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What Does the Error “The File You Specified Cannot Be Opened. Make Sure That It Is Not Currently Being Used By Another Program Or A Read-Only File. The Windows Error Is: The File Exists” Mean?

Chief Mechanic · September 12, 2010 ·

According to Intuit, the error “The file you specified cannot be opened.  Make sure that it is not currently being used by another program or a read-only file. The Windows error is: The file exists” indicates that QuickBooks has encountered a problem reading a file.  There are several situations under which the error can occur.  The cause and fix therefore varies.

If you were attempting to print a form, according to Intuit the error is most likely caused by a changed file attribute on the file QBPRINT.QBP to any attribute other than archive.

In the error occurred in that setting, consult this Intuit knowledge base article for specific steps to resolve it.

If the error occurred in a situation other than attempting to print a form, according to Intuit the error is caused by a problem reading the company file or tax form files.  The error may occur when running under Microsoft Windows Vista.  There are several possible fixes:

  • turn Vista User Account Control (UAC) off, restart, then turn UAC back on, and restart again
  • verify the folder permissions on the upper level program folder, as in C:Program FilesIntuit
  • repair your QuickBooks installation

For the specific steps to resolve this error in this setting, consult this Intuit knowledge base article.

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What Does Error Code 16026 Mean?

Chief Mechanic · September 11, 2010 ·

According to Intuit, Error Code 16026 can occur when a user is upgrading QuickBooks.  There are several causes for this error:

  • your internet connection is unavailable or has been lost
  • your version of Microsoft Internet Explorer is not 5.5 or later
  • your Microsoft Internet Explorer cipher strength (a security measure) is not 128 bit or greater
  • some QuickBooks program files were not correctly installed or have become corrupted
  • you’re attempting to run a version of QuickBooks prior to 2007 on Microsoft Windows Vista

Because this error code appears under very different circumstances, it’s helpful to rule out 1 or more possibilities to move closer to a solution.

Microsoft Windows Vista disables weak ciphers by default.  If you’re running Windows Vista, your cipher strength is 128 bit or greater.  Vista also installs a version of Internet Explorer newer than 5.5.  Therefore, unless you’ve managed to modify your cipher strength or replaced Internet Explorer with an older version, these possibilities can be ruled out for Vista users.  You can confirm your Internet Explorer version and cipher strength on the Help->About Internet Explorer menu choice.  An example of Internet Explorer 7 running on Vista Ultimate is shown below:

Microsoft Windows Vista Internet Explorer 7 Cipher

Vista users may encounter this error when attempting to install a QuickBooks version that is not Vista compatible.  QuickBooks 2007 and Enterprise Solutions 7.0 and later versions are Vista compatible.  If you’re upgrading from a non-Vista compatible version (e. g., QuickBooks 2006) to a compatible version (e. g., QuickBooks 2009), it may be the case that your older, incompatible version is triggering the error.  As a precaution, uninstall all prior versions of QuickBooks before installing the replacement QuickBooks 2009.  After you’ve uninstalled the prior version of QuickBooks, restart your system.  Be sure to have at least 1 complete backup of all data files and original program downloads or CD’s before performing any update or program uninstall.  If you’re not sure you have a reliable and complete backup, stop and consult with a qualified professional before continuing.

If a prior, incompatible version of QuickBooks is not triggering the error when running Vista, another possible problem area to check is a corrupt program file.  Uninstall the Vista compatible version of QuickBooks (e. g., QuickBooks 2009) and perform a fresh installation.  Again, be sure to have at least 1 complete backup of all data files and original program downloads or CD’s before performing any update or program uninstall.  If this also fails to stop the error code from appearing, it’s possible that the installation source (download or CD) is corrupt or that the files that the QuickBooks installer extracted have become corrupt.  If you downloaded the program directly from Intuit, try downloading a fresh copy.  Uninstall the last installation and attempt a new installation from the most recent download.

For more information on resolving Error Code 16026, consult this Intuit knowledge base article.

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How Do I Clear the Invoice Print Queue Without Actually Printing the Invoices?

Chief Mechanic · September 11, 2010 ·

There are 4 basic ways to clear the QuickBooks invoice print queue:

  1. uncheck the To be printed checkbox on each individual invoice
  2. send the invoices to an existing printer but delete the print job before it even starts
  3. install a new printer configured to print to a file rather than the printer itself and optionally delete the file
  4. use programming techniques to reset the To be printed flag

If you only need to clear a small number of invoices, the first approach is simple and straightforward.  Just find the invoice you want to remove from the print queue, uncheck the To be printed checkbox, and move on to the next invoice to be cleared.

QuickBooks Premier 2009 To Be Printed Checkbox

Unfortunately, it doesn’t take a very large number to make this approach impractical.

