Writing business checks is a different from writing personal checks in that more information is put on the check--usually on the check stub--so that both you and the payee know precisely how the payment is to be applied. Also, all your business checks will be posted to your accounts so that your Cash and Accounts Payable are kept current. Your business checks may come in duplicate or triplicate form so check copies can be retained for future reference. Finally, business checks, unlike personal checks, may require more than one signature. Following a set system to write your business checks will make the process efficient and save you from making errors.
Have ready all information that is required to write your business checks. You'll need the complete name of all payees, the payees' addresses, the numbers and amounts of all invoices or accounts to be paid, and the total check amounts. If you are using a computerized accounting program to print your checks, follow the instructions in your software user manual—you will probably need to select each invoice or account for payment, and then print a report for proofing prior to check printing.
Align your business checks in your printer if you are using a computer to print your checks. Otherwise, prepare to write your checks by hand.
Print or type all your payment information on your business check stubs. If you are using a computer accounting program, each check stub will be printed automatically. If you are writing your checks by hand, note the name of the payee, the vendor account number for the payee, the date of the check, the number of each invoice or account that is to be paid and the amount paid for that invoice or account. Finally, note the total amount of the check.
Print your business checks. If you are using a computer, each check will print automatically. You will only need to monitor the printer to be sure your checks remain aligned. If you are writing your business checks by hand, at the top and to the right-hand side of the check is a place for the check date. Below the date, beginning at the left-hand side, print the name of the payee after “Pay to the Order of.” If space permits, also include the payee's address. Below the payee information, beginning at the left-hand side, print the amount of the check using words for the whole dollars and numeric fractions for cents--“One hundred and 00/100 dollars,” for instance. Finally, to the far right, fill in the dollar amount using numerals--"$100.00.”
Record your business checks in your check register. If you are using a computerized accounting program to print your business checks, this information may be recorded automatically, or you may need to post it later. Print a complete report for you paper records. If you are recording your check manually, include the check date, name of the payee, invoices or accounts paid, the amount paid to each invoice or account and the total amount of the check. Update your ledgers for all affected accounts.
Proofread your checks! Everybody makes occasional mistakes. An extra zero, for instance, can be a devastating error.
Make a backup of your data if you are using a computerized accounting program. Then, if a separate step is required to post your checks, do it now.
Have your business checks signed by the person with authority to sign checks. Some business checks require more than one signature. Make sure you get all necessary signatures before mailing your checks.
File your check copies with your paid invoices or bills if you are using duplicate or triplicate form checks. If you do not have check copies, note the check number, date and payment amount on each paid invoice before filing.
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