Why does the check number field show the wrong number in QuickBooks Online, and how do I fix it?

Your check number comes from one of two separate counts in QuickBooks Online, depending on how you're recording the check. One count lives in the Check no. field on the check record itself. The other lives in the Starting check number field you set when you send checks to print in a batch.

How do I enter the correct number for a handwritten check?

1. Select + Create, then select Check.
2. From the Payee dropdown, select who you're paying.
3. From the Bank account dropdown, select the account the money comes from.
4. Clear the Print later checkbox. This tells QuickBooks Online you're recording a handwritten check, or printing it immediately, rather than adding it to a batch.
5. In the Check no. field, type the correct number directly from your handwritten check.
6. Fill in the rest of the check details, then select Save and close, or Save and new to keep going.

How do I set the right number when printing a batch of checks?

1. Go to All apps, then Expenses & Bills, then Expense transactions.
2. Select Print checks.
3. Open the check you want to print, and select Print later or Print check to add it to your print queue.
4. When you're ready to print, open the first check in the queue and select Print check.
5. Select the correct account from the dropdown.
6. In the Starting check number field, enter the number of the first check loaded in your printer.
7. Select the checkbox next to each check you want to print, then select Preview and print.
8. If the preview looks correct, select Print.
9. If any checks printed wrong, select Some checks need reprinting, then enter the number of the first check that needs fixing. If everything looks good, select Yes, they all printed correctly instead.
10. Select Done.

The Starting check number field is what controls the sequence for a printed batch. If your business sometimes handwrites checks and sometimes prints them in a batch from the same bank account, expect these two fields to run independently of each other. Entering a number in one won't update the other.

Will turning on Custom transaction numbers fix or reset my check numbers?

No. Custom transaction numbers adds an Invoice no. field to your sales forms so you can set your own numbering there. It has nothing to do with checks, so turning it on won't reset, correct, or otherwise change your check number sequence.

Keep the two check number fields straight

• When you clear Print later to record a handwritten check, double-check the Check no. field before saving. That's the number that gets saved to that transaction.
• When printing a batch, double-check Starting check number against the actual next check loaded in your printer before you print.
• If you use both methods on the same bank account, keep a quick note of where each sequence left off so you're not relying on QuickBooks Online to keep them in sync for you.

Resources

• Configure print settings for cheques in QuickBooks Online — set up and align your printer before your first check print run.
• Void or delete transactions in QuickBooks Online and QuickBooks Desktop — steps for voiding a check that was recorded with the wrong number instead of leaving it in your books.

Have more questions about managing your checks in QuickBooks Online? Just ask. We're happy to help you sort it out.