Our second approach solves the problem of clearing a large number of invoices.  Send the invoices to an existing printer with a specific configuration and delete the print job before it starts printing.  Choose a printer configured for print spooling and to start printing after the last page is spooled.  Turn the printer off before printing the batch of invoices in QuickBooks.  That means that you can tell QuickBooks to print the batch of invoices to that printer, but nothing will actually print.  The entire job will be sent to the printer, or spooled.  To verify your printer is properly configured, in Windows (not QuickBooks!) open your Printers window and right click on your printer and choose Properties from the context menu.  Then, select the Advanced tab.

Hewlett Packard Printer Properties Spooling

Be sure to select Spool print documents so program finishes printing faster and Start printing after last page is spooled, as shown in the above image.  (This image is from Windows Vista Ultimate SP1; the exact menus and descriptions may vary slightly in your version of Windows.)  This will insure that the entire print job is sent to the printer before it attempts to print the first invoice.  Since the printer is off, no printing will occur.  Now you’re ready to send the print batch from QuickBooks.  Once QuickBooks has finished sending the print batch to the printer, in Windows (not QuickBooks!) return to your Printers window, right click on your printer, and select Open from the context menu.  You should now see the print job or jobs that you need to delete.  If you need to delete a large number of jobs, click on the first job, then scroll down to the last job, and click on it while holding down the shift key.  All the jobs between the first and last will be selected.  Then, right click on a selected job and choose Cancel from the context menu.  The print job or jobs will be deleted without actually printing any invoices, and QuickBooks will clear the To be printed flag for all invoices on its own.

A variation on our second method is to send the print job to a file, such as an Adobe PDF, and then delete the file.

Our third approach is to install a new printer configured to print to a file rather than the printer itself before attempting to print invoices in QuickBooks.  During invoice printing, select the newly installed printer as the printer for this print batch.  The specific steps to install a new printer configured to print to a file are discussed in this Intuit knowledge base article.

Lastly, our fourth approach is to reset the To be printed flag using advanced techniques.  These file access techniques are beyond the capability of a typical QuickBooks user, and they’re most applicable when a large number of invoices need to be cleared and they need to be cleared selectively.  Using programming techniques, we can select large numbers of invoices far more efficiently than would be possible if performed manually.  If that’s your circumstance, send us an email and we’ll provide a quotation on the cost to clear the print queue.

This article discusses ways to clear the To be printed flag under normal circumstances, but there are situations where this flag won’t clear using these techniques.  One such situation is caused by a damaged invoice template.  In these circumstances, you’ll have to first restore normal operation by following the troubleshooting steps appropriate to that special situation before attempting to change the To be printed flag on a larger batch of invoices.

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Where Is the QBW.INI File Located?

Chief Mechanic · September 10, 2010 ·

The QBW.INI file is normally located in the default QuickBooks installation directory.  That location depends on your QuickBooks version and your version of Microsoft Windows, which are outlined below.

To avoid searching for files, the easiest way to locate the QBW.INI file is to open the Tech Help window.

With QuickBooks open, open the Tech Help window and do the following:

  1. Click the Open File tab
  2. Click the Path On/Off button to display the full path
  3. Scroll down to the QBW.INI file in the list

See our related article for more information on using the Tech Help window.  If you need to edit the QBW.INI, the Tech Help window provides an easy way to do that, so it’s a great place to start working with this file.

For QuickBooks 2007 or later running under Windows XP, the default is:

C:Documents and SettingsAll UsersApplication DataIntuitQuickBooks [Version]

Replace [Version] with your version of QuickBooks, such as 2009.  For example, the default location for QuickBooks 2009 is:

C:Documents and SettingsAll UsersApplication DataIntuitQuickBooks 2009

For QuickBooks 2007 or later running under Vista, keep in mind that the folder C:Documents and Settings is a legacy folder that you can’t access, because the actual location is elsewhere.  In Vista, dimmed shortcut links are referred to as junctions, and they exist only to provide program compatibility.  The actual location for files normally located in the C:Documents and Settings folder is another folder, typically  C:Program Data.  We recommend that you use the Vista search function to find QBW.INI on your system.

For QuickBooks 2006 or earlier running under Windows XP, the default is:

C:Program FilesIntuitQuickBooks

QuickBooks 2006 and earlier are not supported on Vista.

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What Does Error Code 1606 Mean?

Chief Mechanic · September 5, 2010 ·

According to Intuit, Error Code 1606 indicates that QuickBooks couldn’t access a network location when installing QuickBooks.  The error message could also indicate that the Windows current user account is damaged.

The most common fixes for this error are to:

  • create a new user account in Windows, log in using that new account, and re-attempt installation or
  • disconnect from your local network and re-attempt installation

If you’re attempting to install QuickBooks to a shared folder, you should also check that the currently logged in user has full control permissions for that folder.

If you are attempting to install QuickBooks under Windows Vista, you need to have User Account Control (UAC) turned on.  Consult this Intuit knowledge base article on the subject of turning UAC on.  Note that after a change to your UAC setting, you’ll need to restart your computer.

For more information on resolving Error Code 1606, consult this Intuit knowledge base article.

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