and now we will learn how to print checks from QuickBooks there are two important points about
printing checks that you must know before you can record checks that you intend to print first the
bank account in QuickBooks will be reduced at the moment you save the check not at the moment
you print the check so when you record the check you recorded a transaction but the check number
will be blank on that transaction until the moment you print it the check number is assigned at the
moment the check physically prints let's take a look at how this works let's record these checks
together and see what happens April - Holden paid Staples $1,000 for supplies he recorded the check
in QuickBooks but did not print the check on April 2 that's why there's no check number
given from the main menu click banking write a check but the date April 2nd but the vendor
as staples the account that represents the reason why we're paying should be supplies and the money
amount should be $1,000 push the tab key to save the field now we already learned how to record a
check in the previous video but the most important thing here is that when we look on the main tab of
the ribbon and we look in the center of the ribbon the print later command is checked because it's
checked off we do not have a field to record the check number at the moment we record the check
we will leave this command selected and checked which means we know we're going to print this
check later and assign the check number later when we click Save and close we notice that supplies
did increase by a thousand and cash and bank did decrease by a thousand when we double-click cash
and bank and scroll to the bottom we see that the April 2nd check let's do this we can see that this
April 2nd check did reduce the bank account by a thousand but the April 2nd check does not yet
have a check number the April 2nd check will have a check number at the moment that we print it you
might want to pause the video in this position while you record the next two checks that would
save us time before I display the next two checks just make sure that the select print later command
is selected to make sure that QuickBooks knows you are printing these two checks later not at
the moment you record the transaction that's the reason why I am NOT giving you a check number for
these next two checks before you record them so let's imagine on April 3rd we pay UPS $150
for delivery and let's imagine on April 4th we pay Verizon $80 for a prepaid phone card please record
these two checks while the video was paused and I will record them myself to save time after you
record those two checks your balance in the cash and bank account should be thirty thousand eight
hundred twenty three double click and look at the very bottom and see if you recorded the checks
properly if you did it means these last three checks that we just recorded should have no check
number at all that's because when we recorded these checks we indicated the command print later
before you physically print the check you have to take the physical checks from the box and place
them in the printer whichever check comes first will have a number that you will type into the
QuickBooks field so QuickBooks knows the check number of the first check that you printing it
is very very important that you put the checks in the printer in check number order this is because
QuickBooks will assume that if your first check is checked number 200 then QuickBooks will believe
the second check that it prints on will be 201 and the third check that it prints on will be 202
and so on QuickBooks needs to make this assumption to be able to assign the check number and put the
proper check number in the computer so that the check number in the computer matches the check
number on the physical check we will leave the cash and bank window open at the minute we open
the window to print the checks from the main menu click file print forms checks the Select checks
to print window opens up and QuickBooks assumes that these three checks the three checks where the
check mark was indicated at print later which by the way are showing down here with no check number
these are the checks that QuickBooks assumes we are printing you have to click into the field
first check number and type in the first check number on the physical check that goes in the
printer if you put in 200 QuickBooks will assign the number 200 to this one and assign the number
201 to this one and assign the number 202 to this one because QuickBooks assumes that you want these
checks printed in order and QuickBooks assumes those are the numbers on the physical checks that
are in the printer when you click OK QuickBooks gives you a confirmation window to make sure that
you're printing with the right style of check you could order the checks from QuickBooks either in
voucher standard or wallet style we will leave the defaults mail voucher and click print after the
checks print you will get a confirmation window asking you to confirm that these particular check
numbers are physically on these specific checks let's assume for now that everything is OK and
when we click OK we notice that at the bottom of the cash and bank account QuickBooks has now
assigned check number 200 to this check on April 2nd when we double click we can see the number is
there we can also double click check number 201 to make sure that it assigned the correct number
and so on so QuickBooks will assign the number at the moment to check prints and then it will
ask you to confirm if the check number it assigned is physically on the same check that printed from
the printer what if some checks printed badly from the printer well you can reopen the check and mark
the print later button that will put that check back on the list to be printed later for example
let's imagine that check 201 ripped as it came out of the printer so this check to UPS for one
hundred and fifty dollars must be reprinted and check number 201 must be shredded we double click
and all we have to do is click the check mark in the print later command that will remove the check
number and when we click Save and close and click yes we know that this check to UPS has been placed
back on the list to be printed later when we reprint it we will physically place in the printer
check number 203 so from the main menu we click file print forms checks and notice the UPS check
that printed badly is back in this window because it's waiting again to be printed notice QuickBooks
remembered the check number that we left off on and QuickBooks is assuming we're taking physically
check number 203 and placing it in the printer to print this UPS check on when we click OK we again
get the print checks window to confirm the style of checks that's physically placed in the printer
we'll click print and after the checks print we get this confirmation window to be sure everything
printed fine when we click OK we now notice check number 203 has been given to the April 3rd check
to UPS for delivery what if you don't have a printer and you want to practice this video well
that could be a problem you see QuickBooks will not give a check number if you don't physically
print the check the way to solve this problem is to full QuickBooks into believing that the checks
were physically printed and the way to do that is to print to a file so if you don't have a printer
the save as box will open up when the save as window opens up simply put any name and choose
any location for the file that QuickBooks needs to save you can always open or delete that file
later but QuickBooks needs to create that file only because you don't have a printer once you
save the file QuickBooks will assume the checks are printed and it will assign the check numbers