QuickBooks Could Not Create The Necessary PDF Files? How to Fix

After you refresh Windows 10 PC, your QuickBooks program may come up with a message stating QuickBooks cannot create PDF on Windows 10. This happens when you upgrade your PC to a newer version or when you add a Microsoft XPS document writer device to the system configuration which automatically connects to a default port called PORTPROMPT. This may create clashes resulting in an error “Quickbooks could not create the necessary PDF files”.

Due to this error, QuickBooks will not create PDF files. Taking this into account, we brought you this guide where we will demonstrate its causes, symptoms, and the best possible fixation methods to resolve PDF issues in QuickBooks.

What are the Causes that QuickBooks Could Not Create The Necessary PDF Files?

QuickBooks will not create PDF files if it encounters unwanted issues in your program. If you are wondering what could be the leading cause of this error, we are specifying several causes that may be responsible for not creating PDF files in QuickBooks:

• When the component for a PDF file is not present in the system.
• PDF converter installation shows errors such as Error 1801 or 1722.
• QuickBooks PDF converter activation error.
• Print driver host stopped working.
• QuickBooks is not able to save the form as a PDF.
• When the PDF converter is offline.
• Some unrecoverable error has been encountered.
• Problems with the connectivity of the printer.
• Reconciling accounts has frozen the QuickBooks account.
• QuickBooks stopped responding due to technical issues.
• The screen shows errors such as the Device is not ready

If you have been encountering such issues that are not allowing QuickBooks to create PDF prints then you can resolve the error by performing a few solutions. Let us go through them.

Best Fixes for QuickBooks Cannot Create PDF Error on Windows 10

To fix QuickBooks cannot create necessary PDF files error, you can use the PDF and Print Repair Tool, reinstall Microsoft XPS Document Writer, change settings of security software, install MSXML, run QuickBooks Tool Hub, update Adobe Acrobat Reader, and create new form templates.

If QuickBooks not creating PDFs, you can perform these methods to resolve the errors in QuickBooks. Here we go:

Fix 1: Use the PDF and Print Repair Tool

The first effective solution is to use the PDF and Print Repair Tool. Before you try this tool, you have to keep one thing into consideration that your QuickBooks accounting software is updated with the latest version. If it is not updated then you can search for the updates and install them on your computer.

Once you update the QuickBooks software, you can then download the PDF and Print Repair Tool on your system. You can find the download link from the Intuit official website. After the installation is done, you can run the software to perform. Thereafter, you can check for errors. If it says that your QuickBooks could not create the necessary PDF files, then you will have to reset the permissions of the temp folder.

To do so, you can go through the following steps.

• Type %TEMP% in RUN command and then press Enter key.
• In this temp folder, you need to click right and select properties.
• Switch to the Security tab and ensure that the permissions for all the usernames and groups should be set as Full Control.
• After this, you can give it a try if you can save the PDF file or not.

If you were having issues with both PDF and sending emails then you would have to follow one more step. Firstly, you are required to confirm if you can print it to Microsoft’s XPS Document Writer. For that, you can look for the steps mentioned below.

• Launch Notepad and start scribbling on it.
• Now you can go to the File tab and open the Print window.
• At this point, you can select Microsoft XPS Document Writer as a printer.
• Then, you can hit the Print button and save it to your desktop folder.
• Lastly, you can check if you are able to see the printed document.

If QuickBooks could not create PDF file, the aforementioned steps will help you to solve the problem.

Fix 2: Check If Reconcile Window is Appearing Off

When you select the reconcile option from the banking menu, it locks up the QuickBooks and there is no issue with PDF functions, it suggests that the reconcile window is appearing off of the screen. In this scenario, you can follow the steps mentioned below.

• First of all, check if a reconcile window is presented in the list (in the Window menu).
• At this point, you can select the ‘Close All’ option.
• Now, you can restart the reconcile process.

Once you are done following the second solution, you can look for the error if it still persists while creating PDFs in QuickBooks. If it remains the same then you can move to the next solution.

Fix 3: Test, Re-install and Adjust Windows User Permission for Microsoft XPS Document Writer

QuickBooks not creating PDFs error can be resolved if you test the Microsoft XPS Document Writer, reinstall it, and adjust Windows user permission. To understand the procedure, you are required to perform the following steps in sequence such as.

