 |
 |
QuickBooks
Online Manual
Checks
Manual
Check
Follow
these instructions if you intend to enter a manual check
that was written.
| 1. |
Click on the "Write Check" icon on your toolbar,
or select the "Banking" menu and choose "Write
Checks".
 For
QuickBooks 1999:
From The "Activities" Menu choose "Write Checks".
|
| 2. |
In the "Bank Account" field at the top left corner
of the "Write Checks" window, choose the checking
account out of which the check was written. |
| 3. |
Enter the check number of the check you are entering
in the "No." field. |
| 4. |
In the "Date" field, enter the date that you wrote
the check. |
| 5. |
On the "Pay To The Order Of" line, write the name
of the person/company to whom you are writing
the check. |
|
| A. |
If
this vendor has already been set up within
QuickBooks, QuickBooks will automatically
enter the name of the closest match to the
name as you start to type. (You can also
use the drop-down list to enter the name.)
When the name appears as you would like
it, hit the tab key on your keyboard or
use the mouse to click on the next field
you would like to enter. (This will typically
be the "$" field immediately to the right
of the "Pay to the order of" line.) |
|
|
| |
• |
If
your preferences are set to recall the last
transaction, when you enter the name, the
last transaction for this vendor is going
to show on your screen. Usually all you
need to do is change the amount you enter,
if the account is correct. If you need to
change anything, you can use your mouse
to click on any field and enter the correct
information. |
|
|
| B. |
If
this vendor has not been previously used
(or set up) QuickBooks will prompt you with
a "Name Not Found" window which provides
you with these three choices: "Quick Add",
"Set-up", and "Cancel". (QuickAdd allows
you to enter just the name of the vendor
whereas Setup allows you to enter all the
vendor information including address, phone
number, account number, etc.) Use your mouse
to click "Set-up" and QuickBooks will prompt
you with the "Select Name Type" window.
Click the button next to "vendor" then click
"Save and Close". |
|
|
| C. |
You
will now see the "New Vendor" window where
you will fill in the fields for "Vendor;
Company Name; Address; Print on Check as".
The other fields you should fill in if you
have the proper information to enter. These
will not affect your ability to write a
check. Click on the "Additional Information"
tab, and enter the account number for the
vendor if applicable. If you enter the account
number here, it will print in the memo section
of the check. When you have entered all
the appropriate information, click "Ok".
(For more detailed instructions about how
to set up a vendor see the section on "Setting
up a Vendor" in this book.) |
|
| 6. |
Hit your tab key to move to the next field when
you have finished filling out the "Pay To The
Order Of" field. QuickBooks moves you to the "$"
(Amount) field (you can also use your mouse to
click on this field to move your cursor to it.)
In this field you will enter the amount you are
writing the check for. You must remember to enter
the decimal unless the number you are entering
is an even dollar amount. In this case QuickBooks
automatically fills in zeros as 'cents'. |
| 7. |
When you hit your tab key to move to the next
field, QuickBooks writes the amount of the check
out in words for you and moves you to the "Address"
field. The address should already be entered because
you have previously entered this information when
you set up the vendor. (You can alter the address
if you need to. However, when you save at the
end of the transaction QuickBooks will notify
you that you have changed address information
for this transaction and ask you if you want this
new information to show up the next time you write
a check to this vendor. Typically the information
is a permanent change, click "Yes", to have the
information registered as a permanent change.) |
| 8. |
"Memo" - any information you enter in this field
will be printed on the memo section of the check.
This space is often used to write your account
number for the vendor associated with the invoice
you are paying or any other detail you want to
give the vendor, like the invoice number you are
paying. Anything you enter here will not be seen
on the General Ledger or anywhere else in QuickBooks,
except in this check template. If you entered
the account number in the "Additional Information"
tab when this vendor was set up, it will automatically
print on your check every time, but not anywhere
else in QuickBooks (except of course in the Vendor
Setup window). This is a time-saver feature QuickBooks
has created to save you the time entering your
account number each time you create a check. |
| 9. |
In the "To Be Printed" box in the middle of the
"Write Checks" window: Unclick the "To Be Printed"
box so that the check mark does NOT appear within
the box. |
| 10. |
In the "Online Payment" box in the middle of the
check template in the "Write Checks" window: Unclick
the "Online Payment" box so a checkmark does NOT
appear within the box. |
| 11. |
When you hit tab, you will move to the "Account"
column on the "Expenses" tab. You will see the
amount you have written the check for in the column
immediately to the right of the "Account" column.
