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LSE
Level 4

Check Register

When I enter a deposit in Record Deposits, the Payee and check number entered do not show up on the Check Register.  We need to see that info there.

Also when I enter a Purchase Order, then open it in Enter Bills, then pay it in Bill Pay, the Account number that was entered does not show up on the Check Register. We need to see that info there too.

What am I doing wrong?

Thanks

25 Comments
LSE
Level 4

Re: Check Register

Let me mention too that when I pay a bill the check number and the Payee shows in the Check Register but the account shows as Accounts Payable. That is where I need the actual account number assigned to that payment to show up.....

Hopefully that explains my second question a little better.....

Thanks.

Moderator

Re: Check Register

Glad to see you here in the Community, @LSE.

 

Thanks for elaborating your concern. I'm here to help fix the issue you're getting in your Check Register.

 

Have you entered multiple payees when recording the deposits? If so, you'll need to enter one payee at a time, so that the payee and the check number will show on the Check Register.

 

For your second question, the Use account numbers in the Preferences might have been unchecked causing this issue. To fix this, you'll go to the Preferences menu and put a check mark on that option to show the account numbers on the Check Register.

 

Here's how:

 

1. Go to Edit menu at the top.
2. Select Preferences on the drop-down.
3. Choose Accounting on the left panel, then click Company Preferences tab.
4. Put a check mark on Use account numbers under Accounts.
5. Click OK.

 

Sample screenshot.png

 

Once done, go back to your Check Register, and you should be able to see the account numbers.

 

That'll do it! Please let me know if you're referring to something else so I can get back to you right away. I want to make sure that this is fixed.

LSE
Level 4

Re: Check Register

Thank you.

Regarding my first question. Yes, I did enter the deposits separately. Please see entry and register photos.

 

Regarding the second question, yes I did as you mentioned but now it shows 20000 - Account numbers, not the actual account number? Please see attached.

 

Thank you.

LSE
Level 4

Re: Check Register

Make deposits.PNG Register showing checks.PNG

Moderator

Re: Check Register

It's nice to see here in the Community again, @LSE.

 

Thanks for providing some screenshots and for trying the steps that I've provided to get this sorted out. I'm here to help get this taken care of.

 

Just to make sure that we're on the same page, may I know what account number you're referring to? Also, what  version of QuickBooks Desktop you're currently using right now? You can leave a comment below to add more details.

 

Additionally,  I noticed on your first screenshot that the Check Number column is blank. Have you tried to enter the check number on that column? If you haven't yet, try to enter the check number then click Save & Close. Once done, go back to your Register and check if you can now see the check number.

 

Sample screenshot.png

 

Please let me know how it goes. I'm looking forward for you response.

LSE
Level 4

Re: Check Register

We assign each deposit with a number that we put into the check number column as well as payee.deposits and checks paid.PNG

 

The attached is a screenshot of how it looks when the checks and deposits are entered directly on the Check Register. The previous screenshots are what the Register looks like when I enter the same deposit information in Record Deposits and process the checks we need to pay via Purchase Order, then  Enter Bills and then Pay Bills.

 

Thank you!

 

 

Moderator

Re: Check Register

Hello again, @LSE.

 

Thanks for getting back to me and providing another screenshot of your concern. I'm here to help get this sorted out.

 

Since the check number, account number, and payee are still not showing on your Check Register, let's perform some troubleshooting steps and I believe running a rebuild and a verify on your file is one of the steps to resolve this.

 

This diagnostic tool comb through, repair, and diagnose any damage within your company file that may need to be manually fixed. Rebuilds and verifies are essential when trying to repair minor corruption, and also aids in determining if the issue is stemming from the file, or something else.

 

Here's how perform the rebuild and a verify:

 

1. From the File menu, click on Utilities.

2. Select Rebuild Data.

3. Go back to Step 1, then choose Verify Data.

 

For your reference, here is an article that can further guide you on troubleshooting data damage within your file: Resolve data damage on your company file.

 

That should do it! Please let me know how it goes or if you have any other questions by leaving a comment below. I'm always here to help.

LSE
Level 4

Re: Check Register

Hi..... I followed the steps as you mentioned, however it still did not change the way the info is showing on the Check Register.  Sorry..... Any other ideas?

