What If: I need to send QuickBooks Data to My Accountant for Changes?

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What If

What If

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Accountants Copy

Intuit - QuickBooks

Accountants Copy

An Accountant’s Copy is one of the most efficient methods of sharing your data since it enables your accountant to work in the data file from their own office without interrupting your own day-to-day work.

There are several ways you can send an Accountant’s Copy to your accountant:

  1. Send a copy of your data to your accountant via Intuit’s Accountant’s Copy File Transfer Service.
  2. Attach the Accountant’s Copy file you save to an email which you then send to your accountant.
  3. Copy the Accountant’s Copy file you save it to a USB (flash) drive or other storage device which you then send to your accountant.
  4. While there may be other methods available, the three listed above are the primary methods recommended by Intuit.

When using an Accountant’s Copy you and your accountant should agree as to the ‘dividing date’ that will be set. The dividing date is a specific date you set which determines the restrictions you and your accountant will have when adding or editing transactions.

As a general rule, your accountant will be working on transactions on or before the ‘dividing date’, and you cannot make any changes to transactions prior to the ‘dividing date’.  You will be working normally conducting business consisting of transactions that occur AFTER the ‘dividing date’.  You accountant cannot work on transactions after the ‘dividing date’.

To create an accountant's copy file and send it to your accountant WITHOUT using Intuit’s file transfer service, follow these steps:

  1. Go to File > Accountant's Copy > Save File
  2. Select Accountant's Copy (See Figure 2 above) and click Next
  3. Set the Dividing Date (per the discussion above) and then click Next
  4. Select a location to save the file (typically your ‘desktop’ ) and click Save
  5. Send the Accountant's copy transfer file (.qbx) to your accountant via email (as an attachment) or digital media (such as a flash drive)
  6. Continue conducting business normally working on transactions AFTER the ‘dividing date’.

(Important note:  If you are using QuickBooks Enterprise Solutions and Advanced Inventory, you must disable Advanced Inventory before creating an accountant's copy or importing any changes.)

To import your accountant’s Accountant Changes file WITHOUT using Intuit’s file transfer service, follow these steps:

  1. You accountant will send you his Accountant Change file by attaching it to an email, or copying it to digital media (such as a flash drive).
  2. Save the Accountant Change file (.qby) to your computer (typically your ‘desktop’).
  3. Go to File > Accountant’s Copy > Client Activities > Import Accountant’s Changes from File.
  4. Follow the on-screen instructions.

When completed the changes, corrections and adjustments your accountant made will be incorporated into your QuickBooks Company file.