses.
6. Press the option, “Save and Close” to record successfully. Now press the “Save and New” option in order to record the check and add another.

How to Manage and Review Check Records in QuickBooks Online: Key Tips

A systematic check record management in QuickBooks Online is quite essential. It ensures the financial reports are accurate and structured.

Here are the tips to keep things organized and clear:

• Confirm every entry for the right date, amount, and payee.
• Use the Bank Register to check all the records under one roof.
• Check records regularly to catch mistakes or duplicates.
• For smooth tracking, use regular categories like Utilities or Rent.
• Match check records with bank statements often to keep them accurate.

Suggested Reading: How to Void a Check in QuickBooks

How to Create, Modify, and Print Checks in QuickBooks?

QuickBooks allows you to handle check payments competently. Here are the steps to create, edit, and print checks in QuickBooks successfully:

Create a Check

1. Press the “+” icon available on the top right side.
2. Choose the option, “Check” from the available dropdown list.
3. Add the payee’s name, check number, account, and payment date.
4. Add the expense account, amount, description, and tax if relevant.
5. To record the check, press the “Save and Close” or “Save and New” option.

Change a Check

1. Locate the check entry in the “Transaction” or “Expense” tab.
2. Press the “Edit” option.
3. Update the required fields.
4. Press the “Save and New” option or the “Save and Close” option to implement the changes.

Print a Check

1. Open the check needed to print
2. Press the “Pint” option which is at the bottom.
3. Place QuickBooks-approved checks in your printer tray.
4. Choose the checks.
5. Press the “Preview and Print” option.
6. Change the printer setting if needed and then press the “Print” option. Implementing these steps assists in handling check payments and ensuring financial statements are precise.

What Are Handwritten Checks in QuickBooks?

In QuickBooks, handwritten checks are the physical checks generated outside the software. The checks are written manually and recorded in QuickBooks to monitor the payment.

Such checks are printed via the QuickBooks accounting software. They are added manually to ensure the records are correct. This guarantees that every payment is present in the reports, expenses are classified properly, and bank records stay correct.

For businesses that accept both digital and manual payments, recording handwritten checks is helpful. It helps track all transactions clearly and correctly.

How to Record Handwritten Checks in QuickBooks?

To ensure financial records are correct and precise, recording handwritten checks is crucial. Here are the steps to record handwritten checks in both QuickBooks Online and QuickBooks Desktop:

In QuickBooks Desktop:

1. Use the “Check” option.
   • Open the QuickBooks Desktop.
   • Press the “+New” option and then head to the “Vendors” section.
   • Now choose the “Check” option.
   • Add the date of issue.
   • Now unselect the “Print Later” box.
   • Add the check number.
2. Head to the “Pay to Order” section.
   • Choose the name of the payee under the section, “Pay to the Order of”.
   • Add the check amount.
   • Select the right expense account.
   • Include any extra details if required.
   • Press the “Save” option.

Note: Printing is not needed since the check is manually issued.

In QuickBooks Online:

1. Access the “Add Check” option
   • Press the “Accounting” option present on the left menu.
   • Choose the associated bank account and press the “View Register” ‘option.
   • In the “Date” column, choose the option, “Add Check”.
   • Enter the payee, date, reference number, payment amount, memo, and account information.
   • Complete all the fields properly.
   • Press the “Save” button and record the check.
2. Tick Check as Cleared
   • Head to the “Accounting” option and then click the option “View Register”.
   • Press on the check entry to open it.
   • In the “Status” section, press the blank space till it shows a “C”.
   • Press the “Save” option.

Implementing these steps will make sure the handwritten checks are systematically monitored in QuickBooks.

Final Words

QuickBooks checks assist businesses handle finances with ease. Understanding how to prepare, print, and record checks makes sure financial records are flawless, boosting business accuracy. 

In this guide, complete information about check records in QuickBooks Online has been shared. This guide talks about how to create, modify, print, and record checks in QuickBooks Online. Still, if there is any query, feel free to reach out to our team of QuickBooks experts.

Call our team of QuickBooks professionals at +1-347-967-4079.

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