You use these columns to enter the information
regarding what expense accounts are going to be
assigned to the purpose of the check. You begin
to enter the name of the account, or you can choose
the drop down arrow in the right side of the column
to pick the account you are assigning an amount
of the check to. When you have entered the account,
hit the tab key. |
| 12. |
You will now be moved to the "Amount" column.
QuickBooks has already entered the amount you
have written the check for. |
|
| A. |
If
the entire amount is being assigned to the
same expense account you can hit tab. |
|
|
| B. |
If
only part of the amount is being assigned
to this account, enter that amount now and
hit tab. (QuickBooks will automatically
enter the balance of the check into the
amount column directly underneath this entry
when you have tabbed through the other columns.) |
|
|
| C. |
If
the entire amount is being assigned to the
same expense account you can hit tab.Type
a memo of what the expense is in the "Memo"
column. Whatever you type in this column
will be able to be seen in the General Ledger
(as opposed to the memo field on the check
template). Hit the tab key. |
|
|
| D. |
If
applicable, enter a Customer:Job name in
the "Customer:Job" column (again, you can
use the drop down list, if you are more
comfortable doing so). If you assign the
expenses or items to a customer, you will
be able to import the information to an
invoice for that customer, and you will
be able to print a Profit & Loss report,
to assess your gross profit for that Customer
or Job. |
|
|
| E. |
When
you enter a Customer:Job, you will see a
picture of an invoice appear in the next
column. If you are billing this cost back
to a client leave the invoice as is. If
you are not billing this cost back to the
client, (i.e.- entering the Customer:Job
as a means of tracking business costs back
to specific jobs.), you should use your
mouse to click on the picture of the invoice
in order to make an "X" appear on top of
the invoice icon. |
|
|
| F. |
If
you are splitting the total amount into
separate expense accounts, continue following
steps B-E until the entire amount of the
check has been placed in the appropriate
expense accounts. |
|
| 13. |
You can also split the amount of the check into
items on the "Item" tab. The "Item" tab should
be used for reimbursable items. If you have items
set up that you use to invoice your clients, and
you have received these items (either purchases
or services) from an outside vendor that you are
now paying, this is the space that you use to
split the amount of the check you are creating.
Like above you will see several columns in which
you are required to make entries before the check
is created. |
|
| A. |
Fill
in the "Item" column with the specific item
(or service) you are splitting out, by either
typing in the item or using the drop down
list to choose an item. |
|
|
| |
• |
If
the item is not already set up QuickBooks
will prompt you to set it up. You will then
see the "New Item" window. |
|
|
| |
• |
Choose
the type of item it is from the drop down
list in the "Type" field. |
|
|
| |
• |
Give
the item a name (or number) in the "Item
Name" field. |
|
|
| |
• |
Fill
in the "Purchase Information" field, making
sure to assign a Cost of Goods Sold/Expense
account to the item. |
|
|
| |
• |
Fill
in the "Sales Information" field, making
sure to assign an Income account to the
item. |
|
|
| |
• |
If
this is an item you typically keep in stock,
be sure to fill in the "Inventory Information
field." |
|
|
| |
• |
Click
"Ok" when all the applicable information
has been entered. |
|
|
| |
• |
(For
more information on how to set up items,
see the instructions in this book for "Creating
Items".) |
|
|
| B. |
Fill
in the "Description" and "Quantity" columns.
The "Cost" and "Amount" columns QuickBooks
should already have calculated for you because
that information was set up when you set
up the item. |
|
|
| C. |
Assign
a Customer:Job if applicable, and as on
the Expense tab, click on the picture of
the invoice to put an "X" on it if you do
not want to charge the expense back to the
customer. |
|
| 14. |
When you are finished entering all the information,
the amount shown on the Expense tab, and the amount
shown on the Items tab should equal the original
amount that you entered in the "$" field in the
check template. |
| 15. |
If these amounts do not total to the amount for
which you are writing the check you have not assigned
all the costs to the various expense/item accounts
and you will need to go back and check that everything
is entered correctly. QuickBooks will not accept
the transaction until everything is in balance. |
| 16. |
When everything is entered click "Next" or "Save
& New" to write another check, or click "Save
& Close" or "OK" if you are done writing checks. |
Back
to [ Top ] [ QuickBooks
Index ]
Making
an Online Payment
Follow
these instructions if you intend to enter a check to
make a payment online.
| 1. |
Click on the "Write Check" icon on your toolbar,
or select the "Banking" menu and choose "Write
Checks".
