QuickBooks Unable to Create PDF Issue

QuickBooks, a leading accounting software, is favored globally by entrepreneurs for its robust features. However, users may encounter obstacles such as the ‘QuickBooks unable to create PDF error’ or ‘QuickBooks could not save your form as a PDF file.’ These issues can disrupt workflow and frustrate users seeking to generate essential PDF documents directly from QuickBooks. 

This article aims to comprehensively address the causes behind this QuickBooks Unable to Create PDF Issue and provide effective solutions. If you’re facing similar challenges, rest assured you’re in the right place. We’ll guide you through troubleshooting steps to resolve this issue and ensure the smooth operation of your QuickBooks software.

What is QuickBooks Unable to Create PDF Issue?

The issue of QuickBooks unable to create PDFs arises when users encounter problems with creating, emailing, or printing reports as PDF files. This error commonly occurs after updating to Windows 10 or Windows 11, especially when navigating to PDF files. Additionally, it can manifest when configuring the system set up to include the Microsoft XPS document writer, which defaults to a port named PORTPROMPT. This configuration may conflict, particularly during periods of high printing demand.

The error message “Your forms were not sent because QuickBooks unable to create PDF necessary file” highlights difficulties with PDF file creation, mailing, and printing. Users often face this issue when attempting these tasks within QuickBooks, especially after system updates or configurations involving the Microsoft XPS document writer and its associated default port settings. These challenges can disrupt workflow efficiency, necessitating troubleshooting steps to resolve conflicts and ensure the smooth operation of PDF-related functions within QuickBooks.

What are the causes of the QuickBooks Unable to Create PDF Issue?

The inability of QuickBooks to create PDF files can stem from various factors, including:

1. Unrecoverable errors: These can disrupt the PDF creation process within QuickBooks.
2. QB PDF converter activation errors (e.g., 30, 20, or 41): Issues with activating the PDF converter in QuickBooks can prevent PDF file creation.
3. Printer-related issues: Problems associated with the Microsoft XPS document writer on the XPS port may interfere with PDF creation.
4. Device readiness: If the device is not ready or encounters connectivity issues, QuickBooks may fail to generate PDF files.
5. Printing transaction/report issues: Issues specific to printing transactions or reports directly from QuickBooks can contribute to PDF creation failures.
6. Freezing during reconciliation: QuickBooks freezing during reconciliation processes can also lead to PDF creation issues.
7. Missing components: If essential components are missing or corrupted, QuickBooks may be unable to complete actions necessary for PDF creation.
8. QuickBooks not responding: General software responsiveness issues can affect PDF creation functionalities.
9. Offline mode for PDF converter: If the QB PDF converter is set to offline mode, it can hinder the creation of PDF files.

These factors collectively contribute to the QuickBooks Unable to Create PDF Issue necessitating troubleshooting and resolution to ensure smooth operation of PDF-related tasks within QuickBooks.

Resolutions to fix QuickBooks Unable to Create PDF Issue

You can attempt to resolve the QuickBooks unable to create PDF issue yourself by following these steps before contacting a QuickBooks expert:

Solution- Clearing Internet Files and Adjusting Browser Settings

1. First, you need to start by deleting all cookies and temporary internet files in your browser.
2. For Internet Explorer users, add Intuit as a trusted site.
3. Update the encrypted page settings in Internet Explorer.
4. If using Firefox with the integrated PDF handler, switch to the Adobe PDF handler.
5. Print an image and try using a different browser.
6. Disable the pop-up blocker.

Setting Adobe Acrobat/Reader as Default (Mac)

1. Ensure Adobe Acrobat or Reader is set as the default application for opening PDF files on your Mac.
2. After clicking the Print button, save files.
3. Confirm that Adobe Reader or Acrobat can open PDF files by default.
4. Avoid using the Internet Explorer Acrobat plug-in for these operations.

Following these steps can help resolve issues QuickBooks unable to create PDF preventing QuickBooks from creating PDF files. This troubleshooting process allows you to address the problem independently before seeking assistance from QuickBooks support.

Solution- Reinstalling Microsoft XPS Document Writer

If you’re encountering issues with QuickBooks unable to create PDF files, you can try reinstalling Microsoft XPS Document Writer. Here’s how you can do it:

Verifying and Enabling XPS Services

1. Click on the Windows or Start button.
2. Navigate to the Control Panel.
3. Go to the System group and click on “Uninstall/change a program.”
4. Click on “Turn Windows features on or off.”
5. Scroll down and ensure that both XPS Services and XPS Viewer are enabled by checking their respective boxes. Click OK.
6. Test QuickBooks after enabling both services to check if the issue is resolved.

