Cheque Payments for Vendor Bills and Advances

If you have a business that pays your vendors through cheques, then this feature simplifies your payment process efficiently. You can pay your vendors by writing and printing out a cheque directly from Zoho Books. Whenever you make a payment via cheque, your bill payment details will instantly be auto-fetched and printed on your cheque leaf.

Note: Cheque payments are different from the Cheque option available under the mode of payment dropdown while creating transactions. The Pay via Cheque option is exclusive to cheques that you create from Zoho Books.

Stages of a Cheque

Write and Print a Cheque

You can print the bill details in your cheque instantly. Here’s how:

The status of the bill will now be changed to Paid.

Warning: You can use your cheque number only once. You cannot reuse the cheque numbers that are allotted to void cheques.

Pay a Vendor’s Bills Using a Single Cheque

If you’ve incurred multiple expenses from the same vendor, you can pay all the bills through a single cheque instead of making payments individually through multiple cheques. To pay a vendor’s bills in a single cheque:

Fields Description
Payment Made Enter the amount that you plan to pay via cheque to the vendor.
Payment Date Select the date on which you make the payment
Bank account Select the bank or checking account from which you are paying the vendor.

Let’s say your business recently made a significant purchase comprising over 50 items, and you need to pay the bills by issuing cheques all on the same day. Printing cheques for all these bills will cause a significant delay.

With bulk printing, you can print multiple cheques for various vendors and banks. The printed cheques will not appear in the list of To Be Printed Cheques again. You can print a maximum of 100 cheques at a time. However, you can reprint these cheques individually.

To print cheques in bulk:

The status of the selected cheques will be changed from To Be Printed to Uncleared. The unselected cheques will be in the To Be Printed status.

Clear a Cheque

You can update the status of your cheque payment to Cleared when you match the payment with the respective bank feed. To do this:

To view the void cheques, navigate to Purchases. Click the filter dropdown at the top left corner of the page and select Void Cheques.

Insight: If you’ve not integrated with a bank account in Zoho Books, you can manually add a bank account and reconcile it to clear the cheques.

Void a Cheque

When a cheque bounces or gets damaged, you can cancel it by voiding the cheque.

Prerequisite: You can mark only the Uncleared cheques as void.

To void a cheque:

The cheque payment will be unassociated from the bill and it’s status will be changed to Void.

Insight: To view the void cheques, navigate to Purchases. Click the filter dropdown at the top left corner of the page and select Void Cheques.

View and Filter Cheques

To view the cheques that you have written based on their statuses:

The following are the statuses of your cheque payments:

Status Description
To Be Printed Cheques A cheque that you’ve saved but haven’t printed.
Uncleared Cheques Cheques that you’ve printed but are yet to be matched with the respective bank feed will be under this status.
Cleared Cheques Cheque payments that you’ve matched with their respective bank feeds will be under this status.
Void Cheques Cancelled or bounced cheques that you’ve marked as Void.
Paid via Cheque You can view all the To Be Printed, Uncleared, and the Cleared Cheques by selecting this filter.

Customise Cheque

You can adjust the alignment of your cheque template according to the printer you use. To do this:

Pro tip: You can customise a cheque by navigating to Settings, selecting PDF Templates under Customization, and then choosing Cheques under the Templates section.

Export Cheque as PDF

You can export a cheque as a PDF file. To do this:

Warning: Cheques cannot be exported as PDF in bulk.

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