HOW TO WRITE CHECKS IN QUICKBOOKS by fxs21421

VIEWS: 45 PAGES: 7

									                                                   Business Operations
                                                       Policies and Procedures Manual
                                    http://osuebusiness.ag.ohio-state.edu/policiesprocedures.html




QUICKBOOKS – CHECK WRITING
HOW TO WRITE CHECKS IN QUICKBOOKS..................................................................................... 1
QUICKBOOKS MANUALS ....................................................................................................................... 7



How to write checks in QuickBooks
  1. Open QuickBooks and log on.

  2. From the opening panel click on “Check”




  3.     “Write Checks” – The check writing panel should open. This panel has a top
        section which looks like your check. The lower portion of the screen is to determine
        which master account will be used to pay for the items being purchased.




Z:\Fiscal\Public\Training\businessofficeproceduresmanual\Quickbooks - Checks.doc                                                Page 1 of 7

                                                      Revised September 2004
                                      Business Operations
                                         Policies and Procedures Manual
                           http://osuebusiness.ag.ohio-state.edu/policiesprocedures.html




  4. The first step in writing your check is selecting which bank account or OSU fund will
     be paying for the charges.



  5. To write your check
     click in the field next to
     “Pay to the Order of”. If
     you      have     vendors
     entered in QuickBooks
     (In previous sections of
     this manual we have
     entered John Smith as a
     vendor), you can select
     the gray arrow          to
     drop down the vendor
     list or you can type in a
     new vendor name in the field provided. If you select a name from the drop down
     list, the address will populate. This will only happen if the address has been
     previously entered.      For our example, we will enter a new vendor.          It is
     recommended that you enter all names last name first for ease of sorting. Their
     vendor information can store the name to print first name first. Type a new name in
     the space provided and press tab to move to the next field.




  6. “Name Not Found” – When entering a new vendor, a dialog box will appear
     alerting you that this vendor was not in the name list. This dialog box gives you two
     options – Quick Add and Set Up. Quick Add should be used if this is a vendor you
     will use only once. Set Up should be used for a frequent vendor so the information
     is on file. To follow steps for Quick Add see steps 5a through 5b, for steps on how to
     add a vendor using Set Up follow steps 5c through 5e.




Z:\Fiscal\Public\Training\businessofficeproceduresmanual\Quickbooks - Checks.doc    Page 2 of 7

                                        Revised September 2004
                                      Business Operations
                                         Policies and Procedures Manual
                           http://osuebusiness.ag.ohio-state.edu/policiesprocedures.html




  QUICK ADD INSTRUCTIONS
        a. “Select Name Type” – There are four name types that can be chosen.
           Vendor should be chosen if this is a person or a company you are
           purchasing from. Customer should be chosen if this is a refund for items
           previously purchased. Employee should be chosen if this person is an
           employee you are reimbursing for less than $50 (Reimbursements for more
           than $50 must be processed
           through the Business Office).
           Other should rarely be used. In
           our example, we will be paying
           a vendor.      Click “OK” to
           continue.

          b. The system will now return you
             to the check writing, customer
             set up is complete. Continue
             to step 6.

SET UP INSTRUCTIONS
         c. “Select Name Type” - There are four name types that can be chosen.
             Vendor should be chosen if this is someone or a company that you are
             purchasing from. Customer should be chosen if this is a refund for items
             previously purchased. Employee
             should be chosen if this person is
             an employee you are reimbursing
             for less than $50 (Reimbursements
             for more than $50 must be
             processed through the Business
             Office). Other should rarely be
             used. In our example, we will be
             paying a vendor. Click “OK” to
             continue.




Z:\Fiscal\Public\Training\businessofficeproceduresmanual\Quickbooks - Checks.doc    Page 3 of 7

                                        Revised September 2004
                                      Business Operations
                                         Policies and Procedures Manual
                           http://osuebusiness.ag.ohio-state.edu/policiesprocedures.html




          d. “New vendor” – The New Vendor panel will open. This panel is used to enter
             all of the information you know about the vendor. You will see there is a
             variety of information you can enter. You can change the way the address
             appears and the way the name appears on the check (first name first or
             vendor business name). Enter all information and click “OK” to continue.




          e. The check writing page will be opened. Vendor set up is complete and you
             are ready to enter your check. As you can see, all information populated
             the required fields. Continue on to step 6.