I. Test Microsoft XPS Document Writer

• Open the File menu
• Select the Print option
• Select Microsoft XPS Document Writer as a printer
• Now, click on Print and save the .xps file to your desktop.
• After that, you can look for the .xps file on the desktop.

In case you cannot find the file on your desktop and no error occurs while saving the file then check the security settings. If the .xps file is present there but you encounter an error while opening the file or it does not display properly then you can reinstall the XPS Document Writer.

This is how you can fix the error. If you go to print and QuickBooks encounters an issue then you need to reinstall the XPS Document Writer. Along with that, reinstall the writer if it is unavailable as an option.

II. Reinstall Microsoft XPS Document Writer

As mentioned above, you are required to reinstall the Microsoft XPS Document Writer. Before you install it, you will have to make sure that XPS Viewer and XPS Services are enabled.

Windows 8

• Move your mouse to the lower or upper right corner to view the “Start” screen.
• Click on the “Settings” option.
• Select the “Control Panel”.
• Click on the “Devices and Printers” option.
• Then, click right on the “Microsoft XPS Document Writer” icon.
• Click on the “Remove device” button.
• Hit the “Yes” button to confirm your action.
• Now, select the “Add a printer” from the toolbar.
• Click on the “Add a local printer or network print with manual settings”.
• From the “Use an existing port”, select “PORTPROMPT: (Local Port)
• Hit the “next” button.
• Select “Microsoft” froM THE “Manufacturer list”.
• Click on the “Microsoft XPS Document Writer v4”. Option.
• Hit the “Next” button.
• Choose the “Replace the current driver” option.
• Select the “Next” button.
• Now, remove the v4 in the “Printer Name” field, e.g., Microsoft XPS Document Writer.
• Hit the “Finish” button.

Windows 7 or Vista

• Click on the “Windows Start” menu.
• Click on the “Devices and Printers” option.
• Then, click right on the “Microsoft XPS Document Writer” icon.
• Click on the “Remove device” button.
• Hit the “Yes” button to confirm your action.
• Now, select the “Add a printer” from the toolbar.
• Click on the “Add a local printer or network print with manual settings”.
• From the “Use an existing port”, select “XPSPort: (Local Port)
• Hit the “next” button.
• Select “Microsoft” from the “Manufacturer list”.
• Click on the “Microsoft XPS Document Writer”. Option.
• Hit the “Next” button.
• Choose the “Replace the current driver” option.
• Select the “Next” button.

III. Adjust the Windows User Permission for Microsoft XPS Document Writer

• Open the Printer Control Panel
• Now you need to open Printer Properties for this Microsoft XPS Document Writer.
• Select Everyone user group under the Security.
• Now in the Allow column, choose the Print option and check it.
• After this, you can go to C Drive -> Windows -> System32 -> Spool.
• At this point, you can select the Printers options and go to Security in the Properties.
• Then, select the Edit option to go to Add and type Local Service and hit the Enter button.
• Here, you will have to make sure that the Local Service has Full Control and then hit the OK button.
• Once you are done, try to create PDF and check if the error has been resolved.

Fix 4: Change the Settings of your Security Software

When you see the QuickBooks could not create the necessary PDF files on Windows 10, it may happen due to the security software (Firewall or Antivirus) that is installed on your system.

In this step, you are required to modify the settings of your security software. By doing so, you will be able to create .xps files. Here are the steps:

Fix 5: Install or Repair Microsoft Core XML Services (MSXML) 6.0

System File Checker provided by Microsoft helps to repair Windows system files. It is required for the Microsoft XPS Document Writer. If you download this tool and run it, you can easily repair MSXML 6.0.

In this fixation method, you are supposed to install MSXML depending on your Windows versions.

Windows 8

• Move your mouse to the lower or upper right corner and click on the “Magnifying glass” icon.
• Type “Command Prompt” in the search bar.
• When “Command Prompt” appears in the result, click right on it to choose the “Run as administrator” option.
• If prompted, enter the password and username or click the “Allow” button.
• Type in “SFC/Scannow.

