Resolving PDF problems in QuickBooks Enterprise Solutions 11, or QuickBooks Premier/Pro 2011

Resolving PDF problems in QuickBooks Enterprise Solutions 11, or QuickBooks Premier/Pro 2011

This will be the first of two articles on PDF issues. The next article will address QuickBooks Enterprise Solutions 10, QuickBooks Premier/Pro 2010 and earlier. The PDF processes changed with the QuickBooks 2011 products. With this version of QuickBooks the Microsoft XPS Document Writer is used to create an XPS document that is then used to create the PDF document.

There are varied reasons why you may experience PDF errors when using any of the QuickBooks Enterprise Solutions, Premier and Pro products. There are just about as many causes for these errors. Here is a sampling of errors that can generate when trying to email forms or reports, reconciling bank and credit card accounts, trying to open previously reconciled reports, saving to a PDF, etc…

Errors that can be encountered

  • There is a problem connecting to your currently selected printer, you may need to change the port assignment from the Windows printer settings or reinstall the printer driver software
  • There is a problem connecting to your currently selected printer “[printer driver or QuickBooks PDF Converter named here]” – you may need to change the port assignment or reinstall the printer driver software

QuickBooks Enterprise, QuickBooks Enterprise Solutions 11

  • Could not print to printer
  • Error: QuickBooks can’t complete the current action due to a missing component

Reasons that errors can occur

  • Some settings on 64-bit versions of Windows 7, Windows Vista and Windows XP cause compatibility issues with the QuickBooks PDF Converter settings
  • Some software programs and drivers can conflict with the Microsoft XPS Document Writer and QuickBooks PDF Converter
  • Microsoft XPS Document Writer or the QuickBooks PDF Converter is shown as the default printer

 

QuickBooks Enterprise, QuickBooks Enterprise Solutions 11

 

How to resolve issues with QuickBooks PDF Converter

  1. Make sure that QuickBooks Enterprise Solutions, Premier or Pro are at the current release
  2. Delete or rename the qbprint.qbp file located on the computer (Click the link for instructions)
  3. Shut down and restart the computer
  4. Close and reopen QuickBooks Enterprise Solutions 11, Premier or Pro 2011
  5. Try to create a PDF
    1. Test the Microsoft XPS Document Writer
      1. Open any Web page with Microsoft Internet Explorer (IE)
        1. From File choose Print
        2. When the Print window opens, select the Microsoft XPS Document Writer from the list of printers
        3. Click Print
        4. Save the file to the desktop
        5. After saving, close IE window
        6. Go to the Desktop
        7. Locate the saved .XPS file
          1. If the file is not on the Desktop and no error message was received while saving the file
            1. Security Settings may be preventing the printing to the Microsoft XPS Document Writer
            2. Security Settings may be deleting the .XPS file after it is created
            3. If either 1 or 2 above, go to steps below to change the Security Settings and Permissions for the Microsoft XPS Document Writer
          2. File is shown on the Desktop
            1. Open the file
              1. Error received that the Microsoft XPS Document Writer needs to be reinstalled
              2. Follow additional steps below
            2. After opening, the file does not display correctly
              1. Microsoft XPS Document Writer needs to be reinstalled
              2. Follow additional steps below
            3. Microsoft XPS Document Writer shows on the desktop, opens correctly and displays correctly, but QuickBooks encounters a problem when using or does not show the Microsoft XPS Document Writer available as an option when printing
              1. Microsoft XPS Document Writer needs to be reinstalled
              2. Follow additional steps below
      2. Check that the Microsoft XPS Document Writer is installed

Note: While this gives the steps for accessing the printers from the Start menu, the printers can also be accessed from the Control Panel. Access the Control Panel according to your operating system if desired.

  1. Windows 7, Vista or XP operating system
    1. (If using Windows 7 or Vista) click Start on the Task Bar
    2. (If using Windows XP), click the Start button in the corner of the Task Bar
    3. Select Devices and Printers (If using Windows 7), Printers (If using Windows Vista), or Printers and Faxes (If using Windows XP)
    4. Look for the Microsoft XPS Document Writer
      1. Microsoft XPS Document Writer is not listed
        1. Exit the Devices and Printers window
        2. Open QuickBooks
        3. Try to create a PDF document (One of the two following will happen)
          1. If the drivers for the Microsoft XPS Document Writer are installed
            1. Creating a PDF will install the Microsoft XPS Document Writer
            2. The issue with the PDF should be resolved
          2. If the drivers for the Microsoft XPS Document Writer are not installed
            1. An error message will generate
            2. Download and install the Microsoft XML Paper Specification Essentials Pack from the Microsoft Web site (If the computer is either Windows 7 or Vista, use the Vista driver for either 32-bit or 64-bit depending on your system)
            3. After installing, create a PDF again

Note: Still having problems, continue on to the next steps.

