1. Accounting
  2. Banking
  3. Checking
  4. Writing Checks

Writing Checks

Note:

The Write Checks option is not available for Japan Edition.

In NetSuite, use the Write Checks transaction to issue a check to pay an expense or record a non-check transaction. For example, you can:

If you use Accounts Payable, pay vendors at Transactions > Payables > Pay Bills. For more information, see Vendor Bill.

Note:

If you need to stop payment on a check, the preferred method is to void the check in the system. When you void a check with a reversing journal entry, NetSuite records a reversing journal entry to cancel the general ledger impact of the check. If you void a check without a reversing journal entry, NetSuite sets the check amount to zero. Voiding a check doesn't remove it from the system, ensuring that you maintain the proper audit trail. For information about voiding a check, see Voiding a Check and Voiding Transactions.

Saving a check transaction records the expense by debiting the specified expense account and crediting the selected bank account.

When you save a check transaction, you have three options:

To write a check:

  1. Go to Transactions > Bank > Write Checks.

    Note:

    The Write Checks option is not available for Japan Edition.

  2. In the Primary Information section:

    1. From the Account list, select the bank account from which to withdraw the funds for this check.

      The Balance field is read-only.

    2. Select the Payee for this check.

    3. In the Amount field, enter the amount you want to write the check for.

      You can also leave this field blank and enter amounts from the expenses and items added for the check. Auto Fill displays the amount from the previous transaction for this payee.

      The currency and exchange rate appear in the Currency and Exchange Rate fields, if they're visible.

      Note:

      These fields only appear if the Multiple Currencies feature is enabled. If disabled, the currency and exchange rate match the base currency and exchange rate of the associated subsidiary or company.

      If the payee is an employee, these fields are populated based on the base currency of the associated subsidiary or company. You need to use this currency for transactions with this employee.

      If the payee is a vendor or customer, these fields are populated based on the primary currency on the payee's record. To add multiple currencies for the vendor or customer, see Assigning Currencies to Entities.

      Note:

      The Multiple Currencies feature includes what used to be separate Multi-Currency Customers and Multi-Currency Vendors features.If those features are still in your account, you need to enable them along with Multiple Currencies. Otherwise, customer and vendor records can only contain one currency. For more information, see Multiple Currencies.

    4. Use today's date or enter a new one for this transaction.

    5. If you use accounting periods, pick a posting period for this check.

    6. Select To Be Printed to save this check in your print queue to print later.

      If you don't check this box, you can click Save & Print to print this check immediately.

    7. The Check # field is populated with one of the following:

      • If you checked To Be Printed, this box is populated with To Print.

        You choose starting numbers when you print those checks.

      • If you print this check right away when you save, NetSuite increases the largest check number by one. You can enter another number, but the next number reverts to the standard pattern.

      Note:

      You can also use this field to record ACH, ATM, or other reference numbers or text.

    8. Enter a memo for the check (optional).

  3. In the Classification section:

    1. If you use NetSuite OneWorld, the Subsidiary field displays the primary subsidiary for the Payee by default.

      Note:

      If you share vendor and customer records with multiple subsidiaries, you can change the subsidiary from the primary to a secondary one. When you change the subsidiary, NetSuite updates the bank account to that of the selected subsidiary and updates the currency to that of the new bank. NetSuite also clears the lines on the Expenses and Items subtabs. For more information about shared vendor and customer records, see Assigning Subsidiaries to a Vendor and Assigning Subsidiaries to a Customer.

    2. If you use departments or classes, select one to associate with this check.

  4. On the Expenses & Items subtab, click the Expenses subtab and select any expenses for this transaction. For more information, see Adding Expenses to a Check.

  5. On the Expenses & Items subtab, click the Items subtab and select any items for this transaction. For more information, see Adding Items to a Check.

  6. If you use the Landed Cost feature, on the Landed Cost subtab, select the allocation method, enter shipping and duty costs, and select their sources. For more information, see Landed Cost.

  7. On the Payee Address subtab, the address from the payee record displays. If Auto Fill is enabled, the address from the latest transaction displays. If you haven't sent invoices or Auto Fill is disabled, the Default Billing address appears.

    Note:

    The Auto Fill preference takes precedence over the Default Billing address.

    To enable or disable the Auto Fill preference, go to Home > Set Preferences. On the Transactions subtab, in the Basics section, check or clear the Auto Fill Transactions box.

    To enable or disable the Default Billing box, go to Lists > Relationships > Customers and click Edit next to a customer. On the customer record, in the Address subtab, check or clear the Default Billing box next to an address.

  8. On the Relationships subtab, the primary contact for the customer automatically appears. You can edit, add, or delete contact information for this transaction.

  9. On the Communication subtab, attach files and notes to this transaction.

    1. On the User Notes subtab, enter a title and note for any comments you want to add, and then Add after each note

    2. On the Files subtab, select and attach files from the File Cabinet. To upload a new file, select New from the dropdown list in the Attach Files column.

    3. Use the Events, Tasks, and Phone Calls subtabs to add to attach activities like events, phone calls, and tasks to this transaction. For more information, see Attaching Events, Tasks, and Calls to Records and Transactions.

  10. If you use NetSuite OneWorld and have Multi-Book Accounting, the Accounting Books subtab appears. This subtab lists any secondary books for the selected check, if any, and their base currencies and exchange rates. For information about Multi-Book Accounting, see Using Multi-Book Accounting.

  11. If you use the International Tax Reports SuiteApp, on the Tax Reporting subtab, select the delivery terms, region of origin, nature of transaction code, and mode of transport. Check the Non-deductible Tax Adjusted box if this check includes a nondeductible tax. For more information, see EU Intrastat Report.

  12. Click Save.

To edit a saved check in the Checks list:

  1. Go to Transactions > Bank > Write Checks > List.

  2. From the Checks list, click Edit next to the check you want to modify.

  3. On the Check page, modify the saved check as required.

  4. Click Save.

    If you change the check amount, a prompt appears to unreconcile the transaction. Click OK, open the correct statement period, and reconcile the transaction again.

    Note:

    If you change the account for the transaction, no unreconcile prompt appears and the transaction remains reconciled.

To delete an existing check from the Checks list:

  1. Go to Transactions > Bank > Write Checks > List.

  2. From the Checks list, click Edit next to the check you want to delete.

  3. To remove the check, under Actions, click Delete.

  4. In the confirmation prompt, click OK.

Related Topics

General Notices