Complications of the Accountant’s Copy

An Accountant’s Copy is a copy of your QuickBooks desktop company file your accountant (or financial consultant) can use to make changes in while you continue to work in the original. When your accountant is done, you then import your accountant’s changes into your company file.Accountant's Copy

Important: You cannot create an Accountant’s Copy if you have transactions that need to be sent to Intuit for processing (such as Assisted Payroll or Direct Deposit payments). You must send all pending transactions before you create an Accountant’s Copy.

What you should know about Accountant’s Copy

  • When you create an Accountant’s Copy, you set a dividing date. You work with transactions dated after the dividing date, and your accountant works with transactions dated on or before the dividing date.
  • Though you can continue to work in your company file after you giving your accountant an Accountant’s Copy, you may not be able to do everything you would normally do. Find out what you can do while your accountant is using the Accountant’s Copy (below).
  • Please do not remove the Accountant’s Copy restrictions.

How it works

  1. Create an Accountant’s Copy and send it to your accountant using these steps:
    a. Choose File > Accountant’s Copy > Save File.
    b. Confirm you want to create an Accountant’s Copy and click Next.
    c. Choose a dividing date.
    d. Click Next.
    e. (Optional) Change the suggested location for the file and the filename that QuickBooks suggests for the accountant’s copy. The file must have a .qbx extension.
    f. Click Save.
    g. Give the Accountant’s Copy transfer file (.qbx) to your accountant and continue work.

2. Continue working on transactions dated after the dividing date.
3. When our work is complete, we will send you an accountant’s change file.
4. Review and import changes into your company file.

While the accountants is working with the Accountant’s Copy, you can continue to work in the current period (after the dividing date). To prevent your work from conflicting with the accountant’s, there are limitations to what you can do after creating an Accountant’s Copy.

  • Transactions:
    • You can work only on transactions dated after the dividing date.
  • Accounts:
    • You can add a new account, but you cannot add a new subaccount to an existing account.
    • Existing accounts: You cannot edit, merge, or make an existing account inactive.
    • New accounts: You can edit an account or make any account inactive that you created while we have the Accountant’s Copy.
  • Lists (other than Chart of Accounts):
    • You can edit, sort, and make list items inactive.
    • You cannot delete or merge list items.
  • Reconciling:
    • Do not reconcile your accounts while we have your Accountant’s Copy.
    • Any reconciliations you did will be undone when you import your accountant’s changes.

It is very important that you do not remove permissions for the Accountant’s Copy and that you import the changes your accountant provides or your company file will not be accurate and up-to-date.

You can see from the procedure described above, using the Accountant’s Copy of QuickBooks for the desktop versions is complex and should be utilized with caution.

If you are looking for a less complicated way to share your QuickBooks file with your accountant (or bookkeeper), check out Qbox. Qbox allows you to share your actual QuickBooks file, as well as other documents, with your accountant without worrying about making a backup or using the Accountant’s Copy feature. It uses a unique, easy-to-use folder sharing technology.

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