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QuickBooks Accountant’s Copy – Most Amazing Features

The Accountant’s copy is an advanced QuickBooks feature which allows accountants and their clients to work on the client’s company file simultaneously.

Once the accountant has finished working with the accountant’s copy, the client will import the accountant’s changes into their company file. Use the tips mentioned in this blog post to make maximum use of the functionality of this feature and defend against any situation that will cause you to drain important data and time-consuming work.

Warning

 

Feature of QuickBooks

Information Details

Accountant’s Copy Terminology

2.Dividing Date It will decide the fiscal period for which the accountant will work on. In case you provide your accountant with an accountant’s copy, then the accountant can only modify the transactions that are performed on or before the dividing date. Just opposite to this, the client can only alter the transactions that happen after the dividing date unless they eliminate the accountant’s copy restriction.5.QBYAccountant’s copy import file: The exported version of the changes that the accountant made. This is the file required by the client sto import to their .qbw file.

S.No Name Description
1. Accountant File Transfer Service(ACFT)* An Intuit service that enables clients and accountants to send accountant’s copy within the Intuit servers. In spite of saving the accountant’s copy file on your computer system or thumb drive, QuickBooks send it to your accountant’s copy (.qbx) to the intuit server that will trigger the system to transmit a download link for your .qbx file to your accountant via email.
2. Dividing Date It will decide the fiscal period for which the accountant will work on. In case you provide your accountant with an accountant’s copy, then the accountant can only modify the transactions that are performed on or before the dividing date. Just opposite to this, the client can only alter the transactions that happen after the dividing date unless they eliminate the accountant’s copy restriction.
3. QBX Accountant’s review copy (export file): A file’s copy is exported from a .qbw file. It is the copy that will be send to your accountant.
4. QBA QuickBooks Accountant copy working file: Once the accountant has restored the .qbx file, then that restored version is called .qba file. This is where the accountant input all of the corrections.
5. .QBY Accountant’s copy import file: The exported version of the changes that the accountant made. This is the file required by the client sto import to their .qbw file.

Accountant’s Copy Constraint

An Accountant’s Copy will stop you from making any changes that will make conflicts in your client’s work. Some fields can be disabled in an Accountant’s Copy. In several other areas, you shall see fields with a highlighted background.

1. Highlighted background:
Data that is entered in fields with a highlighted background will remain included in changes you send back to your client.

2. Without highlighted background:
For fields that do not have the highlighted background, you can alter the data/information in the field if it provides you with your work, but that details will not be included in the modifications that are send back to your client.

QB Accountant Copy

Accountant (.qba file)

What Can be done
Typically, the lists in an Accountant’s Copy only can be viewed. However ,there are exceptions. You may edit and delete list items, and create any list items you made in the Accountant’s Copy inactive. Although, you can For lists with items are created on or before the dividing date, you will be allowed to view the lists only.

List

You can Add item to the following list:
1. Class List
2. Fixed Asset Item
3. Customer List
4. Item List
5. Other Names List
6. Employee List
7. Sales Tax Code List (you cannot edit or mark items on this list as inactive)
8. Vendor List
Edit items on the following lists:
1. Item List (you are allowed to edit an item in the Accountant’s Copy, but you can’t change it to another type.)
2. Vendor List
Transaction
1. You can Add, edit and delete most varieties of transactions dated on or before the dividing date.
2. You can Add new transactions dated after the diving date.
3. Account and tax information can be edited for existing items. Tax line mapping cannot be revert back to the client.
4. Temporarily change decisions.
5. Make adjusting entries.

Other

1. Print 1099 and 1096 forms in the historical period.
2. Design, adjust, and print 941, 940, and W-2 forms. Amendments cannot be revert back to the client.
3. Create new reports.
4. Add new customers, vendors, employees, and items. Few exceptions apply and display as disabled fields in the Accountant’s Copy.

