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Home » When Writing a Check in Quickbooks, It\’s Not Displaying the Job

When Writing a Check in Quickbooks, It\’s Not Displaying the Job

Many businesses use Quicbooks to keep track of their finances. And, if you’re one of these businesses, it’s likely that you’ve been frustrated by the program at one point or another.

The problem, simply put, is that unless you’re actively using the program (and paying attention to tiny details like this), you won’t see the results you want. Below, we’ll discuss what you can do to make sure that your accountant’s or bookkeeper’s hard work is displayed accurately in your Quicbooks database.

Adjust The Accounts To Reflect The Jobs You\’ve Actually Done

Now, in the grand scheme of things, this may not seem like a huge issue. After all, you do see some of the numbers in your database before you close the program, right?

While it’s not a bad idea to simply let Quicbooks auto-generate your numbers, it’s highly recommended that you manually adjust the accounts to match your jobs. You see, when you use the program’s default settings, it will use the numbers in the database to determine what to write in your checks.

For example, if you deposit $100 in your account three times in a month but your last transaction was for $50, the program will think that you only have $50 left when it generates the check. So, if you want to write a $100 check, you’ll have to enter a zero for the remaining $50. It’s not the most user-friendly system. And, to make things worse, you won’t see the zero until you manually update the account.

Watch Out For The Recurring Deposit

Many financial institutions will offer an interest-free loan that you can use to make a deposit. Instead of paying interest, you get to enjoy the use of money without having to worry about it. If you’re one of these businesses and you put away a lot of money in your account every month, you should be aware of a problem called recurring deposit. Simply put, recurring deposit happens when you make a deposit in your account and then Quicbooks thinks (based on the limited data it has) that you still have money in the account. So it will continue to report that you have money in the account even though you put in more than what is currently there. So, if you find that your account keeps growing even though you’re not making any transactions, you’re probably a victim of recurring deposit.

To protect yourself from this issue, you can register for a free online service called Alerts & Alerts. With these alerts, you will be notified whenever there’s a change in your account. So, if you’re getting an unusual number of deposits or withdrawalls despite the fact that you’re not doing anything, you’ll be notified immediately.

Write Checks For One Transaction At A Time

If you’re using the software regularly, you’ll quickly learn that you can’t write a check for every single transaction that occurs in your account. Otherwise, your checks will become unreadable. So, if you do want to write checks for more than one transaction at a time, you’ll have to use a checkbook.

However, it’s not just about writing checks for one transaction at a time. You should try to use the software’s batch check capability as much as possible. So, if you know that you’ll be making several purchases or withdrawals around the same time, you can use the program’s Batch Edit feature to make it easier to pay the bills. While you can manually key in the numbers for the individual transactions, using batch edit reduces the chances of making errors. Plus, it makes the process quicker.

Use The Batch Edit Function Before You Do Anything

Even if you write checks for one transaction at a time, it’s still not the most efficient way of handling your finances. Especially if you do it regularly, it’s better to use the Batch edit feature before you make any transactions. So, before you go and write a $100 check, you can first use the program’s Batch Edit function to make $100 in your account. Then, when you’re sure that you have sufficient money, you can write the check. The advantage of using the program’s Batch Edit feature before you write checks is that you can review your transaction before you submit it. So, if you’re writing a check for a vendor and you suspect that the number is incorrect, you can go back and change it before you submit the check.

Keep A Close Eye On Vendor Bills

One of the main reasons why you’d use Quicbooks is to stay organized and keep track of your finances. And one area where you can easily become disorganized is in paying bills. So, if you want to make sure that you’re paying your bills on time, you’ll have to keep a close eye on the invoices from your vendors. It’s not always easy to track down the information you need when you need it. Especially if you’re not used to doing business this way. So, by keeping track of vendor bills in your Quicbooks database, you’ll prevent countless hours of frustration when it comes to paying your bills on time. And, believe it or not, this will also make you more organized. 

Now, all of this being said, it’s still not an ideal situation. And, no doubt, there will be occasions where you won’t be able to prevent errors. If you find that your account is declining despite your careful use of the software, you can be sure that there’s something amiss. At this point, it may be time to contact your accountant or bookkeeper for help. In some instances, this may require you to go back to the financial institution and ask for a loan. So, while Quicbooks can be a useful tool, it’s still not exactly the simplest or the most user-friendly program. And, for the purposes of keeping track of your finances, it’s not the worst option either. Plus, you’ll gain many benefits from using this tool, including the ability to write checks and batch edit bills. So, unless you’re getting all of this done automatically, it’s usually better to simply write checks and manage your money manually.