  1. Microsoft XPS Document Writer is installed, but still receiving errors
    1. Remove the Microsoft XPS Document Writer and the driver (Windows 7)
      1. Windows 7 operating system
        1. Click on Start on the Task Bar
        2. Select Drivers and Printers
        3. Right click the Microsoft XPS Document Writer
        4. Left click Remove Printer
        5. Select any other printer shown
        6. At the top of the window, select Server Properties
        7. Click the Drivers tab
        8. From the list, select the Microsoft XPS Document Writer
        9. Click Remove
        10. Continue to delete the driver
        11. Reboot the computer
    2. Reinstall the Microsoft XPS Document Writer
      1. Windows 7 operating system
        1. Click Start on the Task Bar
        2. Select Drivers and Printers
        3. Select Add a Printer
        4. Click Next
        5. Select Add a Local Printer
        6. Click Next
        7. Click the down arrow and select Use an existing port
          1. Choose XPSPort from the list
          2. Click Next (Go to Step 8 if the port is shown)
          3. If the XPSPort is not listed
            1. Select Create a Port
            2. Select Local Port
            3. Click Next
            4. Name the port XPSPort
            5. Click Next
        8. Under the list for manufactures select Microsoft
        9. Under the list for Drivers, select the Microsoft XPS Document Writer
        10. Click Next
        11. Do not share the printer
        12. Click Next
        13. Click Finish
        14. Reboot the computer
        15. Try creating a PDF
    3. Remove the Microsoft XPS Document Writer and the driver (Windows Vista)
      1. Windows Vista operating system
        1. Click Start on the Task Bar
        2. Select Printers
        3. Right click the Microsoft XPS Document Writer
        4. Left click Remove Printer
        5. Select any other printer shown
        6. At the top of the window, select Server Properties
        7. Click the Drivers tab
        8. From the list, select the Microsoft XPS Document Writer
        9. Click Remove
        10. Continue to delete the driver
        11. Reboot the computer
      2. Repair Microsoft .NET Framework 3.5 (This will reinstall the Microsoft XPS Document Writer)
        1. QuickBooks installed from CD ROM
          1. Insert the QuickBooks CD ROM (If installation starts, cancel)
          2. Select the round disk on the Task Bar
          3. Double click Computer (Computer may appear on the Desktop also)
          4. Right click on the CD/DVD drive
          5. Left click on Open
          6. Double click on the ThirdParty folder
          7. Double click on the DotNET35 folder
          8. Double click on Repair
          9. When Repair completes, Reboot the computer
          10. Open QuickBooks
          11. Try to create a PDF
        2. QuickBooks installed from a download
          1. Download the Microsoft .NET Framework 3.5 from Microsoft (Please click the link)
          2. Install and run the downloaded file
          3. After running the download
            1. Reboot the computer
            2. Try creating a PDF
    4. Remove Microsoft XPS Document Writer and the driver (Windows XP)
      1. Windows XP operating system
        1. Click Start on the Task Bar
        2. Select Printers and Faxes
        3. Right click on the Microsoft XPS Document Writer
        4. Left click on Delete
        5. Right click in any empty space spot in the window
        6. Left click on Server Properties
        7. Select the Drivers tab
        8. In the list of drivers, highlight the Microsoft XPS Document Writer
        9. Click Remove
        10. Reboot the computer
      2. Repair Microsoft .NET Framework 3.5 (This will reinstall the Microsoft XPS Document Writer)
        1. QuickBooks installed from CD ROM
          1. Insert the QuickBooks CD ROM (If installation starts, cancel)
          2. Select the round disk on the Task Bar
          3. Double click Computer (Computer may appear on the Desktop also)
          4. Right click on the CD/DVD drive
          5. Left click on Open
          6. Double click on the ThirdParty folder
          7. Double click on the DotNET35 folder
          8. Double click on Repair
          9. When Repair completes, Reboot the computer
          10. Open QuickBooks
          11. Try to create a PDF
      3. QuickBooks installed from a download
        1. Download the Microsoft .NET Framework 3.5 from Microsoft (Please click the link)
        2. Install and run the downloaded file
        3. After running the download
          1. Reboot the computer
          2. Try creating a PDF

Note: Still having problems, continue on to the next steps.

Note: The Windows user must have permissions to print to the Microsoft XPS Document Writer or QuickBooks will not be able to convert the .XPS document to a .PDF file.