For
QuickBooks 1999:
From The "Activities" Menu choose "Write Checks".
|
| 2. |
In the "Bank Account" field at the top left corner
of the "Write Checks" window, choose the checking
account from which you would like to write this
check. |
| 3. |
On the "Pay To The Order Of" line, write the name
of the person/company to whom you are writing
the check. |
|
| A. |
If
this vendor has already been set up within
QuickBooks, QuickBooks will automatically
enter the name of the closest match to the
name as you start to type. When the name
appears, as you would like it, hit the tab
key on your keyboard or use the mouse to
click on the next field you would like to
enter. (This will typically be the "$" field
immediately to the right of the "Pay to
the order of" line.) |
|
|
| |
• |
If
your preferences are set to recall the last
transaction, when you enter the name, the
last transaction for this vendor is going
to show on your screen. Usually all you
need to do is change the amount you enter,
if the account is correct. If you need to
change anything, you can use your mouse
to click on any field and enter the correct
information. |
|
|
| B. |
If
this vendor has not been previously used
(or set up) QuickBooks will prompt you with
a "Name Not Found" window which provides
you with these three choices: "Quick Add",
"Set-up", and "Cancel". (QuickAdd allows
you to enter just the name of the vendor
whereas Setup allows you to enter all the
vendor information including address, phone
number, account number, etc.) Use your mouse
to click "Set-up" and QuickBooks will prompt
you with the "Select Name Type" window.
Click the button next to "vendor" then click
"Save & Close". |
|
|
| C. |
You
will now see the "New Vendor" window where
you will fill in the fields for "Vendor;
Company Name; Address; Print on Check as".
The other fields you should fill in if you
have the proper information to enter. These
will not affect your ability to write a
check. Click on the "Additional Information"
tab, and enter the account number for the
vendor. You must enter the account number
here in order to make an online payment.
When you have entered all the appropriate
information, click "Ok". (For more detailed
instructions about how to set up a vendor
see the section on "Setting
up a Vendor" in this book.) |
|
| 4. |
Hit your tab key to move to the next field when
you have finished filling out the "Pay To The
Order Of" field. QuickBooks moves you to the "$"
(Amount) field (you can also use your mouse to
click on this field to move your cursor to it.)
In this field you will enter the amount you are
writing the check for. You must remember to enter
the decimal unless the number you are entering
is an even dollar amount. In this case QuickBooks
automatically fills in zeros as 'cents'. |
| 5. |
When you hit your tab key to move to the next
field, QuickBooks writes the amount of the check
out in words for you and moves you to the "Address"
field. The address should already be entered because
you have previously entered this information when
you set up the vendor. (You can alter the address
if you need to. However, when save at the end
of the transaction QuickBooks will notify you
that you have changed address information for
this transaction and ask you if you want this
new information to show up the next time you write
a check to this vendor. Typically the information
is a permanent change. Click "Yes", to have the
information registered as a permanent change.) |
| 6. |
"Memo" - any information you enter in this field
will be printed on the memo section of the check.
This space is often used to write your account
number for the vendor associated with the invoice
you are paying or any other detail you want to
give the vendor, like the invoice number you are
paying. Anything you enter here will not be seen
on the General Ledger or anywhere else in QuickBooks,
except in this check template. If you entered
the account number in the "Additional Information"
tab when this vendor was set up, it will automatically
print on your check every time, but not anywhere
else in QuickBooks (except of course in the Vendor
Setup window). This is a time-saver feature QuickBooks
has created to save you the time entering your
account number each time you create a check. |
| 7. |
When you hit tab, you will move to the "Account"
column on the "Expenses" tab. You will see the
amount you have written the check for in the column
immediately to the right of the "Account" column.
You use these columns to enter the information
regarding what expense accounts are going to be
assigned to the purpose of the check. You begin
to enter the name of the account, or you can choose
the drop down arrow in the right side of the column
to pick the account you are assigning an amount
of the check to. When you have entered the account,
hit the tab key. |
| 8. |
In the "To Be Printed" box in the middle of the
"Write Checks" window: Unclick the "To Be Printed"
box so that the check mark does NOT appear within
the box. |
| 9. |
In the "Online Payment" box in the middle of the
check template in the "Write Checks" window: Click
the "Online Payment" box so a checkmark does appear
within the box. If you have not setup the vendor
with an account number QuickBooks will prompt
you to enter the account number now.
