Getting Started with CheckWriter: Setup, Tips, and Best PracticesIntroduction
CheckWriter is a popular tool for businesses that still use paper checks but want to streamline printing, signatory workflows, and recordkeeping. This guide walks you through the initial setup, practical tips to avoid common pitfalls, and best practices for secure, efficient check printing and management.
Why Choose CheckWriter?
CheckWriter combines ease of use with features designed for small-to-medium businesses:
- Automated check printing that formats MICR lines and aligns details for standard check stock.
- Multiple bank account support for handling payroll, vendor payments, and reimbursements separately.
- Security features such as signature management and controlled user access.
- Integration options with accounting software (QuickBooks, QuickBooks Online, and others), reducing duplicate data entry.
Prerequisites and Preparation
Before installing or configuring CheckWriter, gather the following:
- Company banking details (account numbers, routing numbers).
- Check stock compatible with your printer (laser checks with MICR toner if printing MICR lines).
- A compatible printer (laser recommended; inkjet may not work for MICR).
- Access credentials for your accounting software (if integrating).
- Administrative user account for CheckWriter installation and initial configuration.
Step-by-Step Setup
1. Download and Install
- Download the installer from the official CheckWriter website or from your vendor.
- Run the installer as an administrator on the machine designated for check printing.
- Follow on-screen prompts to complete installation and restart if prompted.
2. Activate and Register
- Launch CheckWriter and enter your license key or choose the trial option if available.
- Create the primary administrator user account with a strong password.
- Configure basic company details (company name, address, phone number) to appear on checks.
3. Set Up Bank Accounts
- Navigate to the Bank Accounts section and add each account you’ll print checks from.
- Enter routing and account numbers accurately; verify with a test print if available.
- Configure starting check numbers to match your physical check stock.
4. Configure Check Layout
- Select the check stock type (voucher, wallet, or business).
- Align fields using the preview tool: payee name, amount (numeric and written), date, memo, and signature lines.
- If printing MICR, select MICR font and ensure you have MICR toner and magnetic ink if required by your bank.
5. Integrate Accounting Software (Optional but recommended)
- Use the built-in integration for QuickBooks Desktop/Online or import CSV files.
- Map fields (payee, amount, memo, check number) between systems.
- Test with a small batch of sample checks to ensure data flows correctly.
6. Set User Permissions
- Create user roles (Admin, Accountant, Print Operator) and assign permissions.
- Restrict check creation and printing to trusted users; separate data-entry and printing duties for internal control.
7. Test Print
- Use voided check stock or blank paper to test layout and alignment.
- Verify MICR readability (banks may require testing with sample checks).
- Adjust margins/field placements if text misaligns.
Tips for Smooth Operation
- Use a dedicated check-printing workstation to reduce errors and maintain security.
- Keep a secure log of printed checks and voided checks for audit trails.
- Regularly reconcile printed checks with bank statements and your accounting records.
- Maintain backup copies of your CheckWriter data file and export transaction logs periodically.
- Use pre-printed check forms only from reputable suppliers to avoid incompatible margins or watermarks.
Security Best Practices
- Enable role-based access and strong password policies.
- Store physical check stock in a locked cabinet and control access.
- Use MICR toner and ensure printers are serviced to avoid poor-quality MICR lines.
- Implement dual controls for check approval: one person prepares, another reviews and prints.
- Keep software updated and apply patches to address vulnerabilities.
Troubleshooting Common Problems
- Misaligned prints: Re-run alignment wizard, check page scaling in printer settings, confirm paper size.
- MICR not recognized: Verify MICR toner, use a laser printer rated for MICR, and ensure correct MICR font is selected.
- Duplicate check numbers: Ensure starting check number matches physical stock and enable warnings for duplicate numbers.
- Integration errors: Re-map fields, ensure accounting software permissions allow data exchange, and confirm versions are compatible.
Advanced Workflows
- Batch Printing: Group vendor payments by bank account and print in batches to save time.
- Automated Payee Imports: Schedule CSV imports or synced transfers from accounting software to minimize manual entry.
- Audit Reporting: Use CheckWriter reports to export lists of printed checks, voided checks, and user activity for audits.
Compliance and Banking Considerations
- Check banks’ requirements for MICR quality and endorsed formats.
- Keep copies of voided and cancelled checks as required by auditors and tax authorities.
- Maintain retention policies for check records according to local regulations (often 3–7 years).
Example Quick Checklist Before Printing Live Checks
- Bank account, routing, and starting check number set correctly.
- Check layout aligned and test-printed.
- User permissions confirmed and approval completed.
- Physical check stock loaded and MICR toner present (if used).
- Backup of CheckWriter data taken.
Conclusion With proper setup and disciplined procedures, CheckWriter can significantly reduce the time and risk associated with manual check printing. Focus on accurate configuration, separation of duties, and regular reconciliation to get the most reliable, secure results.
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