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Resolve printing issues

SOLVEDby QuickBooksQuickBooks Desktop Payroll1Updated 1 year ago

Learn how to resolve printing issues in QuickBooks Desktop.

Are you having trouble printing from QuickBooks? This can be caused by a variety of reasons. Here are some solutions to the most common issues.

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

Before you start troubleshooting

Check the following before you start troubleshooting.

Step 1: Check your printer

To know if your printer can print outside of QuickBooks, use Notepad.

  1. Select Start and browse to Notepad.
  2. Enter some text and choose File, then Print.
  3. Select the correct printer and select Print.

Step 2: If that didn't work, try...

If that print test didn't work, follow these steps. If it did work, go directly to Step 3.

  1. Turn off the printer, restart your computer, and then turn the printer back on.
  2. Make sure the printer paper is loaded correctly.
  3. Select the Windows Start button, browse to the Control Panel, and double-click Printers and Faxes.
  4. If the printer shows Offline, right-click the printer and select Use Printer Online.
  5. Double-click the printer and if there are print jobs displayed in the queue, choose Printer, then Cancel All Documents.
  6. Close the window.
  7. Right-click the printer, choose Properties, and select Print Test Page.

    Note: If the printer is a network printer and the test page does not print, network issues could be the cause.

Still not working? Try this...

  1. Ensure that you have the latest printer drivers for your printer. Go to the manufacturer's web site to download and install the most current drivers.
  2. Ensure that there are no error lights displayed on the printer itself.
  3. Refer to the printer manufacturer's documentation for any of the following:
    • The printer displays error indications.
    • The printer will not print the test page.
    • The printer doesn't print from Notepad.

Step 3: If that did work, do this...

Use the QuickBooks Tool Hub

If you could print in Notepad, use the Print & PDF Repair Tool from the QuickBooks Tool Hub. This fixes most of the common printing issues.

Once it's done, try to print again.

Rename the file

If the tool doesn't work you can manually rename the QBPrint.QBP file.

  1. Locate the QBPrint.qbp.
  • Windows 10, 8.1, and 8: C:\ProgramData\Intuit\QuickBooks 20xx
    (20xx represents the version of your QuickBooks.)
  • Server 2008 and Server 2012: C:\Program Data\Intuit\QuickBooks YEAR and C:\Users\**remote user**\AppData\Roaming\Intuit\ YEAR VERSION\TSPrinterSettings
    Note: Terminal Service users report finding duplicate copies of the Qbprint.qbp file with the stored client data files; double-check all folders for odd instances.

Tip: You might need to Display hidden files and folders or search for files using Windows to find these files in Windows.

  1. Right-click the QBprint.qbp file for your QuickBooks version and select Rename.
  2. Add the word old to the file name (i.e. QBPrint.qbp.old)
  3. Open QuickBooks Desktop.
  4. From the File menu, select Printer Setup.
  5. Select any transaction in the Form Name list and select OK. This will create a new QBprint.qbp file.
    Note: You don't have to do this for every transaction.
  6. Try to open and print any transaction.

Step 4: If none of the above works verify the printer is the correct one

Still not printing? Verify that the printer is the correct one.

  1. In QuickBooks, go to the File menu and select Printer Setup.
  2. Choose the form you want to print.
  3. Does the printer name match the exact name of the printer you are trying to use? If not, you’ll need to correct the setup within your computer’s Printer Setup first.
  4. Select Help in this area for more detailed instructions on these settings.

Verify correct printer in QuickBooks

  • Try to print using a different printer in the Printer Setup.
    • In QuickBooks, choose File, then Printer Setup.
    • Choose the form you are trying to print.
    • Choose a different printer, a suggestion is the Microsoft XP printer.
    • Select  Help in this area for more detailed instructions on these settings.
  • Try printing a different form or, if you are using customized forms or memorized reports, try a standard form or report.
  • If you were printing a batch of forms in QuickBooks, attempt to print a single form. If successful, try printing smaller batches.
  • Open one of the QuickBooks sample company files and try to print the same type of form or report. If it works, use Resolve data damage on your company file to resolve any data damage in your file and then attempt to print again.
  • Go to Selective Startup Mode. If the issue persists, perform a Reinstall QuickBooks for Windows using a clean install.


Step 5: Still not printing? Try these additional solutions

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 set up correctly. Refer to the printer manufacturer's troubleshooting for further help.

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 the next troubleshooting tip.

Are there other printers mapped to LPT1? If there are multiple printers connected to LPT1, are you using a switch box?

Test to see if it is causing the issue.

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

Do you have any other drivers installed?

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

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