Used for:

• Process ACH payments and Wire transfers.
• Payment entries.

Manual create a new Check.

From the QuickBooks Banking menu, choose Write Checks.
Or at the Home page, select the icon as shown below:

Enter check header.

Picture: Header of check.

• Select bank Account.
• NO: Check No.
• Date: Check date.
• Pay to the order of: enter for search and select vendor, customer, employee.

If you have the bill of vendor, customer, employee, you will see a window as shown below

Click "Continute Writing Check".

• $: Amount.
• Class.
• Memo

Enter Expense for Check.

• Account: Enter account number or account name to search and choose account from list. If you paid by cash, you select Cash account.

• Amount.
• Memo.
• Customer:Job.
• Billable?
• Class.

After you have entered the full information of the bill, select icon as show below:

Enter Item for Check.

Used when payment method is payment upon receipt and paid by cash.

• Item: Good (Inventory Item, Expense Item), Service in check.
• Decription: description about item, note....
• QTY: quantity need buy.
• U/M: Unit of Measure.
• Cost: Price of item.
• Amount: Total amount of item. Amount = QTY * Cost.
• Customer:Job.
• Class.
• Billable: item can bill or not?

After you have entered the full information of the Check, select icon as show below:

Create a Pay bill.

After recording what you owe in QuickBooks Desktop, you can use Pay Bills to settle your payables for different vendors. You can also apply the corresponding discount or credit for each payment you make without any problem.
How do I pay a bill/payable?
IMPORTANT: Do NOT write a check/cheque to pay for a bill. If you do, the bill will remain open/unpaid in QuickBooks which may lead to inaccurate data on financial reports.

1. From the Vendors menu, click Pay Bills.
2. Select the appropriate A/P account.
3. Select the bills you want to pay.
4. How do I select bills?

• To select a bill to pay, click the (check/cheque) column, next to the bill.
• To select all the bills in the list, click the Select All Bills button.
• To unmark all bills and start over, click the Clear Selections button.

1. Why is my bill not showing?

• You may still have to enter the bill.
• If you have entered the bill and you selected the Show all Bills option in the Pay Bills window, you may need to scroll up/down to find your bill.
• If too many bills are listed, you can narrow down the entered bills by selecting Due on or before on the Show bills option and specify a date.
• You have multiple A/P accounts and the bill is not in the selected A/P account.
• The bill is already paid. You can run the Transaction List by Vendor report to check.
• Go to the Report menu and select Vendors & Payables.
• Select Transactions List by Vendor.
• (Optional) Customize the report to include Paid status column.

1. Set any discount or credit that you want to apply to the bills.
2. Discount.

Discount is a fixed amount or percentage that is deducted from the total amount you owed the vendor. You can set QuickBooks to automatically use discount or you can enter your own.
To enter a discount:

1. Enter the amount of discount. Note that the discount amount cannot be greater than the amount of the bill.
2. From the drop-down, choose the Discount Account where you track income from discounts. If you have not setup one yet, click Add New.
3. (Optional) If you are using classes to track account balances, choose the appropriate class from the drop-down list.
4. Click Done.
5. Credits.

Credit is the amount that the vendor deducts from the amount you owed. The Credits window displays the available credit. You can set QuickBooks to automatically use available credits or you can manually set it.
To set credits:

1. Put a check mark on the credits you want to apply.
2. Click Done.
3. Select the payment date and method.
4. Check.
5. On the Method drop-down, choose Check.
6. Click the appropriate radio button.

• To be printed: QuickBooks will prepare a check for the vendor and add it to the list of checks to be printed. You'll have the chance to print the check at the end of this task.
• Assign check number: If you plan to manually write the check or use a debit card. When you record your bill payment after completing this form, you will be prompted to enter check numbers (or a reference number if you use a debit card) and dates.

1. On the Account drop-down, choose the bank account from which you want to pay the bills.

1. Credit card
2. On the Method drop-down, choose Credit Card.
3. On the Account drop-down, choose the credit card account from which you want to pay the bills.
4. Cash, debit card, ATM card, Paypal (US only) or EFT (US only).
5. On the Method drop-down, choose Check (though you're not paying with an actual check).
6. Click the Assign Check number radio button.

Note: After completing the form, you are prompted to enter check number and date. You can leave the check number blank or you can enter something to indicate the type of a payment (Ex. EFT, PayPal, Cash)

1. On the Account drop-down, select the appropriate account from which you want to pay the Bills.
2. Direct Deposit (applies to US only)
3. On the Method drop-down, choose Direct Deposit.
4. Click the Payment Account drop-down if you need to change the QuickBooks account for the payment.

