Introduction: Ensuring that checks are printed correctly in QuickBooks is crucial for accurate record-keeping and compliance. Whether you're paying a vendor under a different name or need to match a W-9 submission, QuickBooks allows you to modify the payee name on a check before printing. In this guide, Jon Markee, your Builder CPA, walks you through the simple steps to update the check's printed name while maintaining accuracy in your vendor records.
Navigating to Vendors in QuickBooks
Open QuickBooks and go to the Expenses tab on the left-hand menu.
Select Vendors to locate the vendor that needs a name adjustment.
Depending on your QuickBooks subscription level, the interface may vary slightly, but the core process remains the same.
Updating the Name for Check Printing
Locate the vendor and open their profile.
If the vendor's legal name differs from the business name they commonly use, update the Print on Check As field to reflect the correct payee.
This ensures that even if the vendor profile retains the business name, the printed check will display the correct individual or legal entity.
Click Save to confirm the changes.
Creating and Printing the Check
From the vendor’s profile, select New Transaction and choose Check to create a payment.
Add the relevant bill or payment details.
Verify that the correct name appears in the Mailing Address section, as this is what will be printed on the check.
Proceed with printing to finalize the process.
Printing a Refund Check to a Customer
Changing the printed name for a refund check follows a similar process.
However, since QuickBooks does not offer a direct check printing option from the Customer Profile, you'll need to follow an alternative method.
For detailed steps on this, be sure to check out Jon Markee’s other video dedicated to refund checks.
Final Thoughts
Printing checks with the correct payee name in QuickBooks is a small but essential step in maintaining accurate vendor payments and ensuring compliance. By following these steps, you can prevent confusion, improve record accuracy, and streamline your accounting processes.
For more QuickBooks tips, be sure to subscribe and comment with any questions. Jon Markee, your Builder CPA, is here to help you simplify financial management for your home building business!