Windows 7 and Vista

• Click on the “Start” menu.
• Select the “All Programs” option.
• Click on the “Accessories” option.
• Click right on the “Command Prompt” and choose the “Run as Administrator” option.
• If prompted, enter the password and username or click the “Allow” button.
• Type in “SFC/Scannow.

As you run the command, it starts checking the system files and repairing them if needed. If QuickBooks cannot create the necessary PDF files, this fix will surely help you.

Fix 6: Make and Use a New Form Template

When your QuickBooks could not create the necessary PDF files, it indicates the form template has been damaged. To resolve this issue, you can create a new form template. Then, you can change the template on the transaction. In the end, you can try if you are able to create PDFs.

Fix 7: Run QuickBooks Tool Hub to Repair Print Issues

QuickBooks Tool Hub offers a number of tools to repair QuickBooks errors. QuickBooks PDF & Print Repair Tool is one of the tools provided to solve PDF print issues.

Here, you are required to download and install the QuickBooks Tool Hub so that you can run  QuickBooks PDF & Print Repair Tool from it. Here are the steps for that.

Download and Install QuickBooks Tool Hub

• Close QuickBooks desktop in case it is opened.
• Download the “QuickBooks Tool Hub File” on your device.
• Save the “QuickBooks tool hub .exe file” on a location where you can find it easily.
• Now, launch the “QuickBooksToolHub.exe” file.
• Follow the on-instructions to agree to the conditions.

Run QuickBooks PDF & Print Repair Tool

QuickBooks PDF & Print Repair Tool helps to fix the issues related to print. If you are having problems with your program or viewing QuickBooks 6xxx errors then you should choose this Program Problems component from the left. Thereafter, you can do the following:

This can be done using three ways:

• Quick Fix my program
• QuickBooks Program Diagnostic Tool
• QuickBooks Print & PDF Repair Tool

When you face problems related to the program, you can first go to the Quick Fix my program. This is a simple method that you should follow at first. The process may take one minute and will solve the program issues.

If it does not help then you can proceed with the QuickBooks Program Diagnostic Tool. Once you launch this tool, it goes through the numerous repair processes for the Microsoft components. This may take around 20 minutes. After doing this, reboot your computer.

After following these two methods, if you are facing issues with your program then click on the QuickBooks Print & PDF Repair Tool button. This will help you to repair issues related to PDF printing or emailing inside QuickBooks.

Fix 8: Update Adobe Acrobat Reader

Using the old version of Adobe Acrobat Reader version can cause issues during the printing process. Thus, it is suggested to update the Adobe Acrobat Reader and repair it so that it can function properly. If you don’t have Adobe Reader, we will help you to download this.

Install/ Update Adobe Reader

Most users find it hard to line up the sample print with the blank checks. In such a scenario, you can download Adobe Acrobat. Then, you can set up Adobe Acrobat as the default PDF viewer.

• Click on the “+New” button.
• Click on “Print checks”.
• Select the “Print setup”.
• Choose the “No, continue setup” option.
• Now, select the latest version of the Adobe reader link. This will take you to the download page.
• Once the “Acrobat Reader” is downloaded and installed, launch “QuickBooks”.
• After this, click the “How?” link to set “Adobe Reader” as the default PDF viewer.
• Click on the “View preview and print sample” in QuickBooks.
• Now, hit the “Print” button.
• Follow the on-screen instructions.

Repair Adobe Reader

• Quite all the running applications.
• Press the “Windows + R” keys in order to bring the “Run” box.
• Type “appwiz.cpl” in the text field.
• Click twice on the “Adobe Reader”.
• Click on the “Uninstall/Change” button.
• Hit the “Next >> Repair” button.
• Click “Next >> Install” option.
• Click the “Finish” button.

After you update and repair the Adobe Reader, you can check if your sample check is aligned with the blank check.

Frequently Asked Questions

To Wind Up

When you find QuickBooks could not create PDF file error, you can solve the problem using the methods we have provided. By performing any of the aforementioned solutions, you can easily resolve the error. Now, if you ever find that your QuickBooks could not create the necessary PDF files on Windows 10, you can try to troubleshoot the QuickBooks Desktop or try the other solutions in order to get rid of this error in QuickBooks.

Learn more about QuickBooks errors in detail and find out the effective methods for the following errors:

• Fix QuickBooks Not Responding Error!
• How to Fix QuickBooks Error H202?