QuickBooks Accountant’s Copy: How to Create, Send and Import

Posted by on Feb 28, 2012 in QuickBooks Tips | 0 comments

An Accountant’s Copy in QuickBooks is usually created so that the Accountant can do work on the company file at the end of the fiscal year. While the Accountant does the work, you as the end-user can still be working on the new fiscal year but you will not be allowed to go back to the previous year. This is done to protect the integrity of the data that the Accountant is working on.

Once the Accountant is finished making changes and creating the year-end adjusting journal entries, he or she will return the copy so that it can be imported into the working company file with the additions completed. This then updates the company file without affecting any work that was done after what is called the dividing date.

The following is how the Accountant Copy is processed from the beginning.

To create, go to the Menu Bar/File/Accountant’s Copy/Client Activities/Send to Accountant.

This will open up the Send Accountant’s Copy screen where you will need to fill in the Accountant’s e-mail address, Your Name and your e-mail address.

The second part of this screen will ask you to create a password and add any information that the accountant will need, but not the password that you created.

Setting the Dividing Date will be an important step, as you need to discuss with your Accountant what date to use. There will be occasions when the Accountant needs a copy to do other types of work that are not related to year-end.

With this Dividing Date, the Accountant will work with the company file up to that date, the example here being 12/31/2011. You would then work in the new fiscal year starting on January 1, 2012, but you would not be able to go back to 2011.

Once that date is created you would click on Next.

You will then need to confirm the sending of the Accountant’s Copy by clicking on Next.

The final screen will confirm the successful upload to Intuit’s File Transfer server.

Don’t forget to provide the Accountant with the password so that he or she can open the company file to work with it. At this time the Accountant will receive an email message that will direct he or she to Intuit’s Transfer File Server where they can download this file. That file will have a .QBY extension to distinguish it.

Once the Accountant has finished working with your company file, he or she will contact you so that you can proceed to import the changes into your computer and into your working company file. This file may be imported from the Web, or from a file that the Accountant has created and delivered to you on a memory stick.

To do this go to the Menu Bar/File/Accountant’s Copy/Client Activities/Import Accountant’s Changes from Web or File. In this case I am using a File from a memory stick.

Once I have located the file, I will Open it and allow QuickBooks to import the Changes. Don’t forget to Save these.

I hope this helps you to understand how to create, send and import an Accountant’s File and what it is used for.

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