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Setting up print options

From: QuickBooks Pro 2010 Essential Training

Video: Setting up print options

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.

Setting up print options

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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This video is part of

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

69 video lessons · 21862 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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