How to use an QuickBooks Accountant's Copy working file

How to use an Accountant’s Copy Working File

How to use an Accountant’s copy working file (Step by Step Instructions)

If you want your accountant to review your books and work on your company file, simultaneously! Do one thing, create & send an Accountant’s Copy of QuickBooks. An Accountant’s Copy file is the quickest way for a company to exchange data with a third party, as such here, an accountant. After this, the file can be delivered in the form of a flash drive or other physical electronic media. 

Plus, you need to add the Accountant’s Copy file transfer feature. With this what will happen is that the file will remain secure in Intuit Database Server, where you can exchange data securely, with your accountant! In this article learn how to use an Accountant’s copy working file.

Before applying the course of work that lies ahead, a few things need your attention:

  • Do check the compatibility of QuickBooks Desktop versions and Accountant’s Copy (the gap between both versions should not be more than 12 months)
  • Set a dividing date defining a fiscal timeline that the accountant can start working on
  • If in need to void the Accountant’s Copy, just remove the Accountant’s copy restriction

After the above are done!

Here’s how to make an Accountant’s Copy with file transfer feature work:

Client-side:

  1. Create an Accountant’s copy export file with an extension of (.QBX)
  2. Then, you need to send this to your accountant
  3. Now you’re ready to work on the working file, you were working on i.e (.QBW)

Here, the system will send an email to an accountant to download the link to this file

Accountant-side:

How to use an Accountant's Copy working file?

FIG 1

How to use an QuickBooks Accountant's Copy working file

FIG 2

  1. The accountant opens the link in the email Fig 1 and downloads it
  2. A window prompt as such Fig 2 will appear, click save
  3. Now, there are two distinct ways to work with the QuickBooks Accountant copy with an extension of (.QBX) export file

Method 1 You can convert the downloaded file into an Accountant’s Copy working file (.QBA), and this will save your changes automatically in the client’s company file

or

Method 2 You can convert the downloaded file into a Company File (.QBW), unfortunately, changes will not take place automatically

It’s your choice, which way you pick!

In case you decide, to convert it in a company file, you need to follow the steps given below:

  • Open the file 
  • Create a working file with an extension of (.QBW) and work on data
  •  Make changes to your client’s books
  • Now, save your changes and create an import file with an extension of (.QBY), and this file will be saved on Intuit server
  • Now, a client can open this import file to apply all the moderations the accountant did to the company’s file.

Note:  this choice is good only if a client doesn’t record any transactions while you perform your work. Otherwise, those transactions will get lost on the replacement of the company file

But, sometimes Client Working With an Accountant’s Copy with an extension of (.QBY) Import File receives Import Failed Message so, we will stick with Method 1 (i.e. Accountant’s Copy working file)

To implement this:

Step1: Ensure you’re using QuickBooks’ Accountant Edition

  1. From the File list, tap Toggle to Another Edition.
  2. Now check whether Premier accountant Edition-Home is greyed out. If it’s not tap the radio button.
  3. Select Next, and Toggle. You can toggle back once you’re done with work.

Step2: Convert the accountant’s copy to a working file 

  • From the File list, Click on the Open and Restore Company option
  • Choose to Convert an Accountant’s Copy Transfer File,
  • Press Next, and Next and again Next for Can and Can’t dos.
  1. Find and open the accountant’s copy with an extension of ( .QBX)
  2. Confirm to convert file
  3. Rename and Save

Step3: Make changes and

Step4: Send the changes to your client

That’s all, you have your work completed!

How Will a Client Import or bring in an Accountant’s Work From a received Import File?

A client can bring in an accountant’s work created in QuickBooks Accountant Copy import file with an extension of (.QBY) in simple steps:

First, the client has to receive the file and save it with an extension of (.QBY) file on the computer.  As most of the QuickBooks (.QBY) extension files have a small size, the file will get transmitted by email without any hassle.

Now Follow these:

  • Tap on > File list
  • Then, Click on Accountants Copy
  • Tap Import Accountants Changes in the sub-menu.
  • QuickBooks will create a prompt to help you create a backup of your files, which is good as a precaution. So, do make it!

Note: This Import Accountants Changes sub-menu is available only if you’ve got an Outstanding Accountants copy.