QuickBooks will NOT allow you to enter any
more information for an online payment until you
have entered an account number. (See "Manual
Check", section 5B & 5C for instructions
to do this.) |
| 10. |
You will now be moved to the "Amount" column.
QuickBooks has already entered the amount you
have written the check for. |
|
| A. |
If
the entire amount is being assigned to the
same expense account you can hit tab. |
|
|
| B. |
If
only part of the amount is being assigned
to this account, enter that amount now and
hit tab. (QuickBooks will automatically
enter the balance of the check into the
amount column directly underneath this entry
when you have tabbed through the other columns.) |
|
|
| C. |
Type
a memo of what the expense is in the "Memo"
column. Whatever you type in this column
will be able to be seen in the General Ledger
(as opposed to the memo field on the check
template). Hit the tab key. |
|
|
| D. |
If
applicable, enter a Customer:Job name in
the "Customer:Job" column (again, you can
use the drop down list, if you are more
comfortable doing so). If you assign the
expenses or items to a customer you will
be able to import the information to an
invoice for that customer. You will also
be able to print a Profit & Loss report
to assess your gross profit from that customer. |
|
|
| E. |
When
you enter a Customer:Job, you will see a
picture of an invoice appear in the next
column. If you are billing this cost back
to a client leave the invoice as is. If
you are not billing this cost back to the
client, (i.e.- entering the Customer:Job
as a means of tracking business costs back
to specific jobs.), you should use your
mouse to click on the picture of the invoice
in order to make an "X" appear on top of
the invoice icon. |
|
|
| F. |
If
you are splitting the total amount into
separate expense accounts, continue following
steps B-E until the entire amount of the
check has been placed in the appropriate
expense accounts. |
|
| 11. |
You can also split the amount of the check into
items on the "Item" tab. Items should be used
for reimbursable expenses. If you have items set
up that you use to invoice your clients, and you
have received these items (either purchases or
services) from an outside vendor that you are
now paying, this is the space that you use to
split the amount of the check you are creating.
Like above you will see several columns in which
you are required to make entries before the check
is created. |
|
| A. |
Fill
in the "Item" column with the specific item
(or service) you are splitting out, by either
typing in the item or using the drop down
list to choose an item. |
|
|
| |
• |
If
the item is not already set up QuickBooks
will prompt you to set it up. You will then
see the "New Item" window. |
|
|
| |
• |
Choose
the type of item it is from the drop down
list in the "Type" field. |
|
|
| |
• |
Give
the item a name (or number) in the "Item
Name" field. |
|
|
| |
• |
Fill
in the "Purchase Information" field, making
sure to assign a Cost of Goods Sold/Expense
account to the item. |
|
|
| |
• |
Fill
in the "Sales Information" field, making
sure to assign an Income account to the
item. |
|
|
| |
• |
If
this is an item you typically keep in stock,
be sure to fill in the "Inventory Information
field." |
|
|
| |
• |
Click
"Ok" when all the applicable information
has been entered. |
|
|
| |
• |
(For
more information on how to set up items,
see the instructions in this book for "Creating
Items".) . |
|
|
| B. |
Fill
in the "Description" and "Quantity" columns.
The "Cost" and "Amount" columns QuickBooks
should already have calculated for you because
that information was set up when you set
up the Item. |
|
|
| C. |
Assign
a Customer:Job if applicable, and as on
the Expense tab, click on the picture of
the invoice to put an "X" on it if you do
not want to charge the expense back to the
customer. |
|
| 12. |
When you are finished entering all the information,
the amount shown on the Expense tab, and the amount
shown on the Items tab should equal the original
amount that you entered in the "$" field in the
check template. |
| 13. |
If these amounts do not total to the amount for
which you are writing the check you have not assigned
all the costs to the various expense/item accounts
and you will need to go back and check that everything
is entered correctly. QuickBooks will not let
you enter the transaction until everything is
in balance. |
| 14. |
When everything is entered click "Next" or "Save
& New" to write another check, or click "Save
& Close" or "OK", if you are done writing checks. |
Back
to [ Top ] [ QuickBooks
Index ]
|
|
|
|
