QuickBooks Installation Notes
Contents
1. for QuickBooks QB_CKVI1 is used for the Canadian version of QuickBooks to print vendor and payroll voucher style checks QB_Dpst2 and QB_Dpst1 are used to print deposit slips using the standard deposit slip printed from QuickBooks QB_Inv3 is used to print invoices directly from QuickBooks QB_oICk1 is used for both vendor and payroll voucher style checks for QuickBooks Online Qkn_chk2 is used for both vendor and payroll checks for Quicken Settings Tab e Copies 0 or increase if more copies are needed e Auto Archiving Completed Records Default is set to Overwrite Work File at Start of Batch Click on the drop down menu to make a different selection Choices with 0 will display a Days till Archiving option to allow you to choose a specific number of days Multi Part Settings Tab These settings apple to the Form unless the Printer amp Tray Selections Saved In option is set to Independent Press the F1 key while viewing this tab to learn more about the save options e Print Time Set to Immediate for the Original Review Auto Archiving settings to avoid lost documents if this option is set to Batch See user manual or press F1 while viewing the Settings tab for more information e Destination Printer This option is used to send a copy to a designated printer other than the PrintBoss default printer e Source Tray Print on paper from the selected tray This is based on the printer listed in the Destination Printer column The tray names2. Wellspring Software PrintBoss View Notes www wellspringsoftware com Last Revised 19 Jun 2009 QuickBooks and Quicken These are notes for typical setup For specific setup please refer to the user manual Contents General Information 2 Setup in QuickBooks 3 Setup in Quicken 4 PrintBoss Settings 5 Using PrintBoss with QuickBooks amp Quicken Section 1 General Information PrintBoss is an application that adds flexibility and features to the task of printing multi part accounting documents on Laser printers In spite of their superior print quality and speed laser printers have introduced some new challenges with printing accounting documents PrintBoss solves these problems by offering the following features PrintBoss can print multiple copies of any document PrintBoss can enable unique printing for each copy such as a legend Each copy can be printed in a different order or to a different printer or from different trays within the same printer PrintBoss can allow signatures to be printed on checks with security PrintBoss can print text or graphics based on conditions of the document e g document amount Document design can be enhanced The PrintBoss application uses a special Windows Printer driver in order to interface with QuickBooks Quicken Once the appropriate settings are made in PrintBoss and QuickBooks Quicken sending a document to PrintBoss requires only a few extra steps for the
3. e for vendor checks and once for payroll checks Primary Tab e Bank Code vendor checks Enter the QuickBooks bank ID for this account followed by a colon and the company name as it appears in QuickBooks Ex Bank Company A e Bank Code payroll checks Enter the word Payroll followed by a colon and the company name as it appears in QuickBooks Ex Payroll Company A e Bank Prompt vendor checks Enter AP or some word to remind you these are vendor checks e Bank Prompt payroll checks Enter PR or some word to remind you these are payroll checks Bank Name and Address Fill in the bank information for this bank record Company Name and Address Fill in the company information for this bank record e Fractional Code Fill in the fractional code for this bank This number often follows the pattern 12 345 678 e Next Check Number Fill in the next check number for this bank account or leave blank and PrintBoss will enter a value after the first check run e Confirm Check Number at start of batch Auto e Always Confirm Auto Bank Selection Select this option when o Payroll is run for this checking account company is not using a separate bank account for payroll o More than one company runs checks from this account Only create a Bank Account for Payroll in PrintBoss when payroll has a different bank account number than AP MICR Tab e Routing Number Enter the bank account routing number 2 e Account Number Enter the bank acc
4. he PRNTBOSS REQLIST QB folder The BANK field is set to ChkAcct CompName by default A short list of Bank Records will appear at the start of the check batch only when Payroll and AP or more than one company share the same account name A complete list of Bank Records will appear when the PrintBoss Bank Code does not match the information printed from QuickBooks In this case choose the correct bank account from the list and allow PrintBoss to rename the Bank Code to match the information printed from QuickBooks PrintBoss will generate an error message when the Company Name is not selected to print from QuickBooks to remind users to select this option to allow PrintBoss to automatically select the correct bank record If you prefer to manually select the bank account at the start of each check batch simply change the BANK field to Request Click OK when finished NOTE FOR QUICKBOOKS ONLINE USERS QuickBooks Online does not have an option to print the company name Please disable the Alert Message so it will not interrupt your print process 1 Open the PrintBoss Master Application 2 Click on the Options menu and select Form Bank Request List 3 Locate the QB Voucher Check Alert entry and remove the check mark from the Active column 4 Click Done to close the Form Bank Request List Manager and save changes OTHER COMMON SETTINGS EDIT FORMS highlight form EDITOR QB_Chk4 is used for both vendor and payroll voucher style checks
