Intuit

Troubleshoot PDF and Print problems with QuickBooks Desktop

Learn how to troubleshoot problems with printing, emailing, or saving as a PDF from QuickBooks Desktop.

Having trouble printing, emailing or saving as a PDF from QuickBooks Desktop? Here's four solutions to help you troubleshoot this issue:

For best results, run the PDF & Print Repair Tool before any other troubleshooting steps.

Solution 1: Install the PDF and Print Repair Tool

Make sure QuickBooks is updated to the latest release before you begin.

  1. Download and run the QuickBooks Print and PDF Repair Tool.
  2. Once the tool completes, try the .pdf file-related task that originally generated the error.

If this doesn't fix the issue, move on to the next solutions.

Solution 2: Reset your temp folder permissions

This solution is only needed if your issue isn't resolved in step 1.

Step 1: Reset your temp folder permissions

If the error still occurs, reboot your computer and then try again. If it still fails, try resetting your temp folder permissions. Check the folder permissions to the TEMP folder:

  1. Press the Windows key + R to open the RUN command.
  2. Type %TEMP% and press Enter.
  3. Right-click an empty area of the temp folder, and choose Properties.
  4. Select the Security tab.
  5. Ensure all usernames and groups showing on the Security tab have Full Control.
  6. Once the permissions have been set to Full Control, try saving as PDF again within QuickBooks.

Step 2: Confirm you can print to your XPS (only for Save as PDF and Email issues)

You have one more step if you had Save as PDF and Email issues. Now, confirm if you can print to your XPS Document Writer. QuickBooks uses parts of the XPS Document Writer (Microsoft Windows product) to save as PDF.

  1. Open Notepad.
  2. Type something, anything.
  3. Go to File, then Print.
  4. Choose the XPS Document Writer, and select Print.
  5. In the save as dialogue box, choose your Desktop.
  6. Navigate to your desktop, and see if you can view the XPS document you printed from notepad.

Things to consider:

  • To test printing issues print to your actual printer (instead of your XPS Document Writer) and see if you can print successfully outside QuickBooks.
  • If you can't print to your XPS printer (or actual printer) outside of QuickBooks, you'll need to contact your IT professional or Microsoft for assistance. Microsoft XPS Writer (or your printer drivers) isn't an Intuit product.

Solution 3: Check to see if the reconcile window is off of the screen

If QuickBooks appears to lockup after selecting reconcile from the Banking menu, but PDF functions are working, the reconcile window may be appearing off of the screen.

  1. Choose the Window menu and look in the list to see if your reconcile window is listed.
  2. Select Close All and begin the reconcile again.

Solution 4: Test, reinstall, and adjust permissions for XPS Document Writer (for users who use Windows but not Terminal Services)

Before you proceed with this solution consider the following:

  • Intuit doesn't support Microsoft applications and is not responsible for running these tools.
  • If you're uncomfortable performing these tasks, we recommend having an IT professional do this for you.
  • If you're reconciling accounts when you experience this issue, get more troubleshooting help here.

Step 1: Test the XPS Document Writer by printing outside QuickBooks

  1. From the File menu select Print.
  2. In the Print window, select Microsoft XPS Document Writer from the list of printers, and click Print.
  3. Save the .xps file to your computer's desktop.
  4. Go to your desktop and look for the .xps file:
  • If the file is not there and you didn't receive an error when saving it, a security setting may be preventing you from printing to the XPS Document Writer or may be deleting the .xps file after it is created.
  • If the .xps file is there, try to open it. If there is an error opening it, or if the file does not display properly, then the XPS Document Writer will need to be reinstalled.
  • If QuickBooks encounters a problem when you try to print, or if the XPS Document Writer is not available as an option, then it needs to be reinstalled.

If you can't print to your XPS printer outside of QuickBooks, you will need to contact your IT professional or Microsoft for assistance as the Microsoft XPS Writer is not an Intuit product.

Step 2: Reinstall Microsoft XPS Document Writer

Step 2 has two parts Part A and Part B.

  • Part A: Verify XPS Services are enabled.
  • Part B: Reinstall the XPS Document Writer (for Windows 8 or Windows 7/Windows Vista).