LSE
Level 4

Re: Check Register

Also, may I ask a question on a separate issue? Is it possible to show more information on the pop up screen when you are choosing which bills to pay for a vendor? 

Thanks.....

QuickBooks Team

Re: Check Register

Hello @LSE,


I’ve read the conversation you had with my colleague @FritzF and gone through the troubleshooting steps you both did. Allow me to add on some additional insights about recording deposits in QuickBooks Desktop. Then, aid you on your second concern.


The transactions entered in the program have different effects on the accounting side, bank accounts and the manner of posting them. Using the Make Deposit window to record a sale or payment isn’t a Customer or Vendor entry; it belongs to Banking.


Thus, both the Payee name and Check number will not show in the Bank Account’s register after creating a deposit because QuickBooks recognizes that you’re recording a real bank transaction. Also, there’ll be instances where a deposit may be associated to different payees, which is why the program leaves these areas blank.


However, in the Bank Register, you can manually select the name of the payee and the check number (see screenshot below).


For your additional concern, which specific information you’re looking for in the Select Bills to be Paid window? The default columns that will show are Date Due, Vendor name, Reference number, Disc. Date, Amount Due, Disc. Used, Credits Used and Amount to Pay.


At this time, there isn’t yet an option to customize this page and add other details. You can only filter it by vendors’ name, then arrange the columns depending on which one you want to use to sort the bills.


If you have some ideas or suggestions on how you want QuickBooks to work, feel free to let our product engineers know. Any updates we made to the program are based on customers’ feedback and recommendations.


You can submit it through the Help menu, Send Feedback Online, then Product Suggestion. I hope I answered your concerns, LSE.


Don’t hesitate to leave me a message if you have other questions. I’ll be around!

 

image.png

LSE
Level 4

Re: Check Register

Vivien, thank you so much for responding. That makes perfect sense. So I will suggest that we enter the desired information directly on the Check Register when the deposits are made. 

 

One of the other issues I mentioned to Fritz was that when I create a Purchase Order, then Enter Bill, and finally Bill Pay for someone we desire to pay, on the Check Register, it seems to default  to 20000-Accounts Payable in the Account column and we are looking for the actual account to show.  Previously they were simply just entering that information and paying right from the check register, not doing the Purchase Order, Enter Bill, Bill Pay process. (Please see screen shots.)

 

Now the other problem starts with the fact we are entering our credit card purchases in Purchase Orders. We are doing it that way because we are a small part of a larger organization and not able to set up the credit card accounts as requested by QuickBooks.  

After entering each credit card receipt in Purchase Orders, I proceed to Enter Bills.  (Please see screenshot)  I cannot not tell which credit card receipt it is so I can check if off the statement and proceed to pay. Is there a way to see at least the amount at this point?

 

Thank you so much!!!!

Laurie

QuickBooks Team

Re: Check Register

Thanks for getting back, Laurie.


I’m glad to hear from a happy customer! You can directly enter the information you need on the Check register.


Now, let’s figure out how you can enter the account numbers of your vendors in the Check register. First off, make sure to add these numbers on their profile.

 

In case you want to verify, here’s how:

  1. Go to Vendors at the top menu bar, then Vendor Center.
  2. Double-click the name of the vendor, then select Payment Settings.
  3. Enter the number in the Account No. field.
  4. Click Ok (see screenshot 1).

The Bank Account register in QuickBooks Desktop has two available views; the 1-Line and 2-Lines. The first one has 7 default columns; Date, Number, Payee, Account, Payment, Deposit, and Balance. Meanwhile, the latter has 9 column details; the Date, Number, Payee, Account, Payment, Deposit, Balance, Type and Memo.


Based on the screenshot you’ve provided, it seems like you are using the 1-Line view. Please note that the Account column will only show the Account types of your transactions, which is why it’ll automatically reflect the 2000 Accounts Payable account when you add expenses through Purchase Order, Enter Bills, and Bill Payment.


Your vendors’ Account Numbers will generally show in the Register’s Memo column. To make sure that you’re able to see them, you need to switch from the 1-Line to the 2-Lines view.


