How to Disable Invoices From Printing in QuickBooks
Perhaps your company makes good use of the email features of QuickBooks by emailing the invoices to your customers instead of printing and faxing or mailing. Or, you may want to prevent some of your staff from being able to print invoices, either to save paper or to save some money on ink and paper. Whatever the reason, you can configure the settings of your QuickBooks program such that invoices cannot be printed.
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Instructions
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Disabling Invoice Printing for Specific Users
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Click on the "Company" option in the top menu bar. When the menu opens, scroll down to the "Set Up Users and Passwords" option. The "Set Up Users" menu opens. Click the "Set Up Users" option. If you have not set up the users for your QuickBooks program yet, you should do so now.
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Click the "Add User" button and follow the prompts to enter in the name of the user and the password she will use to access the QuickBooks software. Once the name and password have been chosen, you will choose the access capabilities for each user you are creating a profile for.
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Click the "Selected Areas of QuickBooks" option. This will allow you to disable printing and the user's access to various functions in QuickBooks. Click "Next." The first area is that of Sales and Accounts Receivable. Locate the third button down labeled "Selective Access" and click the "Create transactions only" option. This user will not be able to print invoices. She won't be able to print sales receipts or estimates either.
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Complete the rest of the user access information and then click the "Finish" button. Repeat the procedure for each of the users who will be working with your QuickBooks program. When done, click the "Close" button on the "User List" window.
Disabling Invoice Printing for All Users
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Click the "Create Invoices" icon. Locate the "To be printed" box. Most of the issues with invoices and printing are created by the neglect of this box. If the box is checked, when the invoice is saved, it is put into a queue with other invoices that have been created. If this feature is neglected, the queue can become so large as to slow down the QuickBooks processing. Uncheck the box, if there is a check present, and then click "Save and Close" to finish the process.
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Empty the Print Queue of all waiting documents to be printed. Click the "File" button and locate the "Print Forms" button. Click the column header labeled with a check mark. Each print job for the invoices is selected for printing. Click "OK." When the "Print" window opens, click the arrow on the box labeled "Printer Name" and choose the QuickBooks PDF Converter. This will "print" all the forms onto the hard drive and create a PDF copy of each invoice.
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Click the "File" button in the top menu bar. When the "File" menu opens, click "Printer Setup." The "Printer Setup" menu opens to allow you to create a default setting for all print jobs related to similar forms. The first option is the "Invoice" forms. The "Settings" tab should be open with a box labeled, "Printer Name" at the top. Click the arrow in this box and find the QuickBooks PDF Converter. Click "OK." This makes the PDF Converter the default printer of all invoices. When printed, they will create a data file image of the invoice and save it to the hard drive. You can still print all sales receipts and estimates on paper by using this feature to make your office printer the default printer for those forms.
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