Check

Manage checks in QuickBooks Online

QuickBooks Online makes it easy to track, print, and manage your checks. Whether you need to record a lost check, find a specific payment, or correct a payroll error, follow these steps to keep your records accurate.

Record lost cash or funds

If you need to record cash that has been lost or a small cash expense, you can write a check directly from your cash account.

1. Select the + New button.
2. Select Check.
3. In the Bank Account field, select the appropriate cash account.
4. In the Category column, select an expense account (such as Miscellaneous Expense).
5. Enter the amount lost.
6. Use the Memo field to explain the loss (for example, “Cash lost” or “Petty cash shortage”).
7. Select Save and close.

Enter and manage check numbers

When creating a check, QuickBooks Online helps you manage the numbering sequence.

• Enter a check number manually: Select the + New button and choose Check. Ensure the Print later box is unchecked. This allows you to type the check number directly into the No. field.
• Use “Print later”: If you plan to print checks later, check the Print later box. QuickBooks assigns a tracking number (like “To Print”) so you can batch print them later.

View and find checks

You can locate checks you have written using the Expenses list.

1. Go to the Left navigation bar and select Transactions, then Expenses.
2. Select the Filter menu.
3. In the Type field, choose Check.
4. Select Apply.
5. You can sort the list by clicking any column heading, such as Date, Payee, or Check Number.

Print a check register

To print a physical copy of your check register, including dates, payees, and amounts:

1. Go to Settings (the gear icon) and select Chart of Accounts.
2. Locate the bank account you wish to view and select View register (or Account history).
3. In the upper-right corner of the register window, select the Printer icon.
4. Adjust the date range or other settings as needed, then select Print.

Void or recover a check

If a check was voided in error, accounting best practices dictate that you record the transaction as it actually happened on your bank statement.

To re-enter the check:

1. Select the + New button.
2. Select Check.
3. Enter the check details using the original date it was cashed (as per your bank statement).
4. Use the Memo field to note that this is a re-entry (for example, “Re-entering check voided in error”).
5. Select Save and close.

Correct a payroll check

If you have already approved a payroll check but notice an error (such as the wrong amount), you cannot edit the check directly. You must delete it and run payroll again.

1. Select Employees from the left navigation menu.
2. Select the employee’s name.
3. Go to the Paycheck List tab.
4. Select the paycheck you need to delete.
5. Select Delete.
6. Once deleted, run payroll again for that employee with the correct information.