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    Troubleshooting printing problems

    Article ID: 1000191

    Problem

    This article details steps that can be used to troubleshoot problems with printing from QuickBooks.

    Expected Outcome

    You will be able to print from QuickBooks.

    Assumptions

    Your computer is connected to a printer, and your printer software is installed on your computer. Your QuickBooks software is updated to the latest release.

    Details

    Because all printers are different, many of the troubleshooting steps below require you to have knowledge of your particular printer's setup. If you are unsure of how to use these tips to troubleshoot your printing issue, contact your IT person or the printer manufacturer's tech support directly.

    To determine your printing problem, use your answers to the following question and try some of the suggestions.

    Will the computer print from Notepad or WordPad?

    • Yes, the printer setup in QuickBooks may be set to a different default printer for the particular form you are trying to print. Check which printer is set as the default for that Form Name:
      1. From the top menu bar in QuickBooks, choose File > Printer Setup.
      2. Verify and change if necessary the Printer name by clicking on the drop-down menu and selecting the correct default printer for each specific Form Name.

    • No, the problem is within your computer/printer setup itself. Verify there is a connection between the computer and the printer. Refer to the printer manufacturer's troubleshooting for further help.

    Can you print from QuickBooks on other printers?


    • Yes, the printer setup in QuickBooks may be set to a different default printer for the particular form you are trying to print. Check which printer is set as the default for that Form Name:
      1. From the top menu bar in QuickBooks, choose File > Printer Setup.
      2. Verify and change if necessary the Printer name by clicking on the drop-down menu and selecting the correct default printer for each specific Form Name.

    • No, verify that you can print other documents like a Notepad or Word document from the other computers. The problem may be with your computer/printer setup itself. Verify there is a connection between the computer and the printer. Refer to the printer manufacturer's troubleshooting for further help.

    What is the printer information in Printer Setup in QuickBooks?

    Verify that the right default printer is selected in the printer setup:

    1. From the top menu bar in QuickBooks, choose File > Printer Setup.
    2. Verify and change if necessary the Printer name by clicking on the drop-down menu and selecting the correct default printer for each specific Form Name.

    What is the name of the printer on the hardware itself? Does it match the driver information in the Printer Setup window?

    Verify that the exact name of the printer hardware is listed in the Printer Setup:
    1. From the top menu bar in QuickBooks, choose File > Printer Setup.
    2. Verify the Printer name. If the name is incorrect, you will need to correct the setup within your computer's Printer Setup first.

    Where is the problem occurring (printing reports, forms, tax forms, and so on)? Are there areas of QuickBooks that print correctly?

    Verify that the right default printer is selected in the printer setup for each Form Name:

    1. From the top menu bar in QuickBooks, choose File > Printer Setup.
    2. Verify and change if necessary the Printer name by clicking on the drop-down menu and selecting the correct default printer for each specific Form Name.

    At what point of the printing process does the problem or error message occur?

    Determining when the problem or error occurs can determine whether the troubleshooting should be within QuickBooks or with the printer manufacturer's tech support. For example, if the error is a printer error that occurs before the document begins to print, you would need to troubleshoot directly with the printer manufacturer's tech support.

    What operating system are you using?

    If you are using a QuickBooks version earlier than 2010 , see Using QuickBooks on Windows 7.

    Is the printer local or on a network?

    • Local, the problem may be within your computer/printer setup itself. Verify there is a connection between the computer and the printer. Refer to the printer manufacturer's troubleshooting for further help.
    • Network, verify network settings are setup correctly. Refer to the printer manufacturer's troubleshooting for further help.

    If there was a print job running prior to receiving an error message, was it cancelled?

    Canceling a print job can contribute to problems, depending on when the print job was canceled. A cancelation might not be clean or complete, and Windows can have difficulty clearing it up. Restarting the computer normally resolves this problem or allows you to cancel the print job. Determine the following to decide if restarting your computer will resolve the incomplete cancellation:
    • What was printing? What was cancelled?
    • When was the print job cancelled (beginning of job, when printing page X appeared, when it finished page X, etc..)?

    Do you have a status monitor running?

    • Is the status monitor set to appear when you print or only when errors occur?
      • Yes, change the setting for the status monitor so it appears only when there is an error. (Refer to the printer manual.) Check spool path information and change settings to RAW.
      • No, go on to next troubleshooting tip.

    Are there other printers mapped to LPT1? If there are multiple printers connected to LPT1, are you using a switchbox. A switchbox can cause problems.

    • Connect the printer directly to the computer and print again.
    • If you are not sure whether you are using a switchbox or how to connect the printer directly to the comuter, contact your IT person or the printer manufacturer's tech support directly.

    Do you have any other drivers installed?

    • Use one of the other drivers to try to print.
    • If you are not sure how to use the other driver, contact your IT person or the printer manufacturer's tech support directly.

    Change the default printer in Windows.

    After changing the default printer in Windows:
    1. Run the Verify Data/Rebuild Data processes to correct any data damage.
    2. Restart the computer and printer.
    3. Reinstall the correct driver again from the manufacturer's disks, or download a new one from the manufacturer's website.
    4. Rename the qbprint.qbp to qbprint.old:
      • In (XP) C:\Documents and Settings\All Users\Application Data\Intuit\QuickBooks location for XP
      • In (Vista) C:\ProgramData\Intuit\QuickBooks for Vista.

      Note: If you cannot find the file, it is possible that this file is hidden. Make sure to set the search criteria so that it includes hidden files and folders.

    5. Rename the file to its original if this does not resolve the problem. See Rename the Qbprint.qbp file for more information.
      If you are not sure how to change the default printer in Windows, contact your IT person or visit the Microsoft website.

    Renaming the qbprint.qbp have been known to work for troubleshooting printing errors, including the issue on paycheck that is printing only half a page.

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