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J
jenmor
April 5, 2023
Solved

printing multiple reports to pdf

  • April 5, 2023
  • 1 reply
  • 20 views

Is there a way to batch print multiple reports into pdf files? Or even a single large pdf file?  I can generate multiple reports to view, send in an email, or print to a physical printer on paper.  But if I try to print to pdf I only get the first report.  I suspect this may be an Adobe limitation but not sure.  Any input would be appreciated.

Best answer by jenmor

It's great seeing you back in on this thread, jenmor. Allow me to share additional information about printing reports.

 

Since you're printing multiple reports into an XPS file, the program works how it was designed when running them. It is to ensure these reports are reviewed and verified before printing them. 

 

Thus, confirming them before printing would be the best option to check you've got the report accurately.

 

Moreover, you'll want to check out this article to guide you with other troubleshooting steps when experiencing printing issues: Fix PDF and Print problems with QuickBooks Desktop.

 

Let us know in the comments below if you have additional questions or other concerns when printing your reports. We'd gladly assist you at any time. Take care.


Thank you for your quick response to clarify this.  I was afraid that this would be the answer.  This is highly inconvenient and pretty much makes it impractical to use this feature.  I have a group of 15 reports that need printing.  When the batch is printed, as each report comes up, there is no indication as to which report it is.  So assuming they are in the same order as listed in the group, I would need to manually go down the group list and name each report as it is generated.  This is extremely time consuming and impractical.  However, If I use the email function, all 15 reports are generated as individual pdf files, each report already named by quickbooks, and adds them as attachments to a single email.  So it is much easier for me to email the batch to myself and then save all 15 attachments in one click!   But thanks again for your assistance.

1 reply

J
jamespaul
Level 8
April 5, 2023

Hello, jenmor.

 

Yes, there is. I'd be glad to show you the way to help you print multiple reports in QuickBooks. 

 

We would want to memorize the reports we want to print or add a comment on them first. Then, we can use the Process Multiple Reports function to print them in batches. 

 

Here are the steps: 

 

  1. Open the report you want to print. 
  2. Customize the data if needed. 
  3. Once done, click the Memorize button. 
  4. Set a name, then hit OK. We can also group it if needed. 

 

Although, we can also use the Comments function. Simply click on the Comment on Report button, then add a comment. Any comment will do. 

 

Do this for the rest of the reports you want to print. 

 

When you're done, go to the Reports menu, then select Process Multiple Reports. Then, select either Memorized Reports or Commented Reports.

 

Check the reports you want to print in batch. Once done, hit Print. 

 

I should also point out that saving and printing these reports as PDF is done individually. The system won't save them in a single PDF file. 

 

This process may be a bit time-consuming for you at first instead of doing it one at a time. Though, if you print out the same reports regularly, this may be the best way to print them in batches. 

 

Check out the series guides about reports if you need more help managing them: Understand reports.

 

After confirming the numbers from your financial reports, would you like some assistance closing out the current period by reconciling accounts? Feel free to take a look at this guide: Reconcile an account in QuickBooks Desktop.

 

Would you like to manage any other reports? Or do you need help correcting some entries and such? Let me know the details and I'll help you out again. 

J
jenmorAuthor
April 6, 2023

Not sure you understand my message.  I fully understand the steps in quickbooks to printing multiple reports. But as I explained, I can successfully batch multiple reports to VIEW, send in an EMAIL, or PRINT ON PAPER to a physical printer.  But if I try to print the batch TO PDF (instead of a paper printer) I only get the first report of the batch.  

Q
QueenCModerator
Moderator
April 6, 2023

I've got a few steps that we can perform so we can batch-print multiple reports, @jenmor.

 

In QuickBooks Desktop (QBDT), printing multiple ordinary reports or as PDF will appear the same when printed to a physical printer or paper.

 

Since you're only getting the first report, let's perform some troubleshooting steps so we can successfully print those reports as pdf.

 

First, let's download and install the QuickBooks Tool Hub since it helps fix common errors. Here's how:

 

  1. Close QuickBooks.
  2. Download the most recent version (1.6.0.3) of the QuickBooks Tool Hub. Save the file somewhere you can easily find. If you've installed it before, you can find out
  3. which version you have by clicking on the Home tab and it will be shown at the bottom.
  4. Open the file you downloaded (QuickBooksToolHub.exe).
  5. Follow the on-screen steps to install.
  6. When finished, double-click the icon on your Windows desktop to open the tool hub.

 

Next, let's run the QuickBooks PDF & Print Repair Tool:

 

  1. Select Program Problems in the QuickBooks Tool Hub.
  2. Select QuickBooks PDF & Print Repair Tool.
  3. Print, email or save as a PDF from QuickBooks Desktop again.

 

If you're still getting the first report only, please proceed to step 2 which is Restarting and resetting your temp folder permissions.

 

However, if you mean merging your multiple reports into PDF and only one report is saved, we can run the Verify and Rebuild utility since this tool scans data issues within the company file and self-resolves them. Make sure your QuickBooks Desktop is up-to-date first to make sure you always have its latest features and fixes.

 

Moreover, I'm also adding this article that'll help you filter the appearance of your reports and focus on the data that matters the most to you: Customize reports in QuickBooks Desktop.

 

I'll be right here in case you need further assistance in printing your reports in QBDT. Just utilize the Reply button below. Keep safe.

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