Contact QuickBooks Desktop Support Experts

In case, if you face trouble when you are trying to import or convert QuickBooks accountant copy into a working file. Contact QuickBooks desktop support agents at +1888-727-4587. We are independent QuickBooks desktop experts offering quick & flexible QuickBooks desktop training & support.

how to send an accountant's copy of quickbooks

How to Send an Accountant’s Copy of QuickBooks

 Quick Guide on How to Create & Send QuickBooks Accountant’s Copy

QuickBooks is an extremely popular accounting software used globally by businesses of every scale and size. It offers a plethora of features, one of which is QuickBooks Accountant Copy. As the name suggests, it helps you collaborate with your account on QuickBooks Desktop. In this article, learn how to send an accountant’s copy of QuickBooks company file.

how to create & send accountant's copy of QuickBooks

With an Accountant’s Copy, you will be able to send your company file to your accountant without stopping your work. You will be able to import the changes made by your accountant and merge them with your changes easily.

How to Send an Accountant’s Copy of QuickBooks (Step by Step Guide)

Before proceeding with the tutorial, you need to decide on a dividing date. Once you have created the Accountant’s copy, you will be able to enter transactions for dates only after the dividing date. Once you have checked the company file and decided a dividing data, follow the below-given procedure.

IMPORTANT: If you are using the QuickBooks Desktop Enterprise version, you need to turn off Advanced Inventory features before proceeding. You can turn them on after sending the Accountant’s copy.

  1. In QuickBooks, go to File and chose to Send Company File.
  2. Click Accountants Copy and chose Client Activities.
  3. Click Save File and select Next.
  4. Select Accountant’s Copy and click Next.
  5. Enter the desired dividing data and click Next.

You will now have an Accountant’s copy in a .qbx file format. And you are equipped with the knowledge of how to send an accountant’s copy of QuickBooks.

how to send an accountant's copy of quickbooks

You can give it to your accountant on a USB flash drive or via a cloud-sharing service. 

Use QuickBook’s built-in feature to Send an Accountant’s Copy

Follow these steps to use the built-in feature to send an accountant’s copy of the QuickBooks company file:

  1. Follow the above-given steps 1 and 2. Then, click ‘Send to Accountant’ and hit ‘Next’.
  2. Type the dividing data and click ‘Next.
  3. Enter the email address of your accountant.
  4. Create a password for the file (share this with your accountant).
  5. Click ‘Send’.

NOTE: If you had turned off the Advanced Inventory feature, you can now turn it on again.

‘Unable to Create Accountant’s Copy’ QuickBooks Error

Sometimes, while creating an accountant’s copy, you might get a QuickBooks error that does not let you do so. It might happen if your QuickBooks is not updated or if the Company file is damaged.

The error can also come up due to firewall blocking, slow internet connection, or server error. It can also occur if you use the File Transfer service in QuickBook to send the Accountant’s Copy.

How to Fix Unable to Create Accountant’s Copy Error

First, ensure you are using the latest version of the QuickBooks Desktop app.

To do this, open QuickBooks and go to Help. Choose Update QuickBooks Desktop. Then click on ‘Get Updates’. Once the update has been downloaded and installed, restart QuickBooks.

Make sure the company file does not have any special characters in its name.

If there’s a special character in the file name of your QuickBooks company file, you can simply right-click on it to rename it. Sometimes, removing special characters can help resolve the error.

If the company file size is larger than 200 MB, you might face encounter this error when sending it via the File Transfer service.

You can alternatively upload the .qbx or .qby file to a cloud storage service like OneDrive or Google Drive and share it with your accountant.

The company file is corrupted or damaged.

You may be unable to create an Accountant’s Copy if your company file is damaged. You can easily fix this problem with the QuickBooks file doctor tool. The tool can resolve various errors related to network and company files. This tool can be downloaded from the Intuit website or the QuickBooks Tool hub. If you still can’t make an Accountant’s Copy file, move on to the next solution.

You might not have security permissions.

Locate the QuickBooks company file and right-click on it. Choose the ‘Sharing and Security option and click on ‘Permission’. Now choose the ‘Add/Browse’ option and find the current user through which you are accessing the file.

Give all the read and write permissions to the user and then try creating an Accountant’s Copy again.

