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What is the Accountant's Copy?

Accountant's Copy Overview

An Accountant's copy allows an accountant to review and edit a client's company file while at the same time the client can continue using the file at their office.

Create an Accountant's Copy (for clients)

In QuickBooks 2008 or later:

  1. Go to the File menu, click Accountant's Copy, click Client Activities, and then click Create Accountant's Copy.
  2. Click Next.
  3. Enter a Dividing Date. The dividing date is the date that separates the part of your company you'll be able to work on from the part your accountant will work on.
  4. Click Next.
  5. (Optional) Change the filename that QuickBooks suggests for the accountant's copy. The file must have a .QBX extension.
  6. (Optional) Change the suggested location for the file.
  7. Click Save. The QuickBooks application title bar now shows "Accountant's Changes Pending."
  8. Give the .QBX file to your accountant.
  9. Continue working with your company data.
Note:  In QuickBooks 2010 or later you can now Receive an Accoutant's Copy over the Interenet
 
In previous versions of QuickBooks:
  1. From client's computer, open the company file you wish to create the Accountant's Copy.
  2. From the File menu, select Accountant's Review, then Create Accountant's Copy.
  3. A Close All Windows warning message may appear. Click OK to continue.
  4. In the Save Accountant's Copy to window, select the location of where you want to save the file.
  5. In the File name: field, enter the desired file name (For example, abcMarch142005.qbx).
  6. Click Save.
  7. An Accountant's Copy message may appear if you are saving the file on your hard drive. Click Yes to continue.
  8. Click OK when the Accountant's Copy transfer file has been created.

Once this file is created, the client can e-mail the .qbx file as an attachment or burn it to a CD for the accountant.

The client's file will be limited when an Accountant's Copy exists. Accountant's Copy Exists is stated at the top left corner on the QuickBooks title bar.

To use the Accountant's Copy (for accountants)

In QuickBooks 2008 or later:

When your client has created an Accountant's Copy and given it to you, you'll need to convert the transfer file (.QBX) to an accountant's working file (.QBA).

  1. Go to the File menu, click Accountant's Copy, and then click Convert Accountant's Copy Transfer File.
  2. Review the Accountant's Copy process (optional) and click Next.
  3. Review the Accountant's Copy capabilities and restrictions (optional) and click Next to continue using the Accountant's Copy.
Note: To stop using Accountant's Copy, you can convert to a regular company file. You will lose the capability to work on the file at the same time as your client.
  1. In the Open Accountant's Copy Transfer File window, navigate to the file and click Open.
  2. Click OK to the informational message.
  3. In the Name Accountant's Copy Transfer File window, choose a location, name the file, and click Save. QuickBooks will show the Working window until conversion completes.
  4. Make a note of the dividing date as it determines which transactions you can edit. Click OK.

In earlier versions of QuickBooks:

  1. Open QuickBooks. It must be the same QuickBooks version as the client.
  2. From the File menu, select Accountant's Review, then Start Using Accountant's Copy.
  3. In the Open Accountant's Copy window, select the .qbx file created from above, then click Open.
  4. A Name Accountant's Copy message window may appear. Read the message then click OK.
  5. In the Name Accountant's Copy window, select the location of where you want to save the file.
  6. In the File name: field, enter the desired file name (For example, abcMarch142005.qba).
  7. Click Save.
  8. An Accountant's Copy message appears, click OK to begin using the Accountant's Copy.

Upon completion QuickBooks will open your client's file where you can begin making changes. "Accountant's Copy" appears after the name of the company in the QuickBooks application title bar.

Send the changes back to the client (for accountants)

In QuickBooks 2008 or later:

When you have made all of your changes to your Accountant's Copy, create an export file to give to your client:

  1. Go to the File menu, choose Accountant's Copy, and then click View/Export Changes for Client.
  2. (Optional) Review the changes and add a note. Click Save Note.
  3. (Optional) Click Print to print a copy of your changes.
  4. Click Export.
  5. In the Save Accountant Change File to window, enter the filename and location of the file you are about to create. The filename must have an .QBY extension.
  6. Click Save.
  7. Click OK in the QuickBooks Information window.
  8. Give the export file to your client.

In previous versions of QuickBooks:

  1. Open the working copy with the .qba extension.
  2. From the File menu, select Accountant's Review, then Export Changes for Client.
  3. In the Save Accountant's Export to window, select the location of where you want to save the file.
  4. In the File name: field, enter the desired file name (For example, abcMarch142005.aif).
  5. Click Save.
  6. A QuickBooks Information window appears stating that the export has been created. Click OK.
Import the changes from the accountant (for clients)

When your accountant returns the Accountant's Copy changes file to you, it will have an .QBY extension.

  1. Open the master company file (the latest one that you have on your computer).
  2. Go to the File menu, click Accountant's Copy, click Client Activities, and then click Import Accountant's Changes.
  3. In the Import Accountant's Changes window, locate the accountant's changes file and click Open.
  4. After reviewing your accountant's proposed changes, you can either accept all or none of the changes: Click Import to accept the changes, or click Close to reject them.
Note: If you choose to reject your accountant's changes, be sure to communicate with your accountant about your next step, whether it means getting you a new changes file or cancelling the Accountant's Copy.
  1. Click OK to the messages about backing up your data and closing all windows.
  2. Backing up is a safeguard in case anything goes wrong when you import the changes.
  3. (Optional) If this is the first time you are making a local backup in QuickBooks 2008, click Options to enter the filename and location for the backup file.
  4. Complete the backup.
  5. Review the import results for warnings of potential problems.
  6. Print a copy of the import results. You will not be able to go back after closing the window.
  7. Click Close.

In previous versions of QuickBooks:

  1. Open the original QuickBooks data file with a .qbw extension. QuickBooks should state that an Accountant's Copy Exists.
  2. From the File menu, select Accountant's Review, then Import Accountant's Changes.
  3. A Close All Windows window may appear. Click OK.
  4. An Accountant Import window appears. Click OK to back up the original data file.
  5. In the QuickBooks Backup window, enter a file name and select the location of where you want to save the backup and click OK to back up.
  6. A QuickBooks information window appears stating that the back up successful. Click OK.
  7. The Import Changes from Accountant's Copy window appears, select the export file with the .aif file extension created from above.
  8. Click Open.
  9. A QuickBooks Information window stating that the data has been imported. Click OK. The Accountant's Copy Exists on the title bar disappears.
Cancel an Accountant's Copy

If the Accountant's Copy is ever lost or becomes out dated, the client may choose to cancel the Accountant's Copy.

In QuickBooks 2008 or later:

  1. Go to the File menu, click Accountant's Copy, click Client Activities, and then click Cancel Accountant's Changes.
  2. Type YES if you're sure you want to cancel.

In previous versions of QuickBooks:

  1. From the File menu, select Accountant's Review, then Cancel Accountant's Changes.
  2. An Invalidate Accountant's Copy message appears, click OK.
Note: When working on a client's file, the QuickBooks version must be the same. For example, an Accountant's copy file created in QuickBooks 2007 can only be opened in QuickBooks 2007.
 
The following is a list of different types of files by their respective extensions:
  • .qbw - QuickBooks company data file
  • .qbb - QuickBooks backup file
  • .qbx - Client's copy for accountant
  • .qba - Accountant's working copy
  • .aif - Accountant's changes for client



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