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QuickBooks, Printed invoices not leaving print file and message missing field in templet.

When print invoices is chosen QuickBooks shows over 29,000 invoices to print.  Most of these invoices have been printed, they are generally printed manually when the invoice is visible on the screen.  Though the default setting checks the print and email boxes on the lower portion of the screen.  

Being rather new to the company, I am left with these 29,000+ invoices coming up each time I run an invoice print report and I cannot get rid of these invoices because when I try to print all of the invoices a message is displayed saying indicating there is a missing field in the template.  If I ask for the more current invoices only I do not get that message and they print and clear.

 How can I clear those older invoices when I cannot see what is missing with the template?
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SharonStys
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SharonStys
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1 Solution
 
John HurstBusiness Consultant (Owner)Commented:
Try to open one invoice that needs to be printed and do two things:

1. See if you can see what is missing (edit the invoice) and
2. See if you can clear the flag at the lower left that requires printing of the invoice.

If that works, maybe we can see a strategy for clearing the rest ( but I don't know for sure).

.... Thinkpads_User
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SharonStysAuthor Commented:
Okay here is the results of my testing your recommendations:

On my personal computer where I am trying to resolve the problems we are having in the office I get the following results:
I can print the invoices and the print box is left unchecked, however when I try to save the record it gives me a message that the record could change the end of year info and financial information so I must enter a password to save.  The records I tested were from 2008 and I do not have that password so it will not let me save the changed record.

If I print them 1-3 at a time from the print form/invoices it prints them and the print flag is also removed.  

However,  I went to change the record on our network and it seems to timeout or something and does not show me all the records to select from as it does on my individual computer.

On my personal computer I can also print the 10 invoices I requested, though I could not save the record because of the change of financial records, and I did not get the same error I get on our network that says the invoice has a missing field.  

So I guess one option is if I could get this to print on my system in a short period of time I could load the data on the network before the next days work.  I am not sure that is possible.

I note, from what I have read that you can view this in and ODBC file, do you know if that is true and if I could just change that print flag there?

I guess my major problem is my network which I have no control over.  So I must find and option to solve this problem some other way.  

I am going to test printing all the 29,000 records and see if that can be done.

I would appreciate if you could respond with any other ideas?  Do I issue points now?
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John HurstBusiness Consultant (Owner)Commented:
With respect to your post:

1. The records I tested were from 2008 and I do not have that password so it will not let me save the changed record

This is indeed a dangerous situation. What happens if your accountants must restate prior periods?  Can you get this password?  Can your company Management or HR get the password?

2. However,  I went to change the record on our network and it seems to timeout or something

For this activity, do it in an off period, ask everyone to exit QuickBooks, copy the ledger to your own computer, work on it and then put it back.

3. one option is if I could get this to print on my system in a short period of time I could load the data on the network before the next days work.  I am not sure that is possible.

Yes, it is possible, and I do it. Copy the ledger down to your computer from the server. Rename the server ledger file as "companyfile_backup_20120904.qbw or such like.  Work on it and restore it.

4. I guess my major problem is my network which I have no control over

You have a relatively critical need so get some support from management

5. you can view this in and ODBC file, do you know if that is true
I don't know for sure, but I think the answer is yes. I have not done it.

Ok, so I have answered quite a bit here. Let us know if you can help you further.

Thanks, .... Thinkpads_User
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John HurstBusiness Consultant (Owner)Commented:
Thanks, I was happy to help you with this and good luck going with this.
... Thinkpads_User
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