QuickBooks Printer Woes

Issue:  After replacing my printer, QuickBooks, (QB), will not open the Printer Setup Window to change the defaults for printing Reports, Checks/Paychecks or any other form.  I tried using the Printer Repair Tool from the Intuit site with no luck.

The cause was very simple.  Even though attaching the replacement printer, (or even a new one), to my system, running Windows 10, showed the printer listed and “installed” in the Devices and Printers window, QB did not fully recognize it.  That caused the Printer Setup Window within QB to fail.  Installing the full driver for the printer, from the manufacturers web site, solved the problem. 

All is well.

QUICK-BOOKS Date Recall

QuickBooks default setting is to recall last date entered as the default.  This means when you enter a check in the register, for example, as a few days ahead that same date will appear at the next entry.  This is true for all estimates, invoices, checks, etc.  It can be frustrating when you are trying to enter data and the date needs to be changed to the current day.

To change the default date to use the current date as default, go to Edit, Preferences, General and check the radio button for “Use today’s date as default,” under the heading Default Date to use for new transactions.  Done.

Time Machine Backup Schedule

The Apple Operating Systems have a great backup feature titled Time Machine, (TM).  This feature runs in the background on an hourly basis backing up the data on the system.  The problem is the frequency it runs as TM uses a significant amount of system resources to run.  That can affect the performance of other running applications, slowing your system down, every hour.

Most users can live with TM running once per day.  If this is you, then how do you change the backup schedule?  The user interface for TM will not allow you to alter the schedule.  You will need to download and install a third party utility called TimeMachineEditor.  Click this link to get to the Download section and look for version 5.07.  (Google the title if this link does not work…)

Once installed, use the drop down option “Calendar Intervals” and set the time of day you want TM to run.  I suggest checking the option to “Backup as soon as possible if a backup time is missed.”  Also make sure it is left in the startup profile so it will be active each time you reboot.

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QuickBooks Auto Recall

Issue:  you enter customer information on an invoice for both the Bill To and Ship To boxes, yet only the Bill To information auto recalls. You have to re-enter the Ship To data every time you make a new invoice for the same customer.  How can both pieces of information be set to auto recall?

Solution:  you will need to enter the Ship To information using the Customer list.  Click on Customers, Customer Center, (or List), find the customer and click to Edit Customer.  Enter the information in the appropriate box. 

You can enter both the Bill To and the Ship To information in this area so that when you use that customer again all data will auto recall.

Google Cookies Issue

Like many people, when we are told to do something we do it!  Google notified an end user to disable cookies as a way to further protect their data.  Having done so, this person can now not enter the password to access e-mail.  To resolve this, re-enable cookies.

In Chrome, go to the three dots in the upper right corner, click on Settings and then click Advanced, at the bottom of the page.  Click on Site Settings and then look at the settings for Cookies.  There you can enable them.

Gmail reply address

Some people do not use Gmail for their business address because of the idea that an email address ending with “gmail.com” is not as professional looking as a “.com” address.  There are a couple ways to use Gmail with a .com address.

First is to setup a business account with Gmail.  Up until recently that was an easy task to do.  However, Google has changed the parameters for setting up a business account making the process longer and more involved.  The better solution is to take your current .com email and use it as the reply to address in google.

To do the latter, open a free Gmail account, or use an existing one.  It will not matter the address you use for the new account as we are going to use the existing business email as the reply address.  Once you have created, or opened an existing Gmail account, click on the gear icon in the upper left.  Click Settings, go to Accounts and then look for the section Send Mail As.  Follow the prompts or click Learn More to setup the account as you would like it seen by recipient(s).  Done.

Gmail offers a great option for e-mail as they do not have ads, articles or any other distractions when you click to get the e-mail.  Also, if you have a web site, then you have a .com address that you may not be aware of.  Your web host typically sets up your business account. Contact your web host for that address.

Mouse/Keyboard issue

After you upgrade to Windows 10, in this case on a laptop, the touchpad and keyboard do not work properly, or at all.  The keyboard letters and numbers do not match what you see on the screen.  Additionally, the mouse seems to work, then does not.  You click on an icon to open and the response is as if you right clicked the icon as the menu appears.  If you disconnect one, either mouse or keyboard, either will work.  Plug back in the mouse or keyboard and they malfunction again.  This is primarily due to Windows 10 version 1903 that may be outpacing your hardware.

To solve this you need to access the manufacturer’s website to update the chipset and bios.  Go the website, click on Support and then click on Software and Downloads.  Then enter the model number and serial number if you have it.  Look for the Chipset and Bios updates. You should then download and run. 

Before doing any updates, make sure your programs are closed.

Reboot the system and the matter should be resolved.

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Outlook Calendar

If you have ever had to reinstall Outlook you may know about the “little things” that are missing when you reopen the program.  One of them is the calendar. 

In Outlook you have a monthly calendar on the right side of the main screen.  Bold dates indicate appointments for that day and there is a listing of the day’s events.  The problem is that feature is missing.  It is missing because Outlook will install a new default profile.  The solution is to click on the Calendar link at the bottom of the page and change the default calendar to your current one.  Restart Outlook and your calendar should appear correct.

File Date Corrector

When you reset a computer, transfer data from one system to another or change attributes of files, the date modified changes to the date when the reset, transfer or attributes were changed.  It loses the “creation date.”  That can cause problems if you are used to looking at files by date created to work on or review the latest letter or data.  Without the date created information you will need to open each document until you find the latest iteration.  That can be a painful process.

There is an inexpensive program called “File Date Corrector” that can re-impose the created date to most files.  It costs, as of this writing, $22 US.  You can download the software and test it first to see if your file type can be corrected.

Once complete, you will then open the folders where the data is stored and add the Date Created column to show when the file was first created.  To add that column you will need to right click on the bar across the top of the window where you see the other column headings, (date modified, file name, etc), and check the option for Date Created.  The column will now appear and show the dates when the files were created.  Click the column title to sort as desired.

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Hidden Text in Excel, (365 or 2016)

When you open an excel worksheet you can only see the text when a cell is highlighted.  Otherwise, is remains hidden.  How can we set up excel to show the text within every cell ??

The issue is with Microsoft when they installed several different versions of fonts installed/used by Apple.  The solution is to highlight the entire sheet, (click the box in the upper left hand corner just above line 1 and to the left of column A), and change the font to Times New Roman, for example.

Your text should now appear.

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