5. may change if the printer selection changes e Copy Name This is a user editable field to identify copies other than the Original Click OK when finished Section 5 Using PrintBoss with QuickBooks Quicken CHECK PRINTING STANDARD PRINTBOSS When printing from QuickBooks or Quicken PrintBoss will automatically know which form to use If using QuickBooks with the default settings PrintBoss will automatically select the bank account If the bank codes do not match exactly a list of banks appears with the following message The bank code passed by the Host accounting package ChkAcct CompName does not match any of the bank codes in the PrintBoss Bank List Please select one from the list below or else select Cancel and no bank information will be included with the document If the bottom right check box is checked and you select a bank the bank code for the selected bank will be updated with ChkAcct CompName Highlight the appropriate bank and click on OK PrintBoss will update its Bank Code to match the information coming from QuickBooks If the Bank in the request list was set to Request then a bank list will appear for each check batch After the bank selection is made a dialog box will popup asking to confirm the next check number If the number is not correct correct it at this time to match the check number in QuickBooks Quicken PRINTBOSS EXPRESS When printing from QuickBooks or Quicken PrintBoss will automa
6. ount number Check Number BchkNo or BBBBBB or BBBBBBBB Miscellaneous Tab e Misc Flag 1 Check this box if this account should always have a second LINE for signatures e Canadian Style Date Amount Check this box if the CPAO6 standards should apply to this account Signature_Logos Tab This tab is used if there is a signature or logo based on a PrintBoss Bank record For more specifics refer to the user manual CHECKLIST SETTINGS OPTIONS PRINTBOSS DRIVER SETTINGS e Transfer File C Transfer WinUserName e Append to Transfer File Unchecked e Configurations Settings Save Location Local_User Registry Standard e Capture Mode Always Capture Click OK when finished OPTIONS CONFIGURATION If on a Citrix or Terminal Server environment please visit our website www printboss com for specific install steps Settings Tab e MICR offset adjustment Use if needing to adjust the MICR line placement This field is workstation user specific Default values are 0 e Set Globally Checked e Work Files Private Folder Name WinUserName e Always Capture Settings o Form ReqList o Bank Grayed out o PB INFO Overrides Above Checked o Allow fragmented PB INFO line Unchecked unless you are also using Accpac o Alt frag method not visible Click OK when finished OPTIONS FORM BANK REQUEST LIST standard PrintBoss only During the installation PrintBoss creates request list entries for QuickBooks Quicken The request list files are stored in t
7. rinting Company Name on check Section 3 Setup in Quicken 2002 amp newer Check Setup Select FILE PRINTER SETUP FOR PRINTING CHECKS e Within the Printer Setup window choose the PrintBoss NT40 or PrintBoss PB50 printer driver Check Page Orientated Check Style Voucher Checks Partial Page Printing Style Portrait Click on the Font button Font Arial Font Style Regular Font Size 10 Section 4 PrintBoss Settings The following items are suggested for the QuickBooks Quicken interface This may serve as an installation checklist if problems occur This section is broken into 3 subsections Required Settings these MUST be done after the initial installation Checklist Settings and Other Common Settings REQUIRED SETTINGS FILE PRINTER SETUP Select the driver matching the Laser Jet printer The PCL5e is recommended when available Do not use a Post Script PS driver DO NOT select the PrintBoss printer here This setting is workstation specific EDIT BANK LIST PrintBoss initially comes with 10 bank account entries If more are needed a Bank Module can be purchased to unlock 5 additional bank accounts An Unlimited Bank Module can be purchased if you anticipate using more than 70 bank accounts Contact Wellspring Software for more information If printing vendor checks and payroll checks from the same bank account you must enter the account in the PrintBoss list twice onc
8. tically know which form to use The PrintBoss program will open and prompt the user to select the correct bank account Once a bank account is selected PrintBoss will prompt the user to confirm the check number If the number is not correct correct it at this time to match the check number in QuickBooks Quicken If the following warning message appears You have printed a document to PrintBoss that is NOT recognized by PrintBoss Specifically no entry in the Form Bank Request List matches this format PrintBoss is ignoring this document Make sure that the VOUCHER style of check is selected within QuickBooks Quicken and that the check is for at least 0 01 zero dollar checks are not recognized by PrintBoss Express INVOICE PRINTING Standard PrintBoss only QuickBooks has the ability to print invoices on to blank paper stock However PrintBoss provides other features normally not offered by QuickBooks These include Print an invoice with a more finished look Print multiple copies with unique identifiers on each copy e Print specific copies to different printers Pull paper from different trays for specific copies e Email copies of the invoice Fax copies of the invoice Select Intuit Product Intuit Service or Intuit Professional invoice from QuickBooks when printing invoices to PrintBoss
9. user Section 2 Setup in QuickBooks CHECK SETUP Select FILE PRINTER SETUP e Within the Printer Setup window select Check Paycheck in the Form Field at the top e The Printer Setup window will appear with three tabs Settings Fonts and Partial Page In the Settings tab o Printer Name PrintBoss NT40 or PrintBoss 50 o Printer Name for QB Online users PrintBoss 50 Only o Check Style Voucher o Print Company Name and Address Checked In the Fonts tab o Click on the Font button Select Arial 10 Point Regular o Click on the Address Font button Select Arial 12 Point Regular NOTE The font Helvetica will also only work on QuickBooks 2003 and 2004 Select EDIT PREFERENCES e Choose the Checking selection on the left hand side of the Preferences window Under the Company Preferences tab check the box next to Print Account Names on Vouchers INVOICE SETUP Standard PrintBoss only In the Create Invoice window there is a field called Form Template Choose one of three layouts Intuit Service Invoice Intuit Professional Invoice Intuit Product Invoice Select FILE PRINTER SETUP Form Name Invoice Printer Name PrintBoss NT40 of PrintBoss PB50 Printer Type Page oriented Single Sheets Print On Blank Paper Versions of QuickBooks Quicken earlier than 2001 may have slightly different dialogs and tab names but the choices are the same Quicken does NOT have the choice of P
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