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In QuickBooks Pro 2010 Essential Training, author Bonnie Biafore shows how to most efficiently use this popular business accounting software to manage business finances. The course covers core QuickBooks features that business owners need to know, from recording typical bookkeeping transactions like bills and invoices, to reconciling accounts and managing company files. Exercise files accompany the course.
If you print a letterhead or any type of preprinted form, the information that QuickBooks prints has to go in certain places on the page. Otherwise, your forms look unprofessional or in the case of checks, don't have the labels and information next to each other. Since preprinted paper cost money, you don't want to waste sheets by reprinting misaligned documents. Align your forms to your printer before you print a big batch. On the File menu, point to Print Forms and then choose the type of form that you want to align, Invoices in this example.
The Select Invoices to Print dialog box opens. If you choose to print other types of forms, a similar dialog box opens for selecting the forms you want to print. Click OK. In the Print dialog box, click Align. Choose the template you want to align. For example, the Intuit Service Invoice, and click OK. For page-oriented printers, the Fine Alignment dialog box opens so you can adjust the vertical and horizontal positioning.
Click Print Sample to print a test form to see what the alignment looks like. To move the printed fields up on the page, type a positive number in the Vertical box. Positive numbers in the Horizontal box move the printed field to the right on a page. The numbers represent 1/100th of an inch. Click Print Sample again to see what the alignment looks like now. Repeat these steps until everything lines up perfectly.
Then go ahead and click OK. If you print to a continuous feed printer, QuickBooks gives you a chance to make bigger adjustments first. Click Align. Select the template that you want to align and then click OK. If you know that the alignment is way off, click Coarse. Don't move the paper in the printer. Just click OK to print a sample form.
The printed sample has text that shows a pointer line. Continuous feed paper has numbers in the margin that aren't visible in this example. In the Pointer Line Position box, type the number of the line printed in the margin where the pointer is and then click OK to print another sample. If the alignment is correct, click Close. If you need to do a fine alignment as well, you can click Fine Align.
Otherwise just click OK. After you have aligned your form to the printer, you're ready to print. Remember if you align a continuous feed printer, don't move the paper in the printer or you'll have to realign your forms again.
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