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Printing one or more forms

From: QuickBooks Pro 2010 Essential Training

Video: Printing one or more forms

QuickBooks gives you several ways to get forms to your customers and vendors. If you create a form like an invoice, you can print it or email it right then and there in the Create Invoices or corresponding window, or you can add it to a queue of other documents to print or email later. If you opt to print documents and you're ready to print, you can do that from within a window like Create Invoices or from the File menu. You can also print packing slips to go with invoices, or shipping labels for any kind of form.

Printing one or more forms

QuickBooks gives you several ways to get forms to your customers and vendors. If you create a form like an invoice, you can print it or email it right then and there in the Create Invoices or corresponding window, or you can add it to a queue of other documents to print or email later. If you opt to print documents and you're ready to print, you can do that from within a window like Create Invoices or from the File menu. You can also print packing slips to go with invoices, or shipping labels for any kind of form.

If you create a form like an invoice, you can print it right away. To see how this works, click Create Invoices to open the Create Invoices window. Display an existing invoice. In the Create Invoices window toolbar, click the icon that looks like a printer. You might see a message about printing shipping labels. If you do, just click OK. The Print One Invoice dialog box opens with the print settings you've set up for invoices. If you want to change any of the settings, go ahead and do that now.

You can pick a different printer or change the type of paper you print to. And if you want to print more than one copy, type the number of copies in the box. When you're ready to print, click Print. QuickBooks saves the form before it prints. If you print a form in the window you opened to create the form, you can also print a packing slip or shipping label to go with it. Actually, you can print packing slips only from the Create Invoices window.

Click the down-arrow to the right of the Printer icon. Choose Print Packing Slip or Print Shipping Label. Click OK. And then in the Print Packing Slip dialog box, you can change settings as you do with any other form, and when you're ready to print, click Print. To print a shipping label, you have to have a shipping address on the form. If you want to add a form to a queue to print later, be sure to turn on the To be printed checkbox.

The checkbox is usually right below the left end of the form table. When you add several forms to a queue, you can print the batch with one command. If a window like Create Invoices is open, click the down arrow to the right of the Printer icon, and choose Print Batch. The Select Invoices to Print dialog box opens, or the corresponding dialog box, if you're printing a different form. You can also open this dialog box from the File menu. On the File menu, point to Print Forms and then choose the type of form you want to print.

QuickBooks automatically selects all the forms in the queue. If you don't want to print one of the forms, click its check mark cell to turn the check mark off. QuickBooks can print labels for the forms you've selected, which is great if you want labels to attach to envelops. But you have to print the labels before you print the forms. So to print labels, select the forms you want to print, and then click Print Labels. The Select Labels to Print dialog box opens.

You can choose whether to Sort by Name or Zip Code, and Print Ship To addresses if they are present. When you're ready to print, click OK. Whether you print labels or not, from the Select Invoices to Print dialog box, click OK to start printing the selected forms. The Print Invoices dialog box opens. Change the settings if you want or click Print to start printing. After the forms print, QuickBooks displays the Print Invoices - Confirmation dialog box, asking if the forms printed okay.

If any forms didn't print or didn't print correctly, click the Reprint cell to turn on the check mark. If they were all bad, click Select All. Click OK to either reprint or simply close the dialog box. After you print forms in a batch, QuickBooks removes them from the queue. If you want to reprint a single form, just edit it and print it from within its dialog box.

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This video is part of

Image for QuickBooks Pro 2010 Essential Training
QuickBooks Pro 2010 Essential Training

69 video lessons · 21768 viewers

Bonnie Biafore
Author

 
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  1. 8m 19s
    1. Welcome
      52s
    2. Editions of QuickBooks
      3m 24s
    3. QuickBooks bookkeeping basics
      2m 46s
    4. Using the exercise files
      41s
    5. Disclaimer
      36s
  2. 9m 12s
    1. Opening a company file
      2m 4s
    2. Using the QuickBooks menus and home page
      2m 49s
    3. Touring the Customer, Vendor, and Employee Centers
      2m 32s
    4. Navigating between QuickBooks windows
      1m 47s
  3. 10m 50s
    1. Gathering the information you need
      2m 4s
    2. Creating a company file
      5m 33s
    3. Converting from another program
      3m 13s
  4. 8m 19s
    1. Naming and numbering accounts
      3m 36s
    2. Creating an account
      2m 26s
    3. Making an account inactive
      2m 17s
  5. 14m 50s
    1. Creating a customer profile
      3m 40s
    2. Adding customer information
      4m 33s
    3. Creating a job
      2m 18s
    4. Making customers inactive
      1m 39s
    5. Creating a vendor
      2m 40s
  6. 43m 35s
    1. Why use QuickBooks items?
      2m 59s
    2. Creating a service item
      4m 26s
    3. Setting up time tracking
      2m 53s
    4. Entering time
      4m 19s
    5. Tracking mileage
      4m 34s
    6. Creating an inventory item
      6m 7s
    7. Creating a non-inventory item
      3m 34s
    8. Setting up sales tax
      6m 59s
    9. Setting up discounts and charges
      3m 46s
    10. Creating a group of items
      2m 16s
    11. Making items inactive
      1m 42s
  7. 30m 46s
    1. Creating a purchase order
      3m 8s
    2. Entering a bill
      4m 37s
    3. Recording inventory you receive
      3m 47s
    4. Paying bills
      4m 5s
    5. Handling a credit from a vendor
      5m 2s
    6. Writing a check for expenses
      3m 17s
    7. Paying with a credit card
      1m 40s
    8. Paying with cash
      2m 53s
    9. Paying sales tax
      2m 17s
  8. 35m 5s
    1. Understanding invoices, statements, and sales receipts
      2m 23s
    2. Creating an invoice and filling in header fields
      2m 55s
    3. Adding items to an invoice
      5m 7s
    4. Adding billable time and cost to an invoice
      5m 57s
    5. Using subtotals, discounts, and other charges
      3m 6s
    6. Creating an estimate
      2m 49s
    7. Handling a customer credit
      4m 57s
    8. Creating a statement charge
      3m 7s
    9. Producing a statement
      4m 44s
  9. 14m 44s
    1. Setting up print options
      4m 13s
    2. Aligning forms with printer paper
      3m 0s
    3. Printing one or more forms
      4m 29s
    4. Emailing a sales form
      3m 2s
  10. 14m 8s
    1. Receiving a payment
      3m 49s
    2. Assessing finance charges
      4m 9s
    3. Creating a sales receipt for a cash sale
      2m 39s
    4. Depositing payments
      3m 31s
  11. 10m 37s
    1. Preparing to reconcile a bank account
      1m 50s
    2. Reconciling transactions to your bank statement
      3m 14s
    3. Correcting discrepancies
      5m 33s
  12. 9m 51s
    1. Using the Report Center to find reports
      3m 0s
    2. Running a report
      3m 45s
    3. Printing or saving a report
      3m 6s
  13. 6m 8s
    1. Why use journal entries?
      3m 3s
    2. Creating a general journal entry
      3m 5s
  14. 13m 39s
    1. Creating a new user
      4m 58s
    2. Backing up your company file
      6m 10s
    3. Restoring a company file
      2m 31s
  15. 27s
    1. Goodbye
      27s

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