To do so:

  1. Open your Checking Account’s register.
  2. Scroll down to the bottom and remove the check mark in the 1-Line box (see screenshot 2).

I’ve also added screenshots 3 and 4 to compare both views.


That should do it! You should now be able to automatically see the Account numbers of these transactions without entering them manually.


If you have additional questions with the process, don’t hesitate to let me know. Have a great day!

image.png image.png

 image.png image.png

ProAdvisor

Re: Check Register

@LSE

 

"...when I create a Purchase Order, then Enter Bill, and finally Bill Pay for someone we desire to pay, on the Check Register, it seems to default to 20000-Accounts Payable in the Account column and we are looking for the actual account to show."

Yes, in the Check Register, based on your workflow steps, you will only see Accounts Payable not the actual account name. There is no way to filter this as you want in the Cash Register.

For what you want, you will need to run the Check Detail report (Reports menu on top > Banking > Check Detail). See screenshot below for reference.
You will then need to filter this report to "include split detail." Click Customize Report on the top > Select Filter tab > Select "Yes" under Include split detail? > Click OK.

You can also run the Deposit Detail report from the Reports menu> Banking tab to see if that helps.

Hope this helps!

 

register_check-detail.png

LSE
Level 4

Re: Check Register

Wow, thanks your explanation is great! In actuality we are looking to show 'our' designated account number but this explanation clearly allows me to do just what they are looking for. 

 

Thank you!

 

Any chance you feel like helping me with this issue?

This other problem starts with the fact we are entering our credit card purchases in Purchase Orders. We are doing it that way because we are a small part of a larger organization and not allowed to set up the credit card accounts as intended by QuickBooks.  So we have to get a bit creative. This is what I came up with.

 

After we receive a credit card receipt for something purchased, we enter each credit card receipt individually in Purchase Orders. We do this so we can retain some information of the items purchased. After that I proceed to Enter Bills.  (Please see screenshot)  I cannot not tell which credit card receipt it is so I can check if off the statement and proceed to pay. Is there a way to see at least the amount of each bill at this point?

 

I deeply appreciate your and everyone's assistance. And yes we are happy and enjoying qkbks it is truly an awesome program!

 

Thanks, Laurie

 

 

 

 

LSE
Level 4

Re: Check Register

Great. Another excellent option!

Thank you so much.

I am glad I can now offer them some options. 

ProAdvisor

Re: Check Register

@LSE

 

Unfortunately, there is no way to customize the "Open Purchase Orders" screen to add the amount column. You can use the PO Memo field with name and amount if you want. Or print the Open Purchase Orders report for reference (Reports on top > Purchases > Open Purchase Order).

LSE
Level 4

Re: Check Register

Yes, I thought so. 

Currently I am doing just that. Printing the open purchase orders with the transaction numbers and checking of the purchase order tat way. A bit laborious but it should work.

I am about to so just this right now.....

Thanks again VERY MUCH!!!!

Level 15

Re: Check Register

Keep in mind, this would be an error: "So I will suggest that we enter the desired information directly on the Check Register when the deposits are made"

 

You don't want Names in the transactions when looking at the Bank Register view, for DEP. The DEP is an envelope and the details are "inside" as a worksheet. That is the Transaction Name vs the Details, or Source and Targets. 

Article: Understand source and targets - QuickBooks Learn & Support 

 

By forcing a name in the Register, you are making a Mismatch condition.

 

And the AP Bill Payment is the same concept; the "account details" from the purchase are on the Bill. The Checking account is showing you ran it through AP; and you don't see "account details" in the Bill Payment Check. It paid AP. That's all it paid.

 

It helps to avoid using the register; use the proper transaction types that Affect that account and are seen in the register, and don't further affect them from the perspective of the register for some expectation of what you think needs to show here. The program Shows them, just fine.

LSE
Level 4

Re: Check Register

Thank you very much for your input. I'll need to read it again and digest it....(smile) Still learning, so I appreciate your reply.

Thanks, Laurie

LSE
Level 4

Re: Check Register/Deposits

It has been a while since I have worked on this particular project but I would like to revisit this so I am sure I am adding information correctly. You have been very helpful, and I deeply appreciate it. I just would like to double check that I have everything right, as I am about ready to implement this portion next week. So please correct me if I do not have the steps correct.

