Checks are still a vital payment method for many businesses. Whether you need to reprint a check due to a printer issue, a lost document, or a formatting error, QuickBooks makes it possible to reprint checks without altering your accounting records. However, reprinting checks incorrectly can lead to duplicate payments, reconciliation issues, or compliance problems.
This detailed guide explains how to reprint checks in QuickBooks, including QuickBooks Desktop and : QuickBooks Online?. It also covers best practices, common mistakes to avoid, troubleshooting, and frequently asked questions, ensuring you can safely and accurately reprint checks whenever needed.
What Does Reprinting a Check Mean in QuickBooks?
Reprinting a check in QuickBooks means generating a new physical or digital copy of a check that has already been recorded in your accounting system. Reprinting does not create a new transaction or duplicate the payment; it simply reproduces the original check details.
Businesses typically reprint checks when:
- The original check was misprinted
- The printer jammed or ran out of ink
- The check was damaged
- The check copy is needed for records
- The vendor requests a replacement copy
Understanding this distinction helps prevent accounting errors.
Important Things to Consider Before Reprinting a Check
Before reprinting, always confirm the following:
- The check has not been cashed
- The check number is correct
- The original transaction should not be voided or deleted
- The reprint is for documentation or replacement purposes only
If the original check was lost or stolen, additional steps such as voiding and reissuing may be required instead of reprinting.
Versions of QuickBooks That Support Check Reprinting
QuickBooks allows reprinting in:
- QuickBooks Desktop (Pro, Premier, Enterprise)
- QuickBooks Online
The process varies slightly depending on the platform, but the underlying principles are the same.
How to Reprint Checks in QuickBooks Desktop
QuickBooks Desktop provides multiple ways to reprint checks, depending on your situation.
Method 1: Reprint a Single Check
Step 1: Open QuickBooks Desktop
Log in using an administrator or accounting role with check-printing permissions.
Step 2: Go to the Check Register
Select Banking from the top menu, then choose Use Register.
Step 3: Locate the Check
Choose the correct bank account and find the check you want to reprint.
Step 4: Open the Check
Double-click the check to open the original transaction.
Step 5: Mark the Check for Printing
Ensure the Print Later option is checked.
Step 6: Save and Close
Click Save & Close.
Step 7: Print Checks
Go to File > Print Forms > Checks and select the check for reprinting.
Method 2: Reprint Multiple Checks
Step 1: Navigate to Print Forms
Click File > Print Forms > Checks.
Step 2: Select the Bank Account
Choose the account from which the checks were issued.
Step 3: Choose the Checks
Select the checks you want to reprint from the list.
Step 4: Confirm Print Settings
Verify check style, alignment, and printer settings.
Step 5: Print
Click Print and monitor the process carefully.
How to Reprint Checks in QuickBooks Online
QuickBooks Online handles check reprinting slightly differently, especially for printed versus bill-pay checks.
Step 1: Sign in to QuickBooks Online
Log in with administrator access.
Step 2: Open Expenses
From the left menu, select Expenses or Transactions.
Step 3: Locate the Check
Find the check you want to reprint and click on it.
Step 4: Print the Check
Select Print Check or Print from the options menu.
Step 5: Review the Preview
Confirm that all details appear correctly.
Step 6: Print or Save as PDF
Print the check or save it as a PDF for recordkeeping.
Reprinting Checks with Bill Payments
If the check was created from a bill payment:
- Open the bill payment record
- Choose the linked check
- Select print or reprint
This ensures the reprint matches the original bill payment details.
Difference Between Reprinting and Reissuing a Check
It’s important to understand the difference:
Reprinting:
- Does not create a new transaction
- Uses the same check number
- Intended for printing errors or documentation
Reissuing:
- Voids the original check
- Creates a new check number
- Used when a check is lost or not cashed
Using the wrong option can cause accounting discrepancies.
Best Practices for Reprinting Checks
- Always label reprinted checks as “Reprint” internally
- Confirm bank reconciliation status before reprinting
- Keep audit notes explaining why the check was reprinted
- Use check stock that matches original settings
- Print a test page before final printing
These practices help maintain clean financial records.
Common Problems When Reprinting Checks and How to Fix Them
Issue 1: Check Does Not Appear in Print List
Solution:
- Open the check and select Print Later
- Save and try again
Issue 2: Duplicate Check Numbers
Solution:
- Do not manually change the check number
- Verify printer settings
Issue 3: Alignment Issues
Solution:
- Use QuickBooks print alignment tool
- Print on blank paper to test alignment
Issue 4: Printer Not Responding
Solution:
- Restart printer
- Check default printer settings
- Update printer drivers
Printing Checks to PDF Instead of Paper
QuickBooks allows printing checks to PDF for documentation.
Benefits include:
- Secure digital storage
- Easy sharing
- Reduced paper usage
Always ensure PDF copies are stored securely.
Security Considerations When Reprinting Checks
Reprinting checks involves sensitive financial data.
Security tips:
- Restrict printing permissions
- Monitor check numbers
- Lock unused check stock
- Keep printed checks secure
- Track reprint activity
Protecting check data reduces fraud risk.
When Not to Reprint a Check
Do not reprint a check if:
- The check was already cashed
- The check amount needs correction
- The payee information is wrong
In these cases, void and reissue the check instead.
Frequently Asked Questions (FAQ)
Q1: Will reprinting a check affect my bank balance?
No. Reprinting does not change your accounting records.
Q2: Can I reprint a check that has been reconciled?
Yes, but only for record purposes. Never resend it to the vendor.
Q3: Can I reprint checks with a new date?
No. Reprinting retains the original transaction date.
Q4: Can employees reprint checks?
Only users with proper permissions can reprint checks.
Q5: What if I accidentally reprint and send a duplicate check?
Contact the vendor immediately and record corrective actions.
Q6: How long does QuickBooks keep check records?
Check records are stored as long as your company file exists.
Final Thoughts
Reprinting checks in QuickBooks is a simple yet sensitive task that must be handled carefully. Whether you use QuickBooks Desktop or QuickBooks Online, understanding the correct steps helps prevent duplicate payments, accounting errors, and reconciliation issues.
By following the proper procedures, maintaining strong internal controls, and documenting reprints clearly, businesses can manage check payments confidently and professionally. Proper check handling protects both your finances and your credibility with vendors.
Mastering this process ensures your accounting remains accurate, compliant, and stress-free.
Source: