How to Print Voucher Checks in QuickBooks Online

Voucher checks are commonly used by businesses to keep a record of their payments and for easy reference. In QuickBooks Online, printing voucher checks is straightforward once you set up your checks and customize your print settings. This guide will provide a step-by-step tutorial on how to print voucher checks, along with FAQs to address common concerns. 

Understanding Voucher Checks

Voucher checks are three-part checks that include:

1. The Check Itself: Used for the actual payment.

2. Check Stub (Part 1): Lists the payee information, amount, and other details.

3. Check Stub (Part 2): Can be used for the company’s internal recordkeeping.

Businesses prefer voucher checks for their detailed breakdown, which ensures transparency and easy tracking of payments.

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Why Use Voucher Checks?

Voucher checks offer several benefits:

• Record Keeping: Each check comes with two detachable stubs that provide detailed information for both the payer and payee.

• Payment Tracking: Voucher checks make it easier to track payments for bookkeeping.

• Professional Presentation: The check format looks more professional, making it suitable for both vendors and employees.

Setting Up Voucher Checks in QuickBooks Online

Before printing voucher checks, ensure that you have your printer, paper, and QuickBooks settings configured properly.

1. Set Up the Printer for Voucher Checks

• Make sure your printer supports the size of voucher checks.

• Use a printer with good ink quality to prevent smudging.

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2. Use Compatible Check Paper

Voucher checks are usually printed on pre-printed paper with bank details and company information. Purchase compatible voucher checks from an approved supplier.

3. Configure Check Settings in QuickBooks Online

1. Go to the Settings (gear icon) in QuickBooks Online.

2. Under Your Company, select Account and Settings.

3. Go to the Expenses tab and choose Check Printing.

4. Ensure that you select the Voucher Check format.

4. Test Print the Checks

Before printing the actual voucher checks, it’s recommended to perform a test print to ensure that the alignment is correct. Print on blank paper first and match it against a check to see if the information fits.

Steps to Print Voucher Checks

Follow these steps to print voucher checks in QuickBooks Online:

Step 1: Create a Check Transaction

1. Go to + New from the left-hand menu.

2. Under the Vendors section, select Check.

3. Fill out the check details, including:

   • Payee Name: Select the vendor or employee you are issuing the check to.

   • Bank Account: Choose the bank account from which the funds will be withdrawn.

   • Amount: Enter the amount of the check.

   • Memo: Optionally, include a memo for additional details.

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Step 2: Choose the Voucher Format

• In the check preview window, choose the Voucher format to ensure that it prints correctly on your voucher check paper.

Step 3: Save and Print

1. Click Save and Print.

2. Review the check on the print preview screen to make sure all the details are correct.

3. Click Print.

Step 4: Verify the Alignment

• Ensure that the printed voucher check is properly aligned with the pre-printed sections on the check paper.

Step 5: Repeat as Necessary

• If the alignment or details are incorrect, go back to Print Setup and adjust the settings.

Customizing Check Layout and Print Settings

QuickBooks Online offers various customization options for check layouts to ensure they meet your business requirements.

1. Go to Print Setup

1. Go to Settings (gear icon).

2. Select Print Setup under Check Printing.

2. Adjust the Alignment

• Use the Alignment tool to move the text up, down, left, or right.

• Print a test page to verify changes.

3. Customize Check Style

• QuickBooks Online supports three types of checks:

  1. Voucher Checks (recommended for businesses).

  2. Standard Checks (for basic needs).

  3. Wallet Checks (for personal accounts).

4. Set Check Preferences

• Go to Account and Settings > Expenses.

• Under Check Printing, select your preferred style and settings.

How to Reprint a Check

If you need to reprint a check due to alignment issues or printing errors, follow these steps:

1. Go to the Expenses menu and select Vendors.

2. Find and select the payee you need to reprint the check for.

3. Open the check transaction.

4. Click Print Check.

5. Review the details and click Print.

Note: Reprinting checks can lead to duplicate entries if not handled correctly. Make sure to void the original if reprinting due to mistakes.

Using Voucher Checks for Vendor Payments

Voucher checks are most commonly used for vendor payments. When paying vendors, voucher checks provide the necessary documentation that outlines what the payment is for, ensuring there is no confusion.

How to Record a Vendor Payment Using Voucher Checks

1. Go to + New > Check.

2. Select the vendor from the Payee dropdown.

3. Fill out the payment details.

4. Choose Voucher as the check format.

5. Save and print the check.

Tracking Vendor Payments

Voucher checks come with two stubs. One is for the vendor's reference, and the other can be attached to internal files to keep track of payments.

Using Voucher Checks for Payroll

While QuickBooks Online Payroll typically handles direct deposits, some businesses prefer to use voucher checks for payroll.

How to Print Payroll Checks Using Voucher Format

1. Go to Workers > Employees.

2. Run the payroll for the desired period.

3. Select Print Checks.

4. Choose the Voucher Check format.

5. Print as instructed.

This format ensures that employees receive a detailed breakdown of their salary, deductions, and net pay, along with a physical check.

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Frequently Asked Questions (FAQs)

1. What are voucher checks used for?

Voucher checks are typically used for payments where both parties need a record. They are popular for vendor payments and payroll because of the additional stubs that contain transaction details.

2. Can I print voucher checks on regular paper?

No, voucher checks must be printed on pre-printed check paper that includes the bank details, company information, and security features to prevent fraud.

3. How do I align voucher checks in QuickBooks Online?

To align checks:

1. Go to Settings > Print Setup.

2. Use the alignment tool to adjust the position of the text.

3. Perform a test print and verify the alignment against the voucher check paper.

4. What should I do if the check details don’t print correctly?

If the check details don’t align properly:

1. Check the Print Setup settings.

2. Adjust the alignment using the alignment tool.

3. Make sure your printer is set to the correct paper size.

5. Can I reprint a check if there is a mistake?

Yes, you can reprint a check. Go to the check transaction and select Print. Make sure to void the original check if reprinting to avoid duplicates.

6. How do I void a check in QuickBooks Online?

1. Go to the Expenses menu.

2. Find and select the check transaction.

3. Click on More and select Void.

7. Can I use voucher checks for payroll?

Yes, you can use voucher checks for payroll. Simply select the Voucher format when printing payroll checks, and employees will receive detailed pay stubs along with the check.

8. Why are my checks printing out of alignment?

Misalignment can happen due to printer settings or incorrect check style selection. Go to Print Setup and use the alignment tool to correct it.

9. What types of check formats does QuickBooks Online support?

QuickBooks Online supports three check formats:

1. Voucher Checks.

2. Standard Checks.

3. Wallet Checks.

10. Do I need to buy special paper for voucher checks?

Yes, voucher checks require pre-printed check paper that includes bank details, company information, and security features.

11. How can I customize the check layout?

1. Go to Settings > Account and Settings.

2. Choose Expenses.

3. Under Check Printing, customize the layout as needed.

12. What are the benefits of using voucher checks?

Voucher checks offer:

• Easy record-keeping with detailed stubs.

• Professional presentation.

• Transparency in payments