Accountant's Copy allows accountants and clients to work on a company file at the same time. Review this article to maximize the functionality of this feature and prevent any situation that will make you lose important data.
This article cover FAQs and common workflow of accountant’s copy