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Checks — User Guide

Checks — User Guide

Module: Accounting
Audience: Accounts payable staff, bookkeepers, finance administrators
Version: 1.0.0
Last updated: 2026-07-22

Overview

Checks is where you create, review, print, and void vendor checks against approved bills. You can also open Configure checks to align printed check layouts with your check stock (routing number, account number, and check number positions).

Bank accounts used for checks are the same bank-type accounts from the chart of accounts.

Prerequisites

Role Typical permissions
View the checks list Accounting Checks → View
Create and issue checks Accounting Checks → Create
Save check layout settings Accounting Setting → Edit

Approved Bills and Vendors must exist before paying by check.

Step-by-step: View checks

  1. Go to Accounting → Checks.
  2. Optionally filter by Bank account, Vendor, Status, and date range.
  3. Click a vendor name to open the check preview on the right.
  4. Review Date, Bank account, Amount, Check number, and Status (issued, printing error, void, not issued yet).

Use the gear icon to open Configure checks.

Step-by-step: Create a check

  1. On the checks list, click Create new check.
  2. Select Bank account and Vendor.
  3. Enter Date, Amount, and Check number (if not auto-assigned).
  4. In the bills section, select one or more approved bills to pay.
  5. Choose a save action:
    • Save only
    • Save and print later
    • Save and print
    • Save and print multiple checks
  6. Add a signature if required.
  7. Submit the form.

Expected result: A check record is created, linked bills are marked paid per system rules, and you are redirected to the list or print flow.

Step-by-step: Configure check layout

  1. From Accounting → Checks, click the gear icon (Configure checks).
  2. Adjust check template options and MICR alignment (routing, bank account, check number positions).
  3. Use the sample preview to verify placement on your check stock.
  4. Click Submit.

Expected result: Layout settings are saved for future print jobs. Saving requires Accounting Setting → Edit.

Step-by-step: Reprint or void

  • Reprint: On the list, click Reprint and follow the modal to select checks and confirm.
  • Void: Open a check and use the void action (when available in the preview/workflow). Voided checks show status Void.

Void and create actions respect close the books when that setting is enabled.

Status reference

Status Meaning
Not issued yet Draft or saved without printing
Issued Check printed or marked issued
Printing error Print workflow reported an error
Void Check cancelled

Common issues

Symptom Likely cause What to do
Cannot open Checks Missing View permission Request Accounting Checks → View
Cannot save configure layout Missing Setting Edit Request Accounting Setting → Edit
Book closed message Check date in a closed period Use a later date or ask admin about closing date
No bills in list Bills not approved or already paid Approve bills under Accounting → Bills
Misaligned printout Layout not configured Run Configure checks and test print
Wrong bank balance Bank account not selected Pick the correct bank account filter

Related features

  • Bills — vendor invoices to pay by check
  • Banking — bank account balances and register
  • Accounting → Setting → General — close the books
  • Vendors — payee records on checks

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