 

Step 2, Part A: Verify XPS Services are Enabled

Step 2, Part B: Reinstall the XPS Document Writer in Windows 8 and Windows 7/Windows Vista

For Windows 8:

  1. Hover the mouse in the lower or upper right hand corner to display the Start Screen.
  2. Choose Settings > Control Panel > Devices and Printers.
  3. Select Microsoft XPS Document Writer icon and choose Remove device.
  4. Choose Yes to confirm.
  5. From the toolbar, click Add a printer, and choose Add a local printer or network print with manual settings.
  6. In the Use an existing port: choose PORTPROMPT: (Local Port).
  7. Select Next.
  8. From the manufacturer list, choose Microsoft, then Microsoft XPS Document Writer v4.
  9. Select Next.
  10. Choose the Replace the current driver option and click Next.
  11. In the Printer Name field, take out the v4 so the name is Microsoft XPS Document Writer.
  12. Select Finish (you may want to uncheck the box to make the XPS writer the default printer).

For Windows 7/Windows Vista:

  1. From the Windows Start menu, choose Devices and Printers.
  2. Select Microsoft XPS Document Writer icon and choose Remove device.
  3. Choose Yes to confirm.
  4. From the toolbar, select Add a printer, and choose Add a local printer.
  5. Select Use an existing port option.
  6. Choose XPSPort: (Local Port) and select Next.
  7. From the manufacturer list, choose Microsoft, then Microsoft XPS Document Writer v4.
  8. Select Next.
  9. Choose the Replace the current driver option and click Next.

Step 3: Adjust Windows user permissions for the XPS Document Writer

If a Windows user does not have permission to print to the XPS Document Writer, then QuickBooks will not be able to create the .xps file that will be converted to a .pdf file. You may need to be logged in with Admin Rights to change these permissions.

  1. Open the Printers Control Panel in Windows
  2. Right-click the Microsoft XPS Document Writer and choose Printer properties (Windows 7 & 8) or Properties (Windows Vista).
  3. Select Security.
  4. Select the Everyone user group.
  5. (Optional) If the Everyone group is not in the list: a) Choose the Add button. b) Enter Everyone in the field and c) choose Check Names. Then, select OK.
  6. In the Allow column, select Print (place a check mark in that row), and click OK.
  7. Now navigate to C:\Windows\System32\spool in Windows Explorer.
  8. Select Printers and choose Properties.
  9. Select Security.
  10. Select Edit.
  11. Select Add.
  12. Type Local Service and select Enter.
  13. Make sure Local Service has Full Control, then select OK.
  14. Open QuickBooks and try to create a .pdf file.

Step 4: Edit security software settings

Settings in your security software, such as Norton Anti-virus or McAfee Firewall, can also block the creation of .xps files. Check the settings on your security software to make sure that .xps files are not blocked.

Note: Because of the number of available firewall and anti-virus programs, Intuit cannot provide support for specific issues with these products.

If you need further assistance with this issue, check with your system or network administrator, the vendor from whom you purchased your anti-virus or firewall software, the software developer's web site, or a local computer consultant.

Step 5: Install or repair MSXML 6.0

MSXML 6.0 is a Microsoft Windows component and is part of the system requirements for the XPS Doc Writer.

For Windows 8:

Run System File Checker to repair MSXML 6.0, which is built into Windows 8. System File Checker is a utility provided by Microsoft to repair Windows system files.

  1. Hover the mouse in the Upper or Lower right-hand corner and click the Magnifying Glass.
  2. Type Command and select on Command Prompt.
  3. Select the option on the bottom bar to Run as administrator.
  4. If you are prompted for Administrator password, enter the password or click Allow.
  5. Type in sfc/scannow.

For Windows 7 and Windows Vista:

Run System File Checker to repair MSXML 6.0, which is built into Windows 7. System File Checker is a utility provided by Microsoft to repair Windows system files.

  1. Select the Windows Start
  2. Choose All Programs, then select Accessories.
  3. Select Command Prompt and select Run as Administrator.
  4. If you are prompted for for Administrator password, enter the password or click Allow.
  5. Type in sfc/scannow.

Step 6: Create a new template for your form

You may see an issue if your template for your form is damaged.

Create a new template for your form:

  1. Create a new template for your form. Get more help with creating new templates.
  2. Change the template on your transaction.
  3. Create your .pdf.

Step 7: Bypass the print spooler (for Terminal Services only)

After setting the permissions for XPS Document Writer on the server for Terminal Services users using the preceding steps, you must also set the XPS Document Writer to bypass the print spooler:

  1. Open the Printers Control Panel in Windows.
  2. Right-click the Microsoft XPS Document Writer and choose Printer properties (Windows 7 & 8) or Properties (Windows Vista).
  3. Select Advanced tab and select Print Directly to Printer.
  4. Select OK to save your changes and close the Printer Properties.