Important:

• When you select a vendor who is setup to receive direct deposit payments, QuickBooks supplies a QuickBooks account entry that matches the real bank account you specified when you setup your Direct Deposit service (the same for both payroll and vendor payments). You can only change the Payment Account to another QuickBooks account that is associated with this real bank account.
• Direct deposit funds are always drawn from the actual bank account shown in the Direct Deposit section (or Bank Account Information section, for Assisted users) of the Account Maintenance window. To see the Account Maintenance window, choose Employees > My Payroll Service > Account/Billing Information.

1. Online Bank Payment (applies to US only).
2. On the Method drop-down, choose Online Bank Payment.
3. (Optional) Click the Include reference number checkbox if you want bill or credit reference numbers to be sent along with your name and account number. If you select this option, the payment will not be sent electronically. The payment processor will print and mail a check to the payee instead.
4. On the Account drop-down, choose the checking account with the online vendor payment service.
5. Click Pay Selected Bills.

1. A Payment Summary window appears. Click Done if you are finished paying the bills. Click Pay More Bills to return to the Pay Bills window.
2. If you pay using Direct Deposit (applies to US only).
3. Select Send Direct Deposit to view the payments that are queued to be sent to the Direct Deposit service.
4. Click Send.
5. If you pay using Online Bank Payment (applies to US only).
6. Look for the payments under the Send Items to your bank section of your Bank Feeds.
7. Click Send items.

Record vendor prepayments or deposit for prepaid parts or services.

When you order a part or a service from a vendor, the vendor may require you to pay a portion of the price before delivery. You have two options for entering the prepayments or deposits. Consult your accounting professional to know which option is best for you.

Option 1: Use Accounts Payable to record prepayment.

You can write a check to the vendor and record the it to your Accounts Payable (A/P) account, decreasing the balance until you are ready to enter the final bill.

1. Create a check for the vendor.
2. From the QuickBooks Banking menu, choose Write Checks.
3. Enter the vendor name, date and the payment amount.
4. Go to the Expenses tab and in the Account column, enter Accounts Payable.
5. In the Customer:Job column, click the drop-down and choose the vendor name.
6. Click Save and Close.
7. Enter the bill.
8. From the Vendors menu, choose Enter Bills or Receive Items (If you like to record the bill later).
9. Fill out the necessary information.
10. Click Save & Close.
11. Apply the prepayment to a bill.
12. From the Vendors menu, choose Pay Bills.
13. Highlight the bill you want to associate with the prepayment.
14. Click Set Credits.
15. The prepayment will display in the Set Credits screen. Make sure it is checked then click Done.
16. If there is a balance due on the bill, QuickBooks will create a Bill Payment Check.

Option 2: Use an Asset account to track the prepayment.

You can write a check to the vendor and record the it to an Other Current Asset (OCA) account, increasing the balance until you are ready to pay the final bill.

1. Create an Other Current Asset (OCA) account to track prepayments.
2. From the Lists menu, choose Chart of Accounts.
3. In the Chart of Accounts, right click anywhere then select New.
4. From the Type drop-down list, choose Other Current Asset.
5. Enter a name such as Prepaid Inventory.
6. Click OK.
7. Write a check to your Vendor.
8. From the Banking menu, select Write Checks.
9. Enter the vendor name, date and the payment amount.
10. Go to the Expenses tab and in the Account column, enter the OCA account.
11. Click OK.
12. Enter the bill when the items arrive.
13. From the Vendors menu, choose Enter Bills.
14. On the Expenses tab, select the OCA account.
15. Enter the amount of the prepayment as a negative value.
16. On the Items tab, enter the items. The bill will equal the balance owed after deducting the prepayment and recording the bill will reduce the asset account.
17. Click OK.
18. Pay the bill balance.
19. From the Vendors menu, choose Pay Bills.
20. If there is a balance due after the prepayment is applied, QuickBooks will create a Bill Payment Check for the balance.

You can run a report to view existing prepayments you have on your company file.

1. From the Reports menu, select Vendors & Payables > Vendor Balance Detail.
2. Choose Customize Report then select the Filters tab.
3. From the Account drop-down list, choose the asset account created to track prepayment amounts.
4. Go to the Display tab and and select the desired date range for the report
5. Click OK.

Find the Check.

On the "Write checks" screen, click icon as shown below:

On "Find Checks" screen, You can search for check using the following conditions:

• Payee: entered nam to search vendor, employee, customer.
• Date: Check created between from date and to date.
• No: Check number, if you remember Check number.
• Amount: total amount of Check. If you remember total amount of Check.

After you entered condition for seach, click Find to search.

On the search results screen, choose check and click "Go to" to open PO.