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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.
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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