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:

reimburse employees for expenses if you do not use Direct Deposit or Accounts Payable
pay vendors if you do not use Accounts Payable
record cash transactions
enter other non-check debits, such as debit card transactions

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

Note:

If you must 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 does not 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 directly to your books by debiting the expense account specified in the transaction detail, and crediting the bank account selected for the check.

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

To process the information and return to the Transactions page, click Save.

If you select To be Printed for the transaction, it is available for printing on the Print Checks page. For more information, see Printing Checks.
To process the information and return to another blank Check page, click Save & New.
To save the information and immediately print the check you created, click Save & Print. For more information, see Printing a Single Check.

To write a check:

Go to Transactions > Bank > Write Checks.

Note:
The Write Checks option is not available for Japan Edition.
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 for which you want to write the check.
  
  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 its exchange rate are populated in the Currency and Exchange Rate fields, if visible.
  
  Note:
  These fields are only visible if the Multiple Currencies feature is enabled. If this feature is disabled, the currency and exchange rate will be whatever the base currency and exchange rate of the associated subsidiary or company are.
  
  If the payee is an employee, these fields are populated based on the base currency of the associated subsidiary or company. This currency must be used 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 capabilities that were historically separate features. The Multi-Currency Customers and Multi-Currency Vendors features have been combined in the Multiple Currencies feature. If the Multi-Currency Customers and Multi-Currency Vendors features are still available in your account, you must enable them as well as the Multiple Currencies feature. Otherwise, your customer and vendor records can only contain one currency. For more information, see Multiple Currencies.
4. Accept today's date or enter a new date for this transaction.
5. If you use accounting periods, select a posting period for this check.
6. Select To Be Printed to save this check in your print queue to print later.
  
  If you do not 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 are immediately printing this check when you save the transaction, 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).
In the Classification section:
1. If you use NetSuite OneWorld, the Subsidiary field defaults to the primary subsidiary associated with the Payee.
  
  Note:
  If you share vendor and customer records with multiple subsidiaries, you can change the subsidiary from the primary subsidiary to a secondary subsidiary. Changing the subsidiary updates the bank account to that of the selected subsidiary, updates the currency to that of the new bank, and 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 a department or class with which to associate this check.
On the Expenses & Items subtab, click the Expenses subtab and select any expenses associated with this transaction. For more information, see Adding Expenses to a Check.
On the Expenses & Items subtab, click the Items subtab and select any items associated with this transaction. For more information, see Adding Items to a Check.
If you use the Landed Cost feature, on the Landed Cost subtab, select the method by which the cost is allocated. Enter any shipping and duty costs and select the sources of these costs. For more information, see Landed Cost.
On the Payee Address subtab, the address information from the payee record appears. If the Auto Fill preference is enabled, the address information from the latest transaction for the payee appears. If you have not sent any invoices to customers or if the Auto Fill preference is disabled, the Default Billing address information 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.
On the Relationships subtab, the primary contact for the customer automatically appears. You can edit, add, or delete contact information for the transaction on this subtab.
On the Communication subtab, you can 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 to this transaction. Click Add after each note
2. On the Files subtab, select and attach files from the File Cabinet related to this transaction. To upload a new file to the File Cabinet, 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, such as events, phone calls, and tasks to this transaction. For more information, see Attaching Events, Tasks, and Calls to Records and Transactions.
If you use NetSuite OneWorld and the Multi-Book Accounting feature is provisioned in your account, the Accounting Books subtab appears. This subtab lists the secondary books associated with the selected check, if any, and their respective base currencies and exchange rates. For information about Multi-Book Accounting, see Using Multi-Book Accounting.
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.
Click Save.

To edit a saved check in the Checks list:

Go to Transactions > Bank > Write Checks > List.
From the Checks list, click Edit next to the check you want to modify.
On the Check page, modify the saved check as required.
Click Save.

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

Note:
If you changed the account of the transaction, no prompt to unreconcile appears. The transaction remains reconciled.

To delete an existing check from the Checks list:

Go to Transactions > Bank > Write Checks > List.
From the Checks list, click Edit next to the check you want to delete.
On the Check page, under Actions, click Delete.
At the prompt to confirm the action, click OK.

To write a check:

To edit a saved check in the Checks list:

To delete an existing check from the Checks list:

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