 

First, with using the Donations screen I would enter in the customer job drop down, the payer's name. So a Payer (one who is making the donation) is considered a customer. I will pre-enter all of the payers names in the customer list.

 

Then the Class, would be what?  Not the bank account because that has already been established in Preferences.  Perhaps here I could show the the account from their Chart of Accounts as to where the donation amount will be credited too.

 

The Donation No. should be the specific number given to each individual donation.

 

The Check No. would no doubt, be the number of the check when donation is paid by check.

 

But then what is the Item?  Should this also be the account from their Chart of Accounts as to where the donation amount will be credited too? In the Chart of Accounts what type is it? How should that be defined? Its not a service, non-inventory part or other charge? When I enter an item as  typed as a payment, it turns into a negative. Hum, a bit confused.....

 

Then of course enter the amount of the donation.

 

How am I doing so far?

 

Finally, since they are looking for information that would not normally appear on the register. I would have to enter it after the donation was processed.  I am assuming that in no way would this change where the payment was applied but simply give them the information they desire.

 

Again, thank you so much for assisting me with this. I have to create a manual and instruct others the steps to follow and I want very much to get the details right.

 

Thank you,

Laurie 

QuickBooks Team

Re: Check Register/Deposits

Hello there, @LSE.

 

Thank you for providing a detailed information about your concern. I'm here to share more details on you can record your donation accurately. Also, I can help walk you through creating items to track the type of donation you've receive.

 

To identify the individual transactions that may need tracking but can all be part of a whole, Quickbooks uses Items or products and services. You do need to use at least one item, even if you just call it Donations and it posts to Donations in your COA. But with items you have the advantage of being able to split donations to any of several targets that are all part of general fund. In addition, you can direct, by item, any designated funds that must be held separately.

 

As an illustration you could have the following Items:

  • General Fund Donation
  • Building Fund
  • Sunday School
  • Missions
  • Advent
  • Easter

And you could also set up any specific items for memorials or any other reason that the parishioners donate. I presume you are using  one sales receipt per donor so that you can give them quarterly and annual reports. The destination account for the "Sales Receipt" should be Undeposited Funds . Then, you can create the Deposit by selecting all the included payments of cash and check.

 

Here's how to create an item list:

  1. Go to List.
  2. Choose Items List.
  3. Click the Items drop-down arrow, choose New.
  4. Enter the item details. 
  5. Hit Ok.

If you need further help with the steps above, I'd recommend contacting our Customer Care Team. A specialist will be able to access your account in a secured environment and further assist you via remote access session.

 

Here's how to contact us:

  1. Go to: https://help.quickbooks.intuit.com/en_US/contact.
  2. Choose your QuickBooks Product.
  3. Select your QuickBooks Version.
  4. On the Contact Us page, click a topic.
  5. Click on the Get Phone Number button to see the support number.

Please don't hesitate to click the Reply button if you have other questions about recording donations in QuickBooks Desktop. I'm always here to lend a hand.

LSE
Level 4

Re: Check Register/Deposits

This is great. I have worked on this all afternoon and evening and am sure I got it. Your explanation sealed my confidence!

 

Please confirm one thing. There really is no need to enter anything for Class when entering donations is there? As long as I have the name of the one donating and the item (which can split up the donations as you mentioned) what else would be needed?

 

THANK YOU

Moderator

Re: Check Register/Deposits

Thanks for getting back to us, @LSE.

 

Allow me to chime in for a moment and share some information about the Class tracking feature in QuickBooks.

 

In QuickBooks, you can create classes that you assign to transactions. This lets you track account balances by department, business office or location, separate properties you own, or any other meaningful breakdown of your business. Depending on what you prefer, you may or may not use this feature.

 

For your reference, you can also check out this article for more information: How to Use Class Tracking in QuickBooks.

 

That should answer your question for today. Please let me know in the comment section below if you have any follow-up concerns. I'm always here to help. Have a great weekend.

LSE
Level 4

Re: Check Register/Deposits

Thank you! I'm getting another cup of coffee and I will read the article.....

Truly appreciate yours and everyones help!

Have a great day, LSE

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