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LSE
Super Explorer **

Voucher checks

Good afternoon!

 

When I enter a bill and include the details while using the items tab, (rather than the expenses tab) the details do not show on the voucher when the check is printed. Is there a way to have those details print on the voucher?

 

Thank you so much for your help......

Laurie

19 Comments
QuickBooks Team

Re: Voucher checks

Hello, @LSE.

 

Please allow me to help share information printing checks in QuickBooks Desktop (QBDT).

 

When printing checks in QBDT, all information show up or reflect on the voucher, except the item name under the Item column. 

 

You can see attached screenshot for additional reference.

a4 printing checks.PNG

 

Also to learn more about printing checks in QBDT, you may check this article: Print checks one at a time or in a batch.

 

As always, feel free to add a post/comment below if you have any other QuickBooks or printing questions. I'll be always here to help you!

Anonymous
Not applicable

Re: Voucher checks

You're noticing that Bill Payment transactions don't show the details of the Bill when printing.  They will show each bill you're paying with one check, but the voucher isn't customizable and won't show the details from the Bill.

LSE
Super Explorer **

Re: Voucher checks

Thank you very much for responding.

How can you see details on the voucher?  Enter that information in the Memo space? Can the individual check be opened at some point prior to printing so the info can be entered?

When creating the Bill does it make a difference if you enter the information under the Expenses tab or Items tab? Or do you have to enter each bill on the check directly and not in Pay Bills? 

I have been asked to figure out how I can get that info on the voucher.

Thanks, Laurie

Anonymous
Not applicable

Re: Voucher checks

RE: How can you see details on the voucher?

You can't on a bill payment check. There is no way to modify it.

 

RE: When creating the Bill does it make a difference if you enter the information under the Expenses tab or Items tab?

No.  Bill details don't and won't appear on bill payment checks.

 

You can, however, see them in a report by creating a check detail report from the reports | banking menu.

LSE
Super Explorer **

Re: Voucher checks

Thanks for getting back to me so quickly.

 

That is too bad... it really seems like detail of payment would show up on the voucher. Ugh, because that is not going to work for their needs.  I might need to type in a few needed numbers in the Memo space so they show up on the voucher. Or just write the info needed on the voucher. I don't understand why it wouldn't be structured for that info to show.

 

Oh well . . . again thanks for your input.....appreciated.

Anonymous
Not applicable

Re: Voucher checks

I've never really understood this.  Why would your vendor need anything except their bill number and the amount you've paid against it?  The way you coded what they sold you seems irrelevant.

LSE
Super Explorer **

Re: Voucher checks

No, you are right, the vendor doesn't need it. They are looking to have some information about the payment showing on the voucher.  

QuickBooks Team

Re: Voucher checks

Hi @LSE,

 

@Anonymous is correct, printing your voucher check doesn't include any information about your bill.

 

While this option isn't available, I can pass along your request to our product developers. They can consider including bill information when printing voucher checks for future updates.

 

This would be a great option for users like you who are asked by your vendor about any information about your bill included in your bill payment check.

 

Let me know in the comment section below if you have any other questions about your bills and bill payments. I'll be always around to lend a hand.

Anonymous
Not applicable

Re: Voucher checks

Re: They are looking to have some information about the payment showing on the voucher. 

 

Do you mean for internal use?  If so the best QB will do is print the report I referred to.  It seems that might work very well for internal use.

LSE
Super Explorer **

Re: Voucher checks

They used to fill out out a small piece of paper noting the check number, Vendor name, the internal account number/name and date and staple it to the invoice and then file.

We all thought all of that information would appear on the voucher so we could just attach that to the invoice after we tear off the check. Hard to believe that there is no way for that info to appear on he voucher.

Please see example.

Thank you! 

LSE
Super Explorer **

Re: Voucher checks

Yes, please pass along this request. I find it hard to believe it has not already been requested.

Thank you very much!

Anonymous
Not applicable

Re: Voucher checks

RE: I find it hard to believe it has not already been requested.

