QuickBooks Desktop invoices are printing on half of the page

Question

I have an issue where invoices are printing on half the page the error pop-ups before selecting the printer to print the document to. It also appears before sending an invoice out via email to a customer. By looking at the event viewer, I keep seeing this error relating to the XPS Document Writer. I have already reinstalled this Microsoft printer, rebooted the computer, and reinstalled the software. The OS is Windows Server 2016, and it happens with some users and does not happen with others. We have about 15 users that access this server and use different QB company files at the same time. This issue happened with QB desktop in 2022 and then in 2023 when we did the move about 4-5 months ago. Attached is the error that the user gets as soon as selecting print.

NOTE: The QB Tool Hub pdf print fix DOES correct the issue, but only temporarily and the issue will happen again after a few days. Also, running this tool terminates all QB processes on every user session so you can imagine the frustration that causes.

Error from the event viewer:

"An unexpected error has occured in "QuickBooks Accountant Desktop Plus 2023":
Adding XPS Printer Failed.Running QuickBooks in Admin mode might resolve this issue.. Windows Error Code:5. Reason: Access is denied."

I can read the error but giving every user admin rights would be a security concern, and this was never required until now. We have used QB desktop since 2009 if I remember correctly.

MadelynC · Answer

I recognize how frustrating this situation can be, @agmhunter. I’m here to provide solutions so you can continuously and successfully print your invoices in QuickBooks Desktop.

Aside from reinstalling the Microsoft printer and software, rebooting the computer, and running the QuickBooks PDF & Print Repair tool from the QuickBooks tool hub, you can also test your company file and adjust permissions for XPS Document Writer to rectify this occurrence.

Please know that any damage to data can affect the performance of a product. Furthermore, if a Windows user lacks permission to print to XPS Document Writer, QuickBooks can't convert the file. Thus, you may need to sign in with admin rights to change these permissions.

You can start printing a different form or open the QuickBooks sample company files and use the same type of form to sort it out. If it works, you can repair your company using the Rebuild Data tool and QuickBooks File Doctor to resolve any data damage.

To verify and rebuild:

Go to the File menu.
Hover over Utilities and select Rebuild Data.
On the QuickBooks Information window, select OK. Follow the onscreen steps to save a backup.
Let the tool repair your file. Once finished, select OK.
Go to the File menu, then go to Utilities.
Click Verify Data to check for data issues. If QuickBooks doesn't find any problems, select OK. Otherwise, hit on Rebuild Now.

To run QuickBooks File Doctor:

From the tool hub, select Company File Issues.
Select Run QuickBooks File Doctor.
Choose your company file from the drop-down menu.
Select Check your file (middle option only) and then Continue.
Enter your QuickBooks admin password and then hit Next.

To adjust the Windows user permissions for the XPS Document Writer and modify the security software settings to prevent .xps files from being blocked, I recommend asking for assistance from an IT professional.

When everything is good, you can access these references to learn how to print transactions in bulk and easily track income:

I want to ensure everything is covered for you. If you need further assistance or have other concerns processing your sales transactions, feel free to add comments below. I’ll be here, @agmhunter.

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