Solved

Why does QuickBooks Online keep changing my manually assigned check numbers when I print, and how do I stop it?

Forum|Forum|1 year ago
March 16, 2025
4 replies
236 views

Hi,

Yet another Quickbooks Online issue.

QBO is driving me crazy where it is constantly overriding my manually assigned check numbers.

I will enter the check, uncheck "Print Later", assign the number, and then go to Print the check. And before I print, QBO says something like, "this check number has already been assigned, use this number?"

So I go back to Checking and pull up the check and the check number has in fact been reverted to a previous wrong number.

Then I get stuck in an endless loop of assigning the number, trying to print, having QBO re-assign the number automatically.

The only way to work it out is to print the check number "wrong" and then go back and manually enter the correct check number and then hit Save, then go onto the next check.

Please advise if there is a solution to this.

QuickBooks Online

Best answer by sofiamdc-2341

The number that actually prints comes from the Starting check no. field in the Print checks screen, not the Check no. field on the check itself. When a check is set to print, QuickBooks shows its number as "To print" and assigns the real one at print time from that Starting check no., adding one for each check, which is why the number you typed looks like it gets overridden or reverted. So the fix is to control the number in the right place.

Here are the two clean ways, depending on how you print.

Option 1: let the Print checks screen number them (best for a batch)

On each check, leave Print later selected so the Check no. shows "To print."
Go to All apps, then Expenses & Bills, then Expense transactions, and select Print checks.
In the Starting check no. field, enter the number of the first paper check loaded in your printer. QuickBooks numbers the rest in order, adding one each time.
Select Preview and print, then Print.

Option 2: assign the number yourself and print one at a time

Open the check and clear the Print later checkbox.
Type your number in the Check no. field, then Save. (In some views this field is labeled Ref no., and it stays greyed out until Print later is unchecked.) This records your number and takes the check out of the batch queue.
To print it, open the check and select Print check, then confirm the number.

Heads up: if you clear Print later and type a number, but then print through the batch Print checks screen, the Starting check no. there will renumber it again. Print the check individually to keep the number you typed.

About the "already assigned, use this number?" prompt

That's the duplicate-number warning letting you know the number matches one already used. You can select Yes to continue, or turn the warning off in Settings, then Account and settings, then Advanced, by editing Other preferences and clearing "Warn if duplicate check number is used," then Save. Turning it off only hides the prompt, so still set your Starting check no. correctly.

Fix a check that already printed with the wrong number

Go to Expenses (or Get paid & pay), find the check, and open it.
Enter the correct number in the Check no. field (labeled Ref no. in some views), then Save. If the field is greyed out, clear the Print later checkbox first.

Keep them in sync going forward

Each time you print, set the Starting check no. to match the first number on the paper checks in your printer, and let QuickBooks count up from there.

Helpful Resources:

E

Ethel_A

QuickBooks Team

Managing check numbers manually in QuickBooks Online can sometimes be a complex task, Baylight. However, we can streamline the process by disabling the feature that prompts an error message about duplicate check numbers. Let me guide you through the quick and easy steps to adjust this setting.

Here's how:

Click the Gear Icon then select Account and Settings.
After that, on the left-hand side select the Advanced tab.
Next, click on the Pencil in the Other Options this will allow you to uncheck the Warn if duplicate check number is used box.
Last, select Save. See the bottom part of the screenshot below for your reference.

You will no longer receive alerts when using the same check numbers more than once.

I'm more than willing to help you with any additional questions you might have about your check number issue. Please don't hesitate to share more information in the comments section.

B

BaylightContractingAuthor

Hi, thanks for your post but this is not the issue?

The solution is to stop Quickbooks Online from automatically changing my check number after I manually assign. It is just overriding my check numbers as it pleases.

A

ArielI

QuickBooks Team

I appreciate you for sharing this matter in the Community, BaylightContracting. It must be challenging when QuickBooks override the check numbers you're creating. Let's uncheck the Print later checkbox to inform QuickBooks that you're handling the check number manually.

To do this, you can refer to this screenshot:

Additionally, when you save the check, QuickBooks will prompt you, asking if you're aware that the check number already exists. Click Yes to confirm.

For more detailed information about reusing the check number, you can refer to this article: Create and record checks in QuickBooks Online.

Moreover, you can also reach out to our QuickBooks Live expert Assisted team, they are available to assist you with recording your checks and addressing any QBO concerns.

Additionally, you can run a check report that provides a comprehensive overview of all the checks you've created, please refer to this article: Run a report in QuickBooks Online.

Let us know if you have further questions about managing your number checks in QBO. We'll be right here to help you anytime.

sofiamdc-2341

Answer

Community Manager