 

Oh, it's been requested for decades.  Thousands of times.  That's why QB added the report.

 

The vouchers are intended to be for the recipient.  One for you and one for them.  And not for any other use. 

Not applicable

Re: Voucher checks

I am trying to do this exact thing.  I fill out the bill window exactly like this and it does not break it down on my check stubs?  How can I change it to look like this?

QuickBooks Team

Re: Voucher checks

Hi there, @Trina227,

 

We're unable to change the check stub to show all exact details on the Bill page. As suggested by @Anonymous in this thread, you can pull up the Check Detail report to get the information you need.

 

Here's how:

  1. Go to the Reports tab.
  2. Select Banking, then Check Detail.
  3. From there, you can then print or export the report to an Excel file.

Should you need anything else with your check stub, please let me know. I'm always around whenever you need assistance.

Not applicable

Re: Voucher checks

In your screen shot, the bills are printing on the voucher part of the check. How do I make this happen (QBO)? I've created Bills, then Pay Bills, but the actual bills selected are printing on the voucher.
QuickBooks Team

Re: Voucher checks

Hi, @pagesontheave.

 

Thanks for posting your concern here in the Community. Let me share some information about printing bills in QuickBooks Online (QBO). 

 

When printing checks in QBO, it will only show the vendor's name with the total bill amount. However, you can pull up the Transaction List by Vendor report to view all items in the Bill Payment voucher.

 

Here's how:

  1. From the left menu, select Reports.
  2. In the "Go to Report" field, type in Transaction list by Vendor.
  3. Select the Transaction List by Vendor report.
  4. Select Customize.
  5. From the General section, change the report period to All Dates.
  6. From the Filter section, change the Last Modified Date to the date the check was entered in QuickBooks Online.
  7. From the Transaction Type section, select Bill.
  8. From the Vendor section, select the vendor from the drop down menu.
  9. Select Run report.

For additional reference, you can check this article: Showing all items in the Bill Payment voucher

 

You may also check this article to learn more about the difference between bills, checks, and expenses.

 

Don't hesitate to leave a comment below if you have any other questions about the bill transaction. I'm always here to help you out. 

Community Contributor *

Re: Voucher checks

I understand I can run a report for our internal needs, but our vendors get checks from us without any reference to their invoice.  On our checks we print, it only has the amount.  How do I get the memo entered on the bills page to transfer to the actual check printed so that our vendor knows where to apply this?  On the check stub, it has a reference field, but there is no reference field on the original page to enter the bill.  How are we able to enter an invoice number on the original bill that will get transfered to the actual check.  This is easy if you do just a "print check"... why is this so difficult if we enter as a bill?

Highlighted
Anonymous
Not applicable

Re: Voucher checks

Bill Payment checks print a table of information about the Bills they are paying, including the Bill Date, Number, original amount, current payment amount, balance due, and discount amount.

 

Is this somehow not enough for the vendor?

 

Capture.JPG

Moderator

Re: Voucher checks

Hi there, DFW Builder.

 

The reference number will move to the check if you create a bill payment in QuickBooks Desktop.

 

If you're manually creating a check separately from the bill, then the information won't show up. In this case, you'll have to create a bill payment check from the bill. 

 

Let me show you the process:

  1. Open QuickBooks.
  2. From the Vendors menu, select Enter bills and enter all the information. 
  3. Make sure to fill the Ref. No. and Memo fields.
  4. Once done, click on the Pay Bill button.4.PNG
  5. A new window will open, just click on the Pay Selected Bills button.5.PNG
  6. In the Payment Summary window, click on Print Checks.
  7. Follow the prompts to print the check.

I've attached a screenshot of the check stub for reference.Check stub.PNG For further guidance, check out this article: Pay bills in QuickBooks Desktop.

 

To see the complete list of workflows and other vendor-related transactions, refer to Accounts Payable workflows.

 

Please let me know if you have any follow-ups or other questions. I'm here to help. Have a wonderful day.

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