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Chapter 15

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Invoice printer setup

File|Printer Setup gets to printer setups in all versions.  Despite the long menu of setups (in later versions,)  most are similar, and the invoice printer is used as an example.  The views are from QuickBooks 4.  QuickBooks 5 accepts similar information, in a different format. Click File|Printer Setup for this menu, and then click Invoice Printer.

The Invoice Printer window shows typical choices for printer setups.  The Printer box will drop a list of all printer drivers installed in Windows on this computer. The Note at the bottom tells what to do if your printer is not listed.  More on that later.

Paper Feed selects the  XE "paper feed:printer" general format used by your printer.  The drop list includes these choices:

Auto-detect asks the software XE "auto detect"  to identify the paper style from the printer driver in use.  If this works, you do not need to bother with selecting either of the other two choices.

Page oriented means  XE "page oriented" that individual separate sheets of paper are loaded into the printer, as with laser printer XE "laser printer" s or ink-jet printer XE "or ink-jet printer" s.

Continuous feed refers to XE "continuous feed"  the tractor feed systems used on most dot-impact printers.

Print on indicates what is already on the paper as it goes into the printer.

Pre-printed forms are invoices  XE "pre-printed forms" custom printed (by Intuit or others) with your company name and address, boxes, and titles.

Letterhead assumes  XE "letterhead" that your company name and address are printed on otherwise blank paper.  Field and column titles will be printed, but the form title will not be printed.

Blank paper means  XE "blank paper" the obvious.

w/ drawn-in boxes directs QuickBooks to XE "drawn-in boxes"  XE "boxes, drawn-in"  draw boxes onto blank paper or letterhead.  With a laser (or LED) printer, boxes may be a positive addition on your invoices.  On a dot-impact printer, printing usually has to be one-way, and it will prove to be quite slow.

Font gives a  XE "font" choice of type styles used in printing.  In QuickBooks 5, fonts on invoices are handled in forms customizing.  Earlier versions allow control of fonts for the customer name and address, and another font for all billing information.  Type faces are a matter of preference and experimentation. Larger type is more readable, but less information will fit on the page.  Regular type will most likely be used.  Bold and italic types are probably not appropriate. 

Addr Font controls printing of your company name and address only if you are using blank paper.  Font controls the font for printing all other variable information. Printing of constant information is built in and the font can’t be changed.  The following paragraphs explain some of the information involved if either of the buttons is clicked.  As you highlight the various available type styles, note the comments which appear at the bottom of the window.

TT logo by the names of some fonts identifies TrueType fonts XE "TrueType fonts"  (a trademark of Apple Computer.)  TrueType fonts are scalable, and appear about the same on the printer as on the screen. 

Times New Roman has serifs (the little lines on the ends.) 

Arial is similar to the type used in the illustration, and so is the Helvetica printer type. 

PS refers to Adobe Post Script, a special type system, typically an extra cost feature in printers. 

Align provides XE "align:invoice"  movement of the print on the page, as much as 0.33 inch up or down, and 0 .50 inch left or right.  Test prints an invoice to Jane Doe (She never does pay!) Your own invoice will do as well for testing.  Should you want to print the invoice again, you need the invoice number.  When QuickBooks asks, you can say that the invoice did not print correctly.

Logo allows a logo XE "logo"  to be printed onto an invoice from a 256 by 256 pixel pattern in a Windows Bitmap (.BMP) file.  When invoices and most forms are printed, the logo will be reduced to fit into a space 0 .75 inch square.  The logo on checks will be printed not larger than 0.50 inch square. Logos may be different on various forms, but that means they must be connected for each form that is to use a logo.  For use of logos in QuickBooks 5, see Chapter 17.

The logo file, in the Windows version, is connected by entering the file name and location in the setup.  QuickBooks will look in this location for a logo file, and print the logo if the file is found.  Do not rename a file to add a “.BMP” suffix; the file must be in bitmap format.

Macintosh versions require that the logo be copied in through the clipboard.

Settings gives access to the printer setup XE "printer setup" , at the system level.  Changes made here would be system setup changes and affect all operations of this printer in Windows. 

 

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Last modified: May 21, 2004