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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.
When you create invoices and other forms in QuickBooks, you can choose whether to print or email them, and when you want to do that. If you print forms, checks, and other QuickBooks documents, you can make printing even easier by setting up your print options ahead of time. You've probably seen print options in other programs like a word processing program, but in QuickBooks you can set up different print options for different types of QuickBooks forms. For example, you can send reports to a printer stocked with plain paper, but send checks to the printer that holds your preprinted checks or customer letters to a printer with your company letterhead.
To set up print options, on the File menu choose Printer Setup. In the Form Name dropdown list choose the form you want to set up, say Invoice in this example. The first two choices are the same no matter what form you pick. In the Printer name dropdown list, choose the printer you want to print to. QuickBooks automatically fills in the printer type based on the printer you choose. For example, if you choose a printer that feeds single sheet of paper, it sets the type to Page-oriented (Single sheets).
If you choose the printer that feeds rolls of paper, it selects Continuous (Perforated Edge). For invoices, bills and several other types of forms, the Print on section has three options. Intuit Preprinted forms are for when you purchase forms directly from Intuit. The Blank paper option is great when a simple printout is good enough, or you customize your invoices to include your company logo and other information.
When you choose Letterhead, QuickBooks omits your logo and company information from the printout. If you like a cleaner look to what you print, keep the Do not print lines around each field checkbox turned on. To make it clear which fields are which, turn off this checkbox. Click OK to save the setup. When you choose to setup reports, the options are more like print options in other programs. You can choose Portrait or Landscape, how many pages to fit the report onto, and whether to print in color.
For reports, which usually span several pages, you can tell QuickBooks where to place page breaks. Setup for the checks you print is a little different because you choose the style of checks you print to. Preprinted checks come in three basic styles. A voucher check takes up a single piece of paper. The page contains the check, which has a perforation so you can tear it off and a stub that contains information about the check, probably like the paychecks you've received at some point in your life.
A standard check style textile has three business size checks on one page, and a wallet check style also has three checks on a page, but since wallet checks are smaller, this style has a stub on the left side for info about the check. You can also tell QuickBooks what to print on checks. The Print company name and address check box tells QuickBooks to print that information, if you don't have it preprinted on your checks. You can also turn on the Use logo checkbox to print the logo, if you didn't pay to have your logo preprinted on your checks.
Print Signature Image adds an electronic signature to the check, so you don't even have to sign them. Check settings have one more important option. What to do with partial pages of checks. When your last check run didn't use all the checks on a page, you want to print those checks first. Click the Partial Page tab. Then select an option for how you feed the Partial Page into the envelope feed on your printer. The pictures show what each option represents.
When you're done, click OK to save the settings. Now that you've seen how to set print options for a few types of forms, you can set the options for any other forms that you want.
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