Work With Checks

Sidebar configuration showing Checks as a hidden navigation item

Add Checks to the sidebar when it is hidden, then create, update, match, unmatch, void, and delete checks while understanding what the current check workflow does and does not post to the ledger.

When To Use This

Use this workflow when you need to make the Checks page available in your sidebar, track a check, keep its status current, and connect it to related bank activity during reconciliation work.

Before You Start

  • You can open Preferences if Checks is not already visible in your sidebar.
  • A bank account exists for the check.
  • You know the payee, date, and amount you want to record.

Steps

  1. If Checks is not visible in the left sidebar, open Preferences.
  2. In the Navigation card, select Edit sidebar.
  3. Add or show Checks in the sidebar menu, then save the sidebar configuration.
  4. Return to the sidebar and open Checks.
  5. Select New.
  6. Complete the check fields:
  • Vendor, if you want to reuse a saved vendor record.
  • Bank Account
  • Check Number, if used
  • Date
  • Payee
  • Amount
  • Offset Account
  • Memo
  • Status
  1. If the selected vendor already has a saved default expense account and Offset Account is still blank, review the filled account before you continue.
  2. Save the check as Draft if it is not ready to issue yet, or as Issued when it should be treated as an active check record.
  3. Use the row actions later as needed:
  • View to review the record
  • Edit to update a draft or issued check
  • Match to connect the check to a bank line
  • Unmatch to remove that connection when allowed
  • Clear to finalize a check that is already matched to a bank transaction
  • Void to mark the check voided
  • Delete to remove a draft check
  1. Review the Status, Bank, and Memo columns in the list after each action.
  2. Use More > Enable Grid Mode when several check-list corrections or repeated field updates are easier to review in one table, then review the changed-cell count before selecting Apply Changes.

What Happens Next

Checks is available from the sidebar, and the check is stored so it can move through draft, issued, matched, cleared, voided, or deleted states based on the current workflow.

GL Impact

  • Adding or showing Checks in the sidebar is a navigation preference only. It does not create, edit, delete, or repost accounting transactions.
  • Creating or editing a check record does not post a separate journal entry in the current Checks workflow.
  • Saving a check as Draft or Issued changes check tracking status only. It does not reduce cash, record an expense, or pay a bill in the general ledger by itself.
  • Matching or unmatching a check links or removes the relationship between the check and a bank transaction. The match action can change operational status, but it does not create its own new journal entry.
  • Clear requires an existing matched bank transaction and is separate from the earlier Match step. Clearing moves the matched bank row to a confirmed or cleared state instead of acting like delete or void.
  • Clearing a matched check can reuse an existing linked journal entry, or create one at clear time when the check has an offset account and has not posted yet.
  • Confirming a matched bank transaction from the Banking workflow is another downstream path that can post to the general ledger and clear the linked check.
  • Void and delete actions update the check record and matching state, not a separate check-specific posting flow.

If Something Looks Wrong

What You See What To Check What To Do Next
You cannot find the expected page, action, or result Looking for Checks in the default sidebar without first adding or showing it from sidebar customization Use the visible navigation or related workflow named on this page
The result looks ready, but a key check is unresolved Assuming the Checks page is the same as recording a bill payment Verify the visible SPRK state before continuing
Two similar workflows or fields are easy to mix up Treating Draft and Issued as interchangeable when other team members rely on status Use the specific workflow or control named on this page
The result does not match what you expected Accepting a filled Offset Account without confirming it still matches the purpose of this check Review the visible state and use the related workflow before continuing
The action is unavailable or does not complete Trying to delete a non-draft check The current workflow only allows draft checks to be deleted
The result looks ready, but a key check is unresolved Assuming voiding a check is the same as clearing it through reconciliation Verify the visible SPRK state before continuing

Practice And Examples

Use the practice file and screenshot to identify where a hidden Checks page can be made visible before check tracking.

Preferences sidebar configuration entry used to show hidden pages such as Checks

When Checks is hidden, make the page visible from Preferences before managing checks.