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Level 3

Recording Checks

Using Quickbooks Desktop 2020, Non-Profit Edition


I am a new user making my first attempt at using Quickbooks to write and record checks.  Up until now I have been learning Quickbooks by entering last year's transactions.  We have set up our grantees as Vendors in Quickbooks, and to record grant checks previously written, I have made General Journal entries to debit the appropriate grant expense account (entering the grantee name in the "Name" field), and credit the bank account the check draws from.  This has worked out well and I can see a list of all the grants we've made in the Vendor Center.


Today, I am trying to write a check within Quickbooks for a new grant.  I enter the required information within the check form, selecting the correct bank account, and underneath the check form, enter the appropriate expense account and information.  This is creating the correct debits and credits in the correct accounts, but it is recording the credit to the bank account on the top line of the register/journal entry, and the debit to the expense account on the second line.  The result is this new check appears in the Vendor Center as a negative amount.  I guess I can understand how this would be OK for a business paying real Vendors, but it goes against a year's worth of data I've already entered.


Is there any way to force Quickbooks to switch the order in which the journal entries are made, so that the expense account debit is recorded on the top line?  Failing that, is there a way to create and print the check in Quickbooks, and then edit the transaction manually?

1 Comment 1

Recording Checks

Welcome to the QuickBooks family, @wplee.


Let me share some clarification about recording checks in QuickBooks Desktop.


I can see how the workflow you're looking for is beneficial to the previous transactions. Currently, an option to change the posting of the transaction journal is unavailable.


For now, you can only show the expense account on the first line using general journal entries. I suggest seeking expert advice from an accountant for an alternative way of posting the checks aside from entering via a journal.


I appreciate your input on this feature. We always update the features in QuickBooks Desktop, and this preference might be added in the future. 


As we assess this, I suggest you visit the new features section to stay updated with all the changes that are being made.


Here's how:


  1. Click the Help tab at the top menu bar.
  2. Hover your cursor to New Features.
  3. Select New Feature Tour or What's New

Also, I've attached some articles you can use to learn more about journal entries, checks, and processing credit card donations:


Please know that I'm just a post away if you have any other questions. Have a great day ahead.

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