  7. Check Date – This field should be filled out with the correct date. The system will
     populate the current date.

  8. Amount – The field
     below     the   date
     should be filled out
     with   the    amount.
     After entering the
     amount and pressing
     “tab” the long line
     with     a     written
     description of the
     amount will populate.

  9. Check Number – The information in this field will vary whether your office is using



Z:\Fiscal\Public\Training\businessofficeproceduresmanual\Quickbooks - Checks.doc    Page 4 of 7

                                        Revised September 2004
                                      Business Operations
                                         Policies and Procedures Manual
                           http://osuebusiness.ag.ohio-state.edu/policiesprocedures.html




      laser printed checks, you are using checks that need to be handwritten, or you are
      using standard issue checks from your bank. For pegboard style or standard issue
      checks, see step 8a. For laser printed checks, see step 8b.

HANDWRITTEN CHECK INSTRUCTIONS
       a. Pegboard style or
          standard        issue
          checks – To enter
          these checks, you
          will    need       to
          deselect “To Be
          Printed” by clicking
          on the checkmark.
          For these checks,
          there should not be
          a check mark in
          that box. You will
          notice that once
          the check mark is removed, the
          check No. field changes to 1.
          You will need to change this to
          match the number on your
          corresponding check.

LASER PRINTING INSTRUCTIONS
         b. For laser printed checks, the
            checkbox “To be printed” should
            be checked and in the Check
            No. field it should say “To Print”.
            This means that QuickBooks will
            not print the check number
            because it is already on the
            check, but the rest of
            the information will still
            print.




  10. In the Expenses and Items sections of the page
      you need to fill out the detail information. What you enter here will depend on the
      type of check you are writing.




Z:\Fiscal\Public\Training\businessofficeproceduresmanual\Quickbooks - Checks.doc    Page 5 of 7

                                        Revised September 2004
                                      Business Operations
                                         Policies and Procedures Manual
                           http://osuebusiness.ag.ohio-state.edu/policiesprocedures.html




  EXPENSE PANEL: Step 10a
       • Should be used for expenses not being reimbursed by OSU or OSURF.
       • Should be used for recording expenses completed at the University.
ITEMS PANEL: Step 10b
       • Should be used for expenses that will be reimbursed by the Business Office or
          OSURF.

          a. “Expenses” - In our example we are paying Lancaster City Schools for
             registration to a workshop. This expense will remain as a charge in our local
             checking account and this workshop should be charged to our FCS dollars.
             Verify that the bank is your local checking account. You will need to select
             the account that the transaction should be paid from, the amount will
             default from the check and you must enter a memo so there is information
             about what the check was for.




    Please note: The first time you
    select an item associated with an
    income account, a dialog box will
    appear. Select “Do not display this
    message in future” and click “OK”.

    At this point, save and close the
    check to print all checks at once,
    or print from this screen. If you
    need       further information  on
    printing, please refer to the “How
    to Print in QuickBooks” manual.


          b. “Items” – In our example we are paying Brothers Office Supply, a local
             supply vendor, for supplies which will need to be reimbursed from our misc
             grants and contracts fund. For this transaction you will need to use the
             items panel. We will be using a reimbursable item, please refer to the
             manual “Editing Accounts and Items” if you have not already established
             these. You will need to select the item that the transaction should be paid
             from. The amount will not default from the check and will need to be
             entered. You must enter a memo so there is information about what the



Z:\Fiscal\Public\Training\businessofficeproceduresmanual\Quickbooks - Checks.doc    Page 6 of 7

                                        Revised September 2004
                                      Business Operations
                                         Policies and Procedures Manual
                           http://osuebusiness.ag.ohio-state.edu/policiesprocedures.html




               check was for. It is advisable to enter the chartfield account that will be
               reimbursed to aid in your creation of the County Reimbursement Request
               Invoice. Click save and close the check to print all checks at once, or print
               from this screen. If you need further information on printing checks, please
               refer to the “How to Print in QuickBooks Manual”




QuickBooks Manuals
See the Business Office Policies and Procedures manual for all of the QuickBooks
Manuals. http://osuebusiness.ag.ohio-state.edu/policiesprocedures.html

•   CREATE A NEW COMPANY
•   HOW TO CREATE INVOICES
•   HOW TO WRITE CHECKS




Z:\Fiscal\Public\Training\businessofficeproceduresmanual\Quickbooks - Checks.doc    Page 7 of 7

                                        Revised September 2004

								
To top