Conclusion – Contact QuickBooks Desktop Accounting Experts

If you are unable to create an Accountant’s Copy in QuickBooks due to this error, you should try reinstalling your QuickBooks Desktop. You can also take help from your accountant or get in touch with the QuickBooks desktop support team at +1888-727-4587.

QuickBooks Accountant Copy

QuickBooks Accountant Copy

What is Accountant Copy and How to Use It in QuickBooks Desktop?

If you manage your reckonings in QuickBooks Desktop by yourself. You are required to send the company file to your accountant for review. You will clearly use the QuickBooks Accountant Copy feature in QuickBooks Desktop.

QuickBooks Accountant Copy

It is a wondrous feature in QuickBooks desktop that allows you to create and send a copy of the company file to your Accountant without you having to stop your work while they check the files.

How Does the QuickBooks Accountant Copy Work?

You might frequently need to send QuickBooks company files to your accountant, and it is impractical to wait for them to send the files back. Instead, QuickBooks Accountant Copy can allow your accountant to make any changes while you continue working on the file, and then you can just merge the changes by importing the Accountant Copy.

How to Create Accountant Copy in QuickBooks Desktop?

QuickBooks offers two ways to create and send an Accountant’s Copy. You can either put it on a flash drive or upload it on a cloud drive. You can also use QuickBook’s built-in File Transfer Service.

To create a QuickBooks Accountant Copy,

  1. Open QuickBooks, click on File, and select Send Company File.
  2. Go to Accountant Copy, then Client Activities, and click on Save File.
  3. Then click Next and choose Accountant’s Copy.
  4. Click Next, choose the dividing date, then hit Next.

You will now get QuickBooks Desktop Accountant Copy in a .qbx file format. You can give it to your Accountant on a USB flash drive or send it over email or a cloud service like OneDrive, Dropbox, Google Drive, etc.

How to Send Accountant’s Copy via QuickBooks File Transfer Service?

  1. In the File menu, go to Send Company File.
  2. Select Accountant Copy and go for the option Client Activities.
  3. Click Send to Accountant and hit Next.
  4. Choose the dividing date and click ‘Next.
  5. Type your Accountant’s and your email address.
  6. Enter a password for the file and share it with your accountant.
  7. Click Send.

Once the file is sent, the Accountant’s Copy is available to download for two weeks before it gets deleted from the servers.

How to Import a QuickBooks Accountant Copy Change File?

Once your accountant has reviewed the Accountant’s Copy file and made changes to it, they can send it back to you in a change file format (.qby).

If they send it through the Web, you will get an email notifying you of the same and asking you to download the file within 30 days.

To import these changes directly into your QuickBooks file, you need to open the company file that you used to create the Accountant’s Copy.

Then follow these steps:

  1. Click File and choose Accountant Copy.
  2. Go to Client Activities and click on Import Accountant’s Changes from Web.

QuickBooks will download the file and open the change listing.

QuickBooks accountant copy file

If you already have the change file, you can select the Import Accountant’s Changes from File option in Client Activities to open it directly. Or, you can just double-click the .qby file to open it (make sure your original company file is open).

How to Incorporate Your QuickBooks Accountant Copy Changes?

After you have successfully opened the change file,

  1. Go through the changes made by your accountant and ensure that none of the changes made by your accountant conflict with your work. In case it does, you’ll get a message below the change with additional instructions.
  2. If you want to keep a record of the changes, you can save it as a PDF file or print it.
  3. Once you have reviewed the files and are satisfied with the changes, click on Incorporate Accountant’s Changes and hit OK. (If you don’t want to import the changes, just close the file.)
  4. A window will open up instructing you to Save a Backup Copy of your company file. Pick a folder for the backup and click OK. Close the window when the process is completed.

Note: During this process, the title bar will display a warning saying Accountant’s Changes Pending. Once you have incorporated the changes, this warning will go away.

Reach out to QuickBooks Desktop Experts & Get Help With Accountant Copy in QuickBooks Desktop

Using a QuickBooks Accountant’s Copy can save a lot of time and make it easy for you to collaborate with your accountant. In case you are unable to follow any of these instructions, ask your accountant for help or reach out to QuickBooks Desktop support experts at +1888-727-4587.