Archive for the 'Printing' Category

Dealing with Printing Problems in QuickBooks

Wednesday, February 15th, 2012

How to Fix QuickBooks Printing Problems

We receive frequent queries from users who are having trouble printing in QuickBooks, even though they can print from all their other software. Either nothing happens when they select the printer and click the Print button, or the QuickBooks document prints incorrectly.

In QuickBooks, printing and printer settings are kept in a file named QBPRINT.QBP. Sometimes this file becomes corrupted. (In fact, if there's ever a contest for "the most easily and frequently corrupted file", many users tell us they think this file would be a good bet.)

To fix these problems, rename the QBPRINT.QBP file to something like QBPRINT.OLD. Then go to Print, Printer Settings and re-configure your printer (or multiple printers, if you use different printers for different types of transaction forms). QuickBooks automatically re-creates the file.

Note: The reason for renaming the file rather than simply deleting it is to ensure that any custom printer settings are retained in the event the file is NOT corrupt. If renaming the file doesn't solve the problem, delete the newly created file and rename qbprint.old to qbprint.qbp.

Here's where to find the QBPRINT.QBP file:

Windows XP: C:\Documents and Settings\All Users\Application Data\Intuit\QuickBooks 20xx\QBPRINT.QBP

Windows 7, Vista, or 2003 Server: C:\Program Data\Intuit\Qb20xx\QBPRINT.QBP


QuickBooks Invoice Printing Problem

Friday, December 30th, 2011

How to Resolve a QuickBooks Invoice Printing Problem

A reader sent e-mail that started with, "Help, I'm going crazy trying to send invoices". Here's what happened. He usually sends invoices weekly, but on this particular week his assistant created the invoices and printed them. All of the invoices printed incorrectly, with a very large top margin (almost 2" deep). The same thing happened when he voided and re-created the invoices. He tried using the QuickBooks Layout Designer but it didn't work. He opened another company file, and he also opened a sample company file, but the same thing happened. If he prints to another printer, including a PDF converter printer, the large top margin is always there. He verified the file and everything is fine. What's the most likely cause of his problem?

The most common reason for this problem is that somebody selected "Letterhead" as the paper type for printing invoices (instead of Blank Paper). QuickBooks moved everything down to make room for the pre-printed letterhead. The change could have been made in any company file, including a sample company file. Once a printer setup is changed in any company file, the change is replicated to all company files because QuickBooks configures printers for the entire installation of the software instead of individual company files (which we think is a preposterous and unwise way to design accounting software).

Printing a List of Bank Deposits in QuickBooks

Thursday, December 29th, 2011

How to Print a List of QuickBooks Bank Deposits

A reader wrote to say that her employer wants a list of all bank deposits made for a given period, and she doesn't know how to produce the list in QuickBooks.

  1. In the QuickBooks Chart of Accounts window, select (highlight) the bank account and press Ctrl-Q to open a QuickReport of all transactions for the account.
  2. Set the time period for the dates you need.
  3. Click Customize Report (Modify Report in pre 2012 versions) and move to the Filters tab.
  4. Select Transaction Type in the Filter list.
  5. Select Deposit as the Transaction Type.
  6. Click OK.

Memorize the QuickBooks report, naming it "List of Deposits" (or something similar) so you don't have to go through the configuration steps in the future.

Printing QuickBooks Invoices in Alphabetical Order

Wednesday, November 2nd, 2011

Sorting QuickBooks Invoices

Several readers have written to ask how to print batches of QuickBooks invoices in alphabetical order (using the customer name). They print sheets of labels in alphabetical order and want to pull the invoices from the printer and insert them in the envelopes. Most of these correspondents indicated that they created invoices over multiple days and print them at the end of each week.

Unfortunately, QuickBooks has no user sort options for invoices. It's probably best to create the invoices alphabetically and then print each invoice as you create it. From our testing we've determined that QuickBooks apparently sorts first by date, then by invoice number.