How to Record a Handwritten Check in QuickBooks Desktop
QuickBooks Desktop is a powerful accounting software that helps businesses manage their finances efficiently. One common task that businesses often need to perform is recording handwritten checks in QuickBooks. This article will guide you through the process of recording a handwritten check in QuickBooks Desktop and answer some common questions related to this task.
Step-by-Step Guide to Recording a Handwritten Check in QuickBooks Desktop:
Step 1: Open QuickBooks Desktop and click on the “Banking” menu at the top of the screen.
Step 2: From the drop-down menu, select “Write Checks.”
Step 3: In the “Pay to the Order of” field, enter the name of the payee. If the payee is not already in your vendor list, you can add it by clicking on the “Add” button.
Step 4: Enter the date of the check in the “Date” field.
Step 5: In the “Amount” field, enter the amount of the check.
Step 6: In the “Account” field, select the appropriate expense account. This account represents the category to which the expense should be assigned.
Step 7: If necessary, enter a memo to provide additional information about the check.
Step 8: In the “Print Later” field, select “Yes” if you want to print the check later or “No” if you want to print it immediately.
Step 9: Click on the “Save & Close” button to save the check.
Step 10: If you selected “No” in the previous step, QuickBooks will prompt you to print the check. Follow the instructions to print the check.
Step 11: Once the check is printed, you can click on the “Printed” checkbox in the “Print Later” field to indicate that the check has been printed.
11 Common Questions and Answers:
1. Can I record a handwritten check without printing it?
Yes, you can. Simply select “No” in the “Print Later” field and save the check. However, it is recommended to print the check for record-keeping purposes.
2. How do I void a handwritten check in QuickBooks Desktop?
To void a handwritten check, go to the “Banking” menu, select “Use Register,” and locate the check in the register. Right-click on the check and choose “Void Check.”
3. Can I record multiple checks at once in QuickBooks Desktop?
Yes, you can. Instead of selecting “Write Checks” from the “Banking” menu, choose “Batch Enter Transactions.” You can then enter multiple checks in a spreadsheet-like format.
4. How do I reconcile a handwritten check in QuickBooks Desktop?
To reconcile a handwritten check, go to the “Banking” menu, select “Reconcile,” and follow the on-screen instructions to reconcile your bank statement.
5. Can I record a handwritten check in a different currency in QuickBooks Desktop?
Yes, you can. Simply enter the amount of the check in the appropriate currency when recording it.
6. How do I record a handwritten check that was returned by the bank?
If a handwritten check is returned by the bank, you need to record it as a bounced check. Go to the “Banking” menu, select “Use Register,” and locate the check in the register. Right-click on the check and choose “Record Bounced Check.”
7. Can I record a handwritten check from a customer in QuickBooks Desktop?
Yes, you can. Instead of selecting “Write Checks,” choose “Receive Payments” from the “Customers” menu. Enter the customer’s name, check amount, and other details to record the payment.
8. How do I change the check number for a handwritten check in QuickBooks Desktop?
To change the check number, go to the “Banking” menu, select “Write Checks,” and click on the “Check#” field. Enter the new check number and save the check.
9. Can I record a handwritten check from a joint account in QuickBooks Desktop?
Yes, you can. When entering the payee’s name, include both account holders’ names to indicate that it is a joint account.
10. How do I record a handwritten check for an expense that is not in my chart of accounts?
To record a check for an expense that is not in your chart of accounts, you need to create a new account. Go to the “Lists” menu, select “Chart of Accounts,” and click on the “Account” drop-down menu. Choose “New” and follow the on-screen instructions to create a new account.
11. Can I record a handwritten check without entering a memo?
Yes, you can. The memo field is optional and can be left blank if there is no additional information to be provided.
Recording a handwritten check in QuickBooks Desktop is a simple process that can help you keep your financial records accurate and organized. By following the step-by-step guide and understanding the common questions and answers, you can easily record these checks and ensure your financial data is up to date.