Of course, here is a lengthy, detailed post on printing checks in QuickBooks Intuit.
How to Print Checks in QuickBooks Intuit: Your Ultimate Step-by-Step Guide
Have you ever found yourself with a stack of bills to pay and a checkbook that seems to be running low? Or maybe you're tired of the repetitive, manual process of writing checks by hand? If you're a small business owner or a financial manager, you know that efficiency is key. QuickBooks Intuit is a powerful tool that can streamline your entire check-writing process, saving you time, reducing errors, and keeping your financial records meticulously organized.
So, let's dive into the world of seamless check printing with QuickBooks! Are you ready to transform the way you manage your payments? Let's get started.
Step 1: Get Your QuickBooks Account Ready and Set Up Your Checks
Before you can hit the "Print" button, you need to ensure your QuickBooks account is properly configured and you have the right checks. Don't worry, this isn't as complicated as it sounds!
1. Choose the Right Check Type: First things first, you need to have compatible checks. QuickBooks is designed to work with specific check formats. You can order these directly from Intuit or from any reputable check printer that offers QuickBooks-compatible checks. They typically come in three main styles:
Standard Voucher Checks: These are a popular choice. They have the check on top and two stubs (or vouchers) below, which are great for keeping detailed records for both you and your vendor.
Standard Checks: These are the classic, three-checks-per-page format without the voucher stubs.
Wallet Checks: These are smaller, more compact checks often used for personal accounts, but they can be used for business too.
2. Load Your Printer: Make sure you load your compatible checks into your printer's tray correctly. This is a crucial step! You need to know the proper orientation for your printer, whether it's face up, face down, top edge first, or bottom edge first. A quick test print on a blank sheet of paper is a great way to figure this out before you waste a check.
3. Configure Your Printer in QuickBooks: Now, let's tell QuickBooks about your printer.
Go to the File menu and select Printer Setup.
In the Form Name drop-down menu, choose Check/PayCheck.
Select the correct printer from the Printer Name drop-down list.
Click Options to adjust settings like page orientation and paper size if needed.
Click OK to save your printer setup.
Step 2: Enter the Bill or Create a Payment in QuickBooks
QuickBooks uses the information from your bills and payments to populate the checks. This is where the magic happens!
1. Enter a Bill: If you're paying a bill you've already received, you should enter it into QuickBooks first.
Go to the Vendors menu and select Enter Bills.
Fill in the required information, including the Vendor, Amount Due, Terms, and Memo.
Click Save & Close.
2. Create a Check Directly: If you're not paying a bill you've entered, you can create a check directly.
Go to the Banking menu and select Write Checks.
Choose the Bank Account you'll be writing the check from.
Select the Payee (the person or company you're paying).
Enter the Amount, Date, and a Memo.
In the Expenses tab at the bottom, categorize the expense (e.g., Office Supplies, Rent, etc.).
Click Save & Close.
Step 3: Print the Checks from the "Pay Bills" or "Write Checks" Window
Once you've entered your bills or created your checks, you're ready to print!
1. Print from the "Pay Bills" Window: This is the most common method if you're paying multiple bills.
Go to the Vendors menu and select Pay Bills.
In the "Pay Bills" window, select the bills you want to pay by clicking the checkbox next to each one.
In the Payment Method section, choose Check.
In the Payment Account section, select the bank account from which you'll be paying.
Click the Pay Selected Bills button. A new window will pop up.
In this window, make sure "To be printed" is checked and then click OK.
You will be taken to the "Print Checks" window.
2. Print from the "Write Checks" Window: If you're printing a single check you just created, follow these steps.
After you click Save & Close in the Write Checks window, a confirmation message will ask if you want to print the check.
If you want to print it immediately, click Print Later and then close the window.
Go to the File menu, then Print Forms, and select Checks.
This will open the Print Checks window.
Step 4: The Final Review and Printing Process
This is the last and most critical step before you print. Don't rush this part!
1. Open the "Print Checks" Window:
From the File menu, go to Print Forms and select Checks.
A list of checks marked "To be printed" will appear.
2. Select the Checks to Print:
You will see a list of all the checks you have marked for printing.
Select the checks you want to print by clicking the checkbox next to each one.
Double-check that the amounts and payees are correct.
3. Preview and Align Your Checks:
Before you print, click the Print Setup button at the bottom of the window.
In the "Check Printing Setup" window, you will see a "Print a test check" option. This is your best friend!
Click "Print a test check" and print on a blank sheet of paper.
Hold the test sheet up to a light and overlay it with a blank check to see if the fields line up correctly.
If they don't, use the Fine-tune Alignment feature to adjust the alignment. You can move the text fields up, down, left, or right. This fine-tuning is what makes your checks look professional and prevents errors.
4. Print Your Checks:
Once you are confident in your alignment, click the Print button in the "Print Checks" window.
QuickBooks will send the information to your printer, and your checks will be printed!
5. After Printing: Confirm or Reprint:
After the checks have printed, a window will pop up asking if the checks printed correctly.
If they did, click OK. QuickBooks will now mark those checks as "printed" in your register.
If there was a problem (e.g., a paper jam, misalignment, or a check that didn't print), click "Some checks did not print correctly" and enter the number of the first check that did not print. QuickBooks will then update the register and allow you to reprint from that number.
10 Related FAQ Subheadings
How to align checks in QuickBooks?
You can align checks in QuickBooks by going to the File menu, then Printer Setup, selecting Check/PayCheck, and using the Fine-tune Alignment feature. This allows you to adjust the position of printed text.
How to order checks from Intuit?
You can order checks directly from Intuit's website. They offer a variety of compatible check styles that are guaranteed to work with your QuickBooks software.
How to change the check number in QuickBooks?
To change the check number, go to the Write Checks or Pay Bills window, select the check, and manually edit the Check No. field. This is useful for handwritten checks or checks printed outside of QuickBooks.
How to set up a new printer for checks in QuickBooks?
Go to File > Printer Setup, select Check/PayCheck from the form drop-down, and choose your new printer from the Printer Name list. Then, follow the alignment steps to ensure proper printing.
How to print checks for multiple vendors at once?
Go to the Vendors menu, select Pay Bills, select all the bills you want to pay, and make sure To be printed is selected as the payment method. This will group them all for printing in one batch.
How to reprint a check that didn't print correctly?
After a print job, if you select "Some checks did not print correctly," QuickBooks will prompt you to enter the number of the first check that failed. It will then mark the subsequent checks as unprinted, allowing you to reprint them from that number.
How to print a single check from QuickBooks?
Create a check using the Write Checks feature. After saving, go to File > Print Forms > Checks, select the check from the list, and print it.
How to add a logo to my QuickBooks checks?
You can't add a logo directly through QuickBooks' check printing setup. You need to order custom checks from a vendor like Intuit that will print your company logo on the physical checks before you receive them.
How to void a printed check in QuickBooks?
To void a printed check, find the check in your check register, right-click it, and select Void Check. This will update your register and financial reports to reflect that the check is no longer valid.
How to troubleshoot a check printing alignment issue?
Use the Print Setup and Fine-tune Alignment features. Print a test check on a blank piece of paper and hold it up to a light against a blank check to see where the text is misaligned. Adjust the vertical and horizontal settings in the fine-tune window until it lines up perfectly.