Writing Business Checks

Business checks enable both the payee as well as you, the issuer, to understand how the payment has to be featured within a transaction. So that your cash and accounts payable are kept updated all the time, all your checks for business are usually posted to your account by the Accounts Department. When you order checks, for extra copies which can be retained for future reference as these checks also come in triplicate or duplicate form. More than one signature will be required on them unlike personal checks. The process becomes more efficient and you are saved from making errors by following a set system to write your business.

Record your checks:

It is in the register that you need to record your checks used for business. This information may be recorded automatically if you are using a computerized accounting program for printings. You can even do the posting at a later time, after issuing the check. A complete report needs to be printed for your real time records. Everybody makes occasional mistakes, so proofread your checks. A devastating error could be adding an extra zero to the amount! If you are using a computerized accounting program ensure that you maintain a backup for your data. If you are using triplicate or duplicate checks file your copies with your paid bills or invoices.

Keep information ready:

All the information necessary for writing the checks should be kept ready for inspection or verification. The total check amount, the amount of all accounts or invoices, the numbers, payees’ addresses and name of all the payees’ is essential. Follow the instructions in your software user manual if you are using a computerized accounting program. Prior to check printing you will probably need to select each account or invoice for payment too. If you are using a computer to print your checks, align your business in your printer. At other time you will have to write the checks by hand if you are not careful.

Type or print all the information on the payment onto the check stubs. Each check stub should then be printed by the integrated computer accounting program. Note all the necessary details like the date of the business, the name of payee, vendor account number of the payee, the number of each account or invoice that is to be paid, as well as the amount to be paid for that account or invoice. Finally and most importantly, the total amount of the check should be noted.

To ensure that the checks remain aligned while printing, you will have to monitor the printer functionality too. When you order checks, if there is place for the date to be registered at the top and to the right hand side of the check, if you are writing your business checks by hand. Beginning at the left hand side and below the date, print the name of the payee after the command – ‘pay to the order of’.