A common task performed when using QuickBooks in a retail setting is printing customer receipts. Although some businesses may print hundreds of receipts per day and require a sophisticated approach to creating and printing receipts, companies that print fewer receipts on a daily basis may desire a less sophisticated and more cost effective option. An alternative is to install a thermal receipt printer in the QuickBooks print folder and make it the default printer for receipts. Although QuickBooks cannot print to a thermal printer using default print settings, custom settings will get QuickBooks to print to a thermal receipt printer.

Things You Will Need

  • Receipt printer

  • USB cable (optional)

Install Receipt Printer

Insert the printer installation CD into the computer, and click “Cancel” when the Installation Wizard message box appears.

Plug the printer into a power source, and turn the power on. Plug the USB cable into the printer, but do not connect it to the computer until setup is complete.

Navigate to the Windows Control Panel, select “Printers” and then select “Add a Printer.” Select the “Local Printer” option, and click “Next.”

Clear the “Make this the default printer” checkbox if you do not want the receipt printer as the default printer, and then select the “Have Disk” button to allow Windows to access and install the correct print drivers.

Verify that an icon for the receipt printer is in the Windows printer folder, and then connect the USB cable to the computer.

Modify the Sales Receipt Template

Select “Lists” and then “Templates” from the QuickBooks menu. Select and open the sales receipt template you want to customize, click “Additional Customization” and then click “Make a Copy.”

Type in a name for the sales receipt, such as “Thermal Sales Receipt.”

Select the “Print” tab and then “Use specified settings below for this Sales Receipt." Select the “Paper Size” drop-down box, and select “Custom” to set the paper size, such as 3.5 inches by 11 inches, for your receipt. Select desired options in the “Header,” “Columns” and “Footer” tabs to set the receipt layout.

View and approve receipt layout by clicking the “Print Preview” button, and click “OK” when you are satisfied with the look and feel of the receipt.

Select “Printer Setup” from the QuickBooks “File” menu. Choose “Thermal Sales Receipt” from the “Form Name” drop-down box.

Select the receipt printer as the default printer for the “Thermal Sales Receipt” by selecting the receipt printer in the “Printer Name” drop-down box.

Finish setup by clicking the “OK” button.

Tip

Check the box your printer comes to see whether it includes a USB cable before purchasing one.

Warning

Do not connect the receipt printer to the computer until the printer icon appears in the “Print” folder or print drivers will not install correctly.