What you CAN’T do

List
1. You cannot Add, edit, void or delete build assemblies.
2. You are not allowed to Change the type of an item.
3. You cannot Delete and merge existing accounts.
4. You are not allowed entering vehicle mileage.

Payroll
1. You cannot Add, edit or delete payroll items.
2. You are not allowed to Create, edit, delete or Direct Deposit checks for 1099 vendors.
3. You are not allowed to Create, edit, delete or void paychecks.
4. Entering, editing or deleting timesheet data is not allowed.
5. You cannot Send Assisted Payroll Data or Direct Deposits to intuit.

Transaction
1. You cannot Add, delete and edit (but not void) payments received.
2. You cannot Add, edit, void or delete sales tax payments.
3. You cannot Add or use credit card processing.
4. You are not allowed to create non-Posting transactions such as estimates and sales orders.
5. You cannot Edit or void bill payments by credit card.
6. Transfer funds between accounts.

Other
1. You cannot Import data from Excel, QuickBooks timer files and Web Connect.
2. You cannot Manage service keys (buy additional license).
3. You are not allowed to Use planning & budgeting tools.
4. You cannot use online banking services.
5. You cannot send user or password changes back to client.
6. You are not allowed to send the changes to memorized reports back to client.
7. You cannot send the changes to preferences back to the client.
Client (.qbw file with pending accountant’s changes)
During the process in which the accountant is making changes in the Accountant’s Copy, the client can perform most changes to transactions in the current period, after the dividing date.

What CAN be performed

1. You can Add new entries to any of your lists.
2. You are allowed to create, edit and delete transactions.
3. You are allowed to Edit the information of list.

What CAN’T be done
1. You are not allowed to Edit or delete existing accounts
2. You cannot Reconcile your accounts

Important Note
1. QuickBooks Premier Accountant and Enterprise Accountant Edition can convert a transfer file (.qbx) to an accountant’s copy working file (.qba).
2. QuickBooks Enterprise Solutions (QBES) files are operated in the same way as other versions of QuickBooks,
3. but they Should be opened, converted, exported and imported to and from Enterprise Solutions.
4. An Enterprise Accountant’s Copy Review/Transfer file must be used in QuickBooks Premier or Pro.

Smart Tips and Tricks:
Once the transfer (.qbx) file is transmitted successfully, the dividing date will be reflected at the top in most part of your QuickBooks Desktop, alongside the name of the company file.

Step by Step process to Download Accountant’s Copy transfer file sent through Intuit servers

Step 1:
Open the email from [email protected] and select the download link in the third paragraph.

Important Note:
In case you do not have the email or if the links are not available, the client forward their notification to you.

Step 2:

You must be able to download the .qbx file. It will either be in your default download location or you will be asked where to save it (location), depending on your browser (the desktop is fine).
Step 3:
Restore the .qbx file.
Step 4:
Go to the File menu, Select Open and Restore Company.
Step 5:
Choose Convert an Accountant’s Copy Transfer File and select Next twice.
Step 6:
Browse for the location of the company file.
Step 7:
Choose the file and select Open.
Step 8:
Input the file transfer password that have been provided to you by your client and select OK. This is normally NOT the regular password you would use to access the file and that CANNOT be removed or changed by Intuit.
Step 9:

A dialog box will get opened with instructions about naming and saving the file. Select OK.
Step 10:
Select the location where you want to save the file.
Step 11:
Click Save.

Export Accountant’s Changes (Accountant Change File .qby)

 

Approach 1:
Design the Accountant change file WITHOUT using ACFT
Step 1:
Go to the File menu, select Send Company File.
Step 2:
Choose Accountant’s Copy and select View / Export Changes for Client.

Export Accountant’s Changes

Step 3:
(Recommended) Print or save the changes as PDF.
Step 4:
Select Create Change File.

Export Accountant File

Approach 2:  
Make the Accountant Change file using ACFT
Step 1:
Go to the File menu, select Send Company File.
Step 2:
Choose Accountant’s Copy and select View / Export Changes for Client.

