It is a fact of life that human beings are creatures of habit. We use computers to improve our efficiency. Without a second thought we use relatively new advanced features such as spell checking and grammar checking. We run our chart of accounts in QuickBooks. Isn't it funny how many of us run the reports and then manually write out checks to pay invoices?
That's because many of us don't know the possibility of printing our checks
and running them through the printer. This is even easier when you have a printer with more than one tray unit. Printers with two trays make it even easier to satisfy invoices with computer checks
. As most printers default out to the first tray, simply put them in the second tray.
This leaves plain paper ( or letterhead paper ) four more mundane printing tasks without the need to put the computer checks in the printer paper feed. Depending on the software you are using it to make the task of paying invoices virtually foolproof. Here is an example.
Let's say you are using Microsoft Windows. In the Microsoft world the physical unit holding plain paper and computer checks is known as a device. Using Microsoft language you would create two printers. The first printer would be your default printer. This uses tray number one and playing or letterhead paper, depending on your environment.
Then going into the Control Panel you create a new printer. Again, keep in mind this is Microsoft jargon and not the physical device. While setting up your new printer in Windows call it: Computer Checks, and Specifically Say the paper feed is the second tray.
You want to make sure that the printer you are calling in Windows computer checks is NOT the default printer. From there you go to your accounting package ( QuickBooks, Fresh Books, etc. ) and create a print to a printer in Microsoft's Control Panel which is specifying the second tray. From here life gets almost auto magical.
This is because you can use your accounting software to only call on paying the bills with the single physical device ( your printer ) using the second tray that has your computer checks. Suppose you don't have the capability of adding a second tray feed option to the physical device you and I call a printer.
This is not a big issue. It does require a little manual effort on your part. Simply get a replacement tray for your physical printer. Keep regular paper in one tray, and in the second tray having it nothing besides your computer checks.
Of course you can expand this idea even further. Why not get a third tray and set up a third 'printer' within Microsoft Windows and call it 'Envelope Printer', or 'Mailing Labels'? There's a great deal of efficiency in setting up different Microsoft Windows 'printers' that involve nothing more than swapping out the tray with computer checks or other specialty printing.
The biggest efficiency comes from not making any mistakes and printing a letter on your computer checks
, or attempting to pay a bill using plain typing paper. Never again will you have to go back to correcting your accounting software because you printed on the incorrect media.