  1. Settings the permissions for a Windows user
    1. Open the Printers listings
      1. Windows 7
        1. Click Start on the Task Bar
        2. Select Devices and Printers
      2. Windows Vista
        1. Click Start on the Task Bar
        2. Select Printers
      3. Windows XP
        1. Click the Start button on the Task Bar
        2. Select Printers and Faxes
    2. Right click the Microsoft XPS Document Writer
    3. Left click
      1. Windows 7
        1. Printer Properties
      2. Windows Vista and XP
        1. Properties
    4. Select the Security tab
    5. Choose the Everyone Group
      1. Under the Allow column
        1. Check mark Print
        2. Click OK
    6. The Everyone Group is not shown
      1. Click the Add button
      2. Enter Everyone
      3. Click Check Names
      4. Click OK
    7. Open QuickBooks
    8. Try to create a PDF

Note:Terminal Server Users: Permissions must be granted on the server copy of the Microsoft XPS Document Writer to domain users and not the workstations.

  1. Setting permissions for Terminal Server users
    1. After completing the steps above, change the Print Spooler settings
      1. Windows 7
        1. Click Start on the Task Bar
        2. Select Devices and Printers
      2. Windows Vista
        1. Click Start on the Task Bar
        2. Select Printers
      3. Windows XP
        1. Click on the Start button on the Task Bar
        2. Select Printers and Faxes
    2. Right click the Microsoft XPS Document Writer
    3. Left click
      1. Windows 7
        1. Printer Properties
      2. Windows Vista and XP
        1. Properties
    4. Select the Advance tab
    5. Select Print directly to printer
    6. Click OK
    7. Open QuickBooks
    8. Try to create a PDF

Note: Errors still received when trying to create a PDF.

  1. Issues with Firewall, Virus and Computer Security settings
    1. Security, firewall and virus software’s, (i.e. McAfee, Norton, TrendMicro, AVG, to name a few, can create problems when trying to create XPS documents. Each of these software’s have a different method for adjusting their settings. It will be necessary to contact the manufacture Web site or support for the proper methods of changing the settings if you do not know how to change these settings yourself.

Note: Continue on to the next suggestion if you are still having problems.

  1. Windows Component is not work correctly
    1. Microsoft MSXML 6.0 is broken or not installed correctly
      1. Windows 7 operating system
        1. Windows 7 has Microsoft MSXML 6.0 built into the operating system
          1. Run System File Checker utility to repair (Instructions below)
      2. Windows Vista operating system
        1. Check Programs and Features to see if Microsoft MSXML 6.0 is installed
          1. Click Start on the Task Bar
          2. Click on Control Panel
          3. Click on Programs and Features
          4. Look for the Microsoft MSXML 6.0 file to see if it is installed
          5. If the file is not installed, download the file from the Microsoft Support Web site (Please click on link)
            1. Save the file to the Desktop
            2. Double click the file on the Desktop
            3. Install the file following the instructions
            4. After installing, Reboot the computer
            5. Open QuickBooks
            6. Try to create a PDF
          6. If the file is installed
            1. Run System File Checker utility to repair (Instructions below)
      3. Windows XP operating system
        1. Check Add/Remove Programs to see if the Microsoft MSXML 6.0 is installed
          1. Click the Start button on the Task Bar
          2. Click on Control Panel
          3. Click Add/Remove Programs
          4. Look for the Microsoft MSXML 6.0 to see if it is installed
          5. If the file is not installed, download the file from the Microsoft Support Web site (Please click on link)
            1. Save the file to the Desktop
            2. Go to the Start button on the Task Bar
            3. Click on Run
            4. In the Open box enter msxmlexec.exe/fvaum %(user profile for this computer)%\Desktop\msxml.msi
            5. Click OK
            6. Follow the instructions to complete the installation
            7. When the installation is complete, Reboot computer
            8. Open QuickBooks
            9. Try to create a PDF
      4. Run the System File Checker utility
        1. Windows 7 and Vista
          1. Click Start on the Task Bar
          2. Select All Programs
          3. Select Accessories
          4. Right click the Command Prompt
          5. Click on Run as Administrator
            1. (Optional) Enter Password if prompted
          6. Select Allow
          7. At the prompt enter sfc /scannow
          8. Reboot the computer
          9. Open QuickBooks
          10. Try to create a PDF
        2. Windows XP
          1. Log in as the Administrator of the computer
          2. Click the Start button on the Task Bar
          3. Select All Programs
          4. Select Accessories
          5. Click on Command Prompt
          6. At the prompt enter sfc /scannow
          7. Reboot the computer
          8. Open QuickBooks
          9. Try to create a PDF

Note: If you are still receiving errors after following these steps, the next step is to uninstall and reinstall the program. I would recommend a Clean Install. This type of install renames folders that are on your computer. Be cautious before using the resolution for this issue.