Account QuickBooks

Step 3:
It is Recommended to Print or save the changes as PDF.
Step 4:
Select Send changes to client.

Account QB in PDF Format

Smart tip and Trick

You need to click on expand (+) to display the detailed information of the changes that you made.

Import Accountant’s Changes

Approach 1: Import the changes WITHOUT using ACFT

For QuickBooks Desktop 2015 and later

Step 1:
Go to the File menu, choose Send Company File.
Step 2:
Choose Accountant’s Copy and click Client Activities.
Step 3:
Select Import Accountant’s Changes from File.

QuickBooks Desktop 2015

For QuickBooks Desktop 2014

Step 1:
Go to the File menu, select Accountant’s Copy.
Step 2:
choose Client Activities and select Import Accountant’s Changes from File.

Import Accountant’s QuickBooks

Approach 2: Import the changes using ACFT

QuickBooks Desktop 2015 and later

Step 1:
Go to the File menu, select Send Company File.
Step 2:
Choose Accountant’s Copy and select Client Activities.
Step 3:Select Import Accountant’s Changes from Web.

 Import Accountant’s Changes

For QuickBooks Desktop 2014

Step 1:
Go to the File menu, select Accountant’s Copy.
Step 2:
Choose Client Activities and select Import Accountant’s Changes from Web.

For QuickBooks Desktop 2014

Once the accounting’s copy has been opened successfully using any of the above-mentioned methods , continue with the following steps.

Step 1:
Review your Accountant’s Changes. You can make use of the [+] and [-] symbols to expand or collapse every change to see the information. To view or hide details for all the changes, select Expand All or Collapse All.

In case of any of your Accountant’s Changes conflict with work that you’ve done since saving the Accountant’s Copy, a message is displayed below to reflect the changes with an explanation of what to do.

Step 2:
It is Recommended to click Print to print a copy of your Accountant’s Changes, or select Save As PDF to save a PDF file of your changes. This step is suggested so that you can have a record of your Accountant’s Changes.

Step 3:
Once the changes have been reviewed, click Incorporate Accountant’s Changes. Or select Close in case you choose not to import the changes.

Step 4:
Select OK to close the QuickBooks Desktop windows.

Step 5:
Select OK to back up your company file. Go to the Save Backup Copy window, choose a location for your backup file and select OK. select OK again when the backup is complete.

Step 6:
View again the incorporated changes in the Incorporate Accountant’s Changes window. In case your accountant made changes that conflict with work what you have done since saving the Accountant’s Copy, the Incorporate Accountant’s Changes windows show the messages that describe the conflict and what you must do.

Moreover, this is the last opportunity to take the print of a hardcopy of your accountant’s changes.
Step 7:
After you’ve reviewed the changes, select Close.
Removing the Accountant’s Copy Restriction
There are some situations that may require you to eliminate the Accountant’s Copy Restriction. Although, if you have decided to remove this restriction, YOU can’t IMPORT YOUR ACCOUNTANT’S CHANGES, rather you have to manually input the changes to company file or do the entire process again.

Important Note :

Deleting the Accountant’s Copy restriction is unchangeable. Discuss your accountant prior of removing the Accountant’s Copy restriction.
Step by Step Process to Remove Accountant’s Copy Restriction

For QuickBooks Desktop 2015 and later

Step 1:
Go to the File menu, choose Send Company File.
Step 2:
Select Accountant’s Copy.
Step 3:
Select Client Activities.
Step 4:

Select Remove Restrictions.
Step 5:
Click to select the Yes, I want to remove the Accountant’s Copy restrictions check box.
Step 6:
Select OK.

Accountant's Copy restrictions

For QuickBooks Desktop 2014:
Step 1:
Go to the File menu, choose Accountant’s Copy.
Step 2:
Select Client Activities.
Step 3:
Select Remove Restrictions.
Step 4:
Click to choose the Yes, I want to remove the Accountant’s Copy restrictions check box.
Step 5:
Click OK

QB Accountant's Copy.

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