This is one of those situations where a software company can’t win. People complain about the way it works, so you change the program to fix the problem. Then, other people complain about the fix, and wish it worked the old way. Fortunately, Intuit made this an option so you can have it either way. The issue? Being able to make a change to an invoice and print it without saving the change.
Current versions of QuickBooks are set up, by default, to always do an automatic “save” of an invoice (etc.) before you can print it. A few years ago you weren’t forced to do this, you could make a change and print it, but then not save it. Why would someone want to do this? I’m not really sure of a valid business reason. There probably is, and I’ll probably get comments on this. Why should you NOT want to allow this? Employee bad behavior comes to mind. Some cases I’ve seen:
- An employee creates a bogus invoice and prints it, but doesn’t record it. Hand the invoice to a customer, who pays in cash. Employee pockets the payment and the company never has a record. Of course, there are SEVERAL problems here (accepting cash like this?), but there are businesses that run this way.
- An employee creates a valid invoice and saves it. Then some changes are made, to either add services or change the rate. The customer pays the altered amount and the employee pockets the difference. I actually came across this when working with a subcontractor for a homeowner’s association who was doing more work than the HOA authorized.
So Intuit changed QuickBooks to make it automatically save before printing, which helps to get around this to a degree. And people complained about it and ask how to get around it. So, for those of you who need this feature:
- Log in to QuickBooks as the Admin user.
- Select Edit then Preferences and select the General preference.
- Select the Company Preferences tab, and un-check the box Save transactions before printing.
- Click OK to close the window.
QuickBooks will warn you that this isn’t secure, but it will let you make the change.
Category: General Tips
About the Author (Author Profile)
Charlie Russell is the founder of CCRSoftware. He’s been involved with the small business software industry since the mid 70′s, focusing on inventory and accounting software for small businesses. Charlie is a Certified Advanced QuickBooks ProAdvisor. Look for Charlie’s articles in the QuickBooks and Beyond blog, as well as his California Wildflower Hikes blog.
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