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Writing a check for expenses

From: QuickBooks Pro 2010 Essential Training

Video: Writing a check for expenses

If you use the Pay Bills command in QuickBooks and choose the Check Payment method, QuickBooks creates check transactions for you. But you can also record checks that you write that don't go with the bill. For example, the check you write to the plant lady who takes care of your plants every week. To write a check like this, on the homepage click Write Checks in the Banking section. The Write Checks window makes it easy to fill in check fields by making the form look just like a paper check. QuickBooks fills in the Bank Account box with your default bank account for writing checks.

Writing a check for expenses

If you use the Pay Bills command in QuickBooks and choose the Check Payment method, QuickBooks creates check transactions for you. But you can also record checks that you write that don't go with the bill. For example, the check you write to the plant lady who takes care of your plants every week. To write a check like this, on the homepage click Write Checks in the Banking section. The Write Checks window makes it easy to fill in check fields by making the form look just like a paper check. QuickBooks fills in the Bank Account box with your default bank account for writing checks.

If you want to pay from a different account, choose it in the dropdown list. QuickBooks automatically fills in the Number box with a number one higher than the last check you wrote. If the number isn't correct, type the one you want. And if the date isn't set to the date you want for the check, click the Calendar icon and choose the date. In the Pay to the Order of list, choose who you want to make the check out to. You can choose customers, vendors, employees or people on the Other Names list.

QuickBooks fills in the address from the record for the name you selected. That is if you added an address to that record. Then type the amount for the check. QuickBooks fills in the written amount on the check line. The Write Checks window has two tabs, just like the window for entering bills. The Expenses tab is for services you purchase from a vendor, and the Items tab is for non-inventory products you purchase. For example, when you go to the local hardware store.

On the Expenses tab, in the first account cell, choose the expense account for tracking what you bought. In the Amount cell, type the amount the vendor charged. If the expense isn't billable to a customer that's all you have to do. You can add another expense to the next line. On that line, choose an account for the next amount. You can also fill in additional lines, if necessary. When you move to the next line, QuickBooks calculates how much of the bill's total amount is still remaining.

If the check includes charges for non- inventory items you purchase, you can click the Items tab and fill it out just the way you do for bills. If the total in the table doesn't match the check amount, click Recalculate. QuickBooks removes any unassigned amounts in the table to make the numbers match. If you want QuickBooks to print a check for you, turn on the To be printed check box. You'll learn how to print checks in the chapter Printing and E-Mailing Forms.

The Online Payment check box is for making a payment using an online vendor payment service. When you're done click Save & Close to save the check transaction. If you have more than one checking account, you can tell QuickBooks which account to choose when you write checks. To do this, on the Edit, choose Preferences, then click Checking, turn on the Open the Write Checks checkbox and choose the account that you want to use in the dropdown list. Then click OK.

Whether you write checks by hand or have QuickBooks print them, don't forget to put them in envelopes and mail them out.

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This video is part of

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QuickBooks Pro 2010 Essential Training

69 video lessons · 21741 viewers

Bonnie Biafore
Author

 
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  1. 8m 19s
    1. Welcome
      52s
    2. Editions of QuickBooks
      3m 24s
    3. QuickBooks bookkeeping basics
      2m 46s
    4. Using the exercise files
      41s
    5. Disclaimer
      36s
  2. 9m 12s
    1. Opening a company file
      2m 4s
    2. Using the QuickBooks menus and home page
      2m 49s
    3. Touring the Customer, Vendor, and Employee Centers
      2m 32s
    4. Navigating between QuickBooks windows
      1m 47s
  3. 10m 50s
    1. Gathering the information you need
      2m 4s
    2. Creating a company file
      5m 33s
    3. Converting from another program
      3m 13s
  4. 8m 19s
    1. Naming and numbering accounts
      3m 36s
    2. Creating an account
      2m 26s
    3. Making an account inactive
      2m 17s
  5. 14m 50s
    1. Creating a customer profile
      3m 40s
    2. Adding customer information
      4m 33s
    3. Creating a job
      2m 18s
    4. Making customers inactive
      1m 39s
    5. Creating a vendor
      2m 40s
  6. 43m 35s
    1. Why use QuickBooks items?
      2m 59s
    2. Creating a service item
      4m 26s
    3. Setting up time tracking
      2m 53s
    4. Entering time
      4m 19s
    5. Tracking mileage
      4m 34s
    6. Creating an inventory item
      6m 7s
    7. Creating a non-inventory item
      3m 34s
    8. Setting up sales tax
      6m 59s
    9. Setting up discounts and charges
      3m 46s
    10. Creating a group of items
      2m 16s
    11. Making items inactive
      1m 42s
  7. 30m 46s
    1. Creating a purchase order
      3m 8s
    2. Entering a bill
      4m 37s
    3. Recording inventory you receive
      3m 47s
    4. Paying bills
      4m 5s
    5. Handling a credit from a vendor
      5m 2s
    6. Writing a check for expenses
      3m 17s
    7. Paying with a credit card
      1m 40s
    8. Paying with cash
      2m 53s
    9. Paying sales tax
      2m 17s
  8. 35m 5s
    1. Understanding invoices, statements, and sales receipts
      2m 23s
    2. Creating an invoice and filling in header fields
      2m 55s
    3. Adding items to an invoice
      5m 7s
    4. Adding billable time and cost to an invoice
      5m 57s
    5. Using subtotals, discounts, and other charges
      3m 6s
    6. Creating an estimate
      2m 49s
    7. Handling a customer credit
      4m 57s
    8. Creating a statement charge
      3m 7s
    9. Producing a statement
      4m 44s
  9. 14m 44s
    1. Setting up print options
      4m 13s
    2. Aligning forms with printer paper
      3m 0s
    3. Printing one or more forms
      4m 29s
    4. Emailing a sales form
      3m 2s
  10. 14m 8s
    1. Receiving a payment
      3m 49s
    2. Assessing finance charges
      4m 9s
    3. Creating a sales receipt for a cash sale
      2m 39s
    4. Depositing payments
      3m 31s
  11. 10m 37s
    1. Preparing to reconcile a bank account
      1m 50s
    2. Reconciling transactions to your bank statement
      3m 14s
    3. Correcting discrepancies
      5m 33s
  12. 9m 51s
    1. Using the Report Center to find reports
      3m 0s
    2. Running a report
      3m 45s
    3. Printing or saving a report
      3m 6s
  13. 6m 8s
    1. Why use journal entries?
      3m 3s
    2. Creating a general journal entry
      3m 5s
  14. 13m 39s
    1. Creating a new user
      4m 58s
    2. Backing up your company file
      6m 10s
    3. Restoring a company file
      2m 31s
  15. 27s
    1. Goodbye
      27s

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