Post written by Carie Randle, Accounting Manager

Whether you’re a novice or an experienced user, below are the Top 5 questions I get about QuickBooks Desktop from our clients…even those who have been working in QuickBooks Desktop for years.

Knowing the answers to these questions will help you avoid future headaches and be more efficient!

1. How do I return a check back to the Print Forms queue?

It’s happened to most of us at one time or another. You’ve printed checks and dismissed the window that allows you to reprint any of the checks you just printed.

As you go to pull the checks off the printer, you see that your printer ink has run out and only part of the information on the checks actually printed. Oh no!

Don’t panic…there’s an easy fix! First, locate the check to be re-printed and open it. From the “Write Checks” screen of the check to be reprinted, select the box at the top to “Print Later” and “Save & Close” the entry. This returns the check back into the “Print Forms” queue.

Another option is to go to the check in the bank register, highlight the check number that QuickBooks assigned, type “T” and it will fill in “To Print”, then hit enter and click “Yes” to save changes.

2. How do I void a check?

Shredding a check is easy, but what about voiding a check in QuickBooks? That’s easy, too! While you have the check open in the “Write Checks” screen, select the “Edit” menu, then “Void Check”.

This makes the check a $0.00 transaction and puts “VOID” in the memo line. You can perform the same action by right-clicking within the empty area of the “Write Checks” screen and selecting “Void Check”.

3. How can I quickly see all transactions for a customer or vendor?

Two of the most commonly used reports that some QuickBooks Desktop users don’t know about are the QuickReport and the Open Balance report, and these reports are super easy to access. Best of all, you don’t even have to access the Reports menu.

From the Vendor List or Customer List, right-click on any customer name or vendor name and both reports can be accessed toward the bottom of the menu.

The QuickReport will list all transactions within the specified date range. The Open Balance report will list all unpaid customer invoices or vendor bills.

4. I can’t remember my vendor’s legal name to be able to find them on my vendor list. How can I make them easier to identify?

Do you have a vendor that goes by their middle name (or a nickname), but checks to them need to be made out to their legal name? For example, John “Michael” Doe… You know them as “Michael Doe”, but their check should be made payable to “John Doe”.

There’s no need to keep note of their legal name elsewhere to be able to find them in your vendor list. You can use the name as you know them as in the “Vendor Name” field, and use the “Print Name On Check As” field under that vendor’s Payment Settings for their legal name.

The vendor’s middle/nickname will then appear in your vendor list and on reports so that you can easily identify them, but checks will be made payable to their legal name.

This also works for vendors you want to easily identify by the owner’s name because you can’t ever remember their business name. Use the owner’s name in the Vendor Name field, but then use their company name in the “Print Name On Check As” field.

5. I wrote a check to a vendor, but later realized there was a bill for the expense already in A/P, so now the expense is double booked and the bill is showing unpaid. How can I fix this without deleting my entries?

Open the check you entered, change the account to “Accounts Payable”, enter the vendor name in the “Customer: Job” section and click “Save & Close”. This will create a credit on A/P to apply the open bill.

Next, click on the “Vendors” menu, select “Pay Bills”, check the box next to the open bill, click “Set Credits”, select the credit, click “Done”, the net bill pay amount will be zero, then click “Pay Bills” and you’re done!

If you didn’t know the answers to these questions, you’re not alone…even I didn’t know the answers at one point! I hope answering these common questions was helpful. Just bookmark this blog post so that you’ll have a go-to reference for answers to questions you likely don’t deal with often enough to remember.

Thank you for taking the time to read the Financial Optics blog! If you have any questions about this post or any other questions, give us a call at 913.649.1040.