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Level 2

Multi-User print setting issue

Background info: So we have QB Desktop 2018 Pro setup on a server. Two users access to it on the Parallels client. (Similar to Citrix) User A is the admin, and user B has limited profile access.

So user A prints cheques to her local printer with the single-sided setup. If user B logs in and prints his report (double-sided) It also changes user A's print setting as well, and she has to change her setting back to single-sided. That also affects user B as well. So the print settings doesnt save based on user profiles.

Another issue we noticed that may be related to this problem, is the user login names seem to be switched around as well. When user B logs in after user A has been using QB, the login name displays as Admin (user A) which is incorrect and vice versa. I've been trying to figure this out for a while now... Help? :smileylol:

QuickBooks Team

Multi-User print setting issue

I thank you for the complete details about your concern, @Bluesilvershift.


When printing checks or forms, an authorized user's printer setting does not affect the other user's preference. Not unless, they share the same printer. Also, using QuickBooks Desktop on a parallel or virtual environment is not highly recommended since it may affect its performance.


To fix common issues with printing, let's apply the following troubleshooting steps:

  1. Back up the QuickBooks company file.
  2. Update your QuickBooks to the latest release.
  3. Install the PDF and Print Repair Tool
  4. Reset your temp folder permissions 
  5. Check to see if the reconcile window is off of the screen
  6. Test, reinstall, and adjust permissions for XPS Document Writer (for users who use Windows but not Terminal Services)

For more detailed instruction, you may check this article: Troubleshoot PDF and Print problems with QuickBooks Desktop.


Also, you can check these articles for additional insights:

Feel free to leave a post below if you have other questions. I'm here to help.

Level 2

Multi-User print setting issue

Thank you for your reply! I do believe the 2 users share same printer, but I thought that wouldn't be a concern because of the different profiles. Is there anything else I can check to eliminate the cause?

Not applicable

Multi-User print setting issue

It's nice to see you here, @Bluesilvershift,


I appreciate you getting back to us and providing additional details. I can add a bit more about the printing settings in QuickBooks Desktop.


When printing forms and transactions, the system uses the default printer setup in the program. Being able to assign a specific printing preference for each user access is currently an unavailable feature at the moment. To complete your task, you'll have to switch the page orientation manually.


Regarding your second question, it's possible that you have turned on the preference to recall the last login. To turn this off, follow the steps below:


  1. In QuickBooks, go to the Edit menu.
  2. Click Preferences from the drop-down.
  3. Choose General from the preference list.
  4. Go to Company Preferences.
  5. In the Manage Login Settings section, unclick the Keep user logged in for option.
  6. Click OK.

The user should now be prompt to enter their username and password again. You might find this article helpful: Stay logged in to QuickBooks company file.


That's got it, Bluesilvershift. I'm just a post away if you need further help with QuickBooks. I'll be glad to help in any ways I can. Have a nice day!

Level 2

Multi-User print setting issue

@Anonymous  Thank you for your answers! Now I understand what is going on. I have one last question that I want to clear up. The users said this issue didnt happen until Parallels RAS was set up in the office, could that have affected this as well?

QuickBooks Team

Multi-User print setting issue

You got it right, @Bluesilvershift.


Parallels RAS enables Windows applications such as QuickBooks Desktop Pro to be accessed by different devices using a shared server. Simply saying, it's creating a virtual computer within a computer. Let me share with you the system requirements of QuickBooks Desktop Pro to ensure optimum performance.


QuickBooks Desktop Pro for Windows works best with the following natively installed operating system.

  • Windows 10, all editions including 64-bit, natively installed1
  • Windows 8.1 (Update 1) all editions including 64-bit, natively installed
  • Windows 7 SP1 all editions including 64-bit, natively installed
  • Windows Server 2016
  • Windows Server 2012 R2
  • Windows Small Business Server 2011 Standard and Essentials
  • Windows Server 2008 R2 SP1
  • Database Servers

  • Windows: Windows Server 2016Windows Server 2012 R2, Windows Server 2011 SP1, Windows Server 2008 R2 SP1, Windows 10, Windows 8.1 (update 1) or Windows 7 SP1 (Enterprise and Professional editions only), natively installed.
  • Linux: When using QBES Database Server-only installation – OpenSuse 42.2, Fedora 25, Red Hat 7 (Update 3)

For more detailed information, you may check this page: System requirements for QuickBooks 2018.


I'd recommend contacting your company's IT professional and have him/ her revisit how QuickBooks was installed in Parallels RAS.


On the other hand, if you want to use QuickBooks Desktop Pro in a multi-user or network environment, you may check this article for the step-by-step instruction: Set Up Multi-user Network.


Keep me posted if you have other questions. I'm just a few clicks away.

Level 2

Multi-User print setting issue

Hey there, after contacting Parallels support yesterday we were able to confirm this is indeed a Quickbooks issue. We saved printer settings for notepad with 2 different users' accounts running on Parallels, and it didnt have this problem. We created another 2 test accounts on Quickbooks with different print settings, and they both get overwritten as well. Please advise on a solution, thanks!


Multi-User print setting issue

Thanks for getting back to us, @Bluesilvershift.


Since printing in notepad with two different users did work, I suggest running the QuickBooks Print and PDF Repair Tool. Once downloaded, have the two users log into QuickBooks and print again with different settings.


If the repair tool doesn't work, locate the QBPrint.QBP file (Windows 10, 8.1, 8, 7 and Vista: C:\ProgramData\Intuit\QuickBooks 20xx
(20xx represents the version of your QuickBooks.)
) and manually rename it.


Here's how:


1. Right-click the QBprint.qbp file for your QuickBooks version and select Rename.
2. Add the word old to the file name, then open QuickBooks.
3. Go to the File menu at the top, then pick Printer Setup on the drop-down.
4. Select any transaction in the Form Name list and click OK. (This will create a new QBprint.qbp file.)
5. Try to open and print any transaction.


If the issue persists, I highly suggest checking out this article and proceed to steps 4 and 5 for additional troubleshooting steps: Resolve printing issues.


Please keep me posted on how everything goes after giving this a try, and I'll get back to you right away. Take care always.

Level 2

Multi-User print setting issue

Thank you for the quick reply. I've tried all those steps but they didnt fix the problem either. Please note that I have no problem printing things out. The problem is both users' different print setting keeps overwriting each other, despite having separate accounts and permissions within Quickbooks.

Multi-User print setting issue

Hello again, Bluesilvershift,


I appreciate you getting back to the Community and providing updates about the result of the troubleshooting steps provided by my colleagues.


Since this is a public forum and we don't have visibility in pulling up account information, I'd recommend contacting our Customer Care support. They have the necessary tools to pull up your account in a secure environment and further investigate this.


To contact us, here's how:

  1. Open QuickBooks Desktop.
  2. Click Help at the top and choose QuickBooks Desktop Help or press F1 on your keyboard.
  3. On the Have a Question? screen, click Contact us.
  4. Enter the details of your concern and click Continue.
  5. Choose how you want to reach them and enter the needed information.

In case you need tips and related articles in the future about the "How Do I" steps in QuickBooks Desktop, visit our QuickBooks Community help website for reference: QBDT Self-help.


If there's anything else you need help with concerning your QuickBooks Desktop account, please let me know by leaving a comment below. Have a good one. 

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