Reinstalling XPS Document Writer in Windows 8

1. Move the mouse to the corner to access the Start screen.
2. Select “Settings” and then click on the Control Panel.
3. Choose “Devices and Printers.”
4. Right-click on the Microsoft XPS Document Writer icon and select “Remove device.” Confirm by clicking Yes.
5. From the toolbar, click “Add a printer” and choose “Add a local printer/network printer with manual settings.”
6. After that select “PORTPROMPT – Local Port”.
7. Once done, click Next.
8. Choose “Microsoft” from the manufacturer list and then select “Microsoft XPS Document Writer v4.” Click Next.
9. Select “Replace the current driver” and click Next.
10. Verify the name as “Microsoft XPS Document Writer” and click Finish.

Reinstalling XPS Document Writer for Windows 7 and Vista

1. Go to the Windows Start menu.
2. Select “Devices and Printers.”
3. Right-click on the MS XPS Document Writer icon and choose “Remove device.” Confirm by clicking Yes.
4. After that, from the toolbar, click “Add a printer”.
5. Once done then select “Add a local printer.”
6. Choose “Use an existing port” and select “XPSPort – Local Port.” Click Next.
7. Select “Microsoft” and then choose “Microsoft XPS Document Writer.” Click Next.
8. Select “Replace the current driver” and proceed with the installation.

Following these steps should help you reinstall Microsoft XPS Document Writer, potentially resolving issues with QuickBooks PDF creation without needing to contact support immediately.

Solution- Set up the Internet Explorer Preferences

1. For this, open Internet Explorer on your Windows system.
2. Go to the Tools menu in the browser.
3. From the menu options, click the Internet Options.
4. Go to the Advanced Tab.
5. Click the button named Restore Advanced Settings button.
6. Click the Reset option to reset the settings of your Internet Explorer browser.
7. The Reset Internet Explorer Settings window opens up.
8. To reset, hit the Reset button.
9. When it’s done, click the close button to close the window.
10. Again, open the Internet Explorer browser.
11. Open the Internet Options window again.
12. This time, go to the Security tab.
13. Select the Internet Icon visible to you.
14. Click the button Custom level.
15. Select the medium-high option which is the default option.
16. Click the OK button to save the changes.
17. Then click the Apply button to apply all these changes to the Internet Explorer browser.
18. Now, check for the error.

Solution- Set the permission of the temp folder

1. Open the Run window by pressing and holding the Window + R keys together.
2. Now type the %TEMP% in the run window. 
3. Then press the OK button.
4. Now, open the Properties then right-click on the Temp folder.
5. In the Properties folder, click on the Security tab.
6. Verify that the groups and usernames are shown in the tab.
7. Check that it has the full control.
8. If full control is not given then provide the full control.
9. Save the PDF file again in the QuickBooks account and try to print it.

Solution- Use QuickBooks PDF Repair Tool

The QuickBooks PDF repair tool is one of the tools from QuickBooks Tool Hub. So you first have to download, install, and then perform the repair process using the tool. The steps are:

1. Download the QuickBooks Tool Hub in your system.
2. To install it, go to the downloaded file.
3. Open the tool hub .exe file and start the installation process.
4. Then follow the instructions to install the QuickBooks Tool Hub properly.
5.  When installation is done, go to the tool icon on your desktop or system.
6. Double-click to open the tool.
7. Select the option Program Problems to reach the tool.
8. Choose the QuickBooks PDF Repair Tool.
9. The tool runs and repairs the file.
10. After some time it’s done.
11. When done now email the file to yourself. 
12. Again try to print and save the file as PDF on your system.

Following these steps should help resolve issues with QuickBooks unable to create PDF files by using the QuickBooks PDF and Print Repair Tool effectively.

Solution- Repairing MSXML 6.0 Using System File Checker

Here are the steps to run the System File Checker (SFC) to repair MSXML 6.0, which is built into Windows 8, Windows 7, and Windows Vista:

For Windows 8

1. Press the Windows start button to open the search menu.
2. Type “Command” and right-click on the Command Prompt option.
3. Select “Run as administrator” from the bottom bar options.
4. If prompted, enter the administrator password and click “OK”.
5. In the Command Prompt window, type “SFC /scan now” and press Enter.

For Windows 7 and Windows Vista:

1. Click on the Windows start menu.
2. Navigate to “All Programs” and then to “Accessories”.
3. Right-click on Command Prompt and select “Run as administrator”.
4. Enter the administrator password if prompted.
5. Once done, you need to type “SFC /scannow” in the Command Prompt window.
6. Finally, press Enter.

Solution- Bypassing the Print Spooler

To bypass the print spooler in Windows, follow these steps:

1. Open the Printer control panel.
2. After that, you need to right-click on the Microsoft XPS document writer.
3. Select “Printer properties”.
4. Click on the “Advanced” tab.
5. Check the “Print directly to the printer” option.
6. Click “OK” to save changes.
7. Close the Printer Properties window to complete the process.

Solution- Managing Windows User Permissions for XPS Document Writer

If previous troubleshooting methods have not resolved your issue, managing Windows user permissions for the XPS document writer could be a viable solution. Follow these steps:

1. Open the Printer’s control panel.
2. Once done, you need to right-click on the Microsoft XPS document writer.
3. After that select “Printer properties”.
4. Click on the “Security” tab.
5. Locate and select the “Everyone” user group.
6. Click the “Add” button.
7. Type “Everyone” and click “Check names”.
8. Click “OK”.
9. Select the “Print” option and check the “Allow” column.
10. Click “OK” to save changes.
11. Navigate to C:\Windows\system32\spool.
12. Once done, you need to right-click on the “Printers” folder and select “Properties”.
13. Click on the “Security” tab.
14. Click “Edit” and then “Add”.
15. Enter “Local Service” and click “OK”.
16. Ensure that “Local Service” has “Full control” and click “OK”.
17. Finally, open QuickBooks and attempt to create a . PDF file to verify functionality.

Solution- Rename the file

1. Go to the document location.
2. Now, right-click on the file
3. Select the Rename option
4. Add the OLD at the end of the file name
5. Then click the enter button
6. It renames the file
7. Try to open this file to your QuickBooks account
8. After that save the file again and try to print this file.

Solution- Checking if the Reconcile Window is Listed

If you encounter issues where selecting “Reconcile” from the banking menu in QuickBooks causes the program to freeze, but other PDF functions work correctly, it’s possible that the reconcile window is positioned off-screen. Follow these steps to resolve the QuickBooks Unable to Create PDF Issue:

1. Check if the reconcile window is listed in the Window menu.
2. Select “Close All” to close all open windows.
3. Restart the reconciliation process to ensure proper functionality.

Solution- Clean Installation of QuickBooks Desktop

1. In the Windows operating system, open the Control Panel first.
2. Click on the Programs and Features option in the Control Panel window.
3. Again, click on the option Programs and Features.
4. In the installed application list search for the Adobe Acrobat Reader application.
5. Now, right-click on the application
6. Then choose option Uninstall/Change from the shown options.
7. Uninstall Wizard opens up.
8. In this, click on the Repair option to start the repairing process.
9. Follow the instructions shown on your screen to repair the application
10. When done click on the Finish button.
11. Open the RUN window
12. Type “msconfig” and press the Enter button
13. Select the tab named General
14. Choose the Selective Startup option
15. To lead the system services and load the Startup product, choose the option by ticking the box
16. Now, click on the Services tab and disable the services.
17. Hit the option Hide all the options of MS services
18. Restart your system after doing this.
19. Uninstall and implement the clean installation to install the software
20. Go and download the latest update of QuickBooks Desktop.
21. Now, you are done.

Solution- Check that Firewall is not blocking your System

1. First of all, add the firewall port exception for QuickBooks
2. In the Windows menu search bar type firewall 
3. Open the Windows firewall
4. When it opens up on your screen 
5. Go to the Advanced Settings option
6. Right-click on the Inbound Rules and select the port
7. Now the same thing is required to be done with the Outbound Rules
8. After selecting a port for QuickBooks, check that the TCP is selected before proceeding further
9. Click the Next button and you are done.
10. Check for the error.

Conclusion

Encountering the QuickBooks Unable to Create PDF Issue can impede productivity, preventing users from efficiently printing, emailing, or saving documents as PDF files. Despite QuickBooks’ capability to streamline financial reporting through PDF formats, these technical glitches can be persistent. If you find yourself unable to resolve the issue using standard troubleshooting methods, it’s advisable to seek assistance from QuickBooks’ dedicated support team. Available experts specialize in diagnosing and resolving software errors promptly, ensuring minimal disruption to your accounting processes. Don’t let PDF creation issues hinder your efficiency—reach out to professionals for swift and effective assistance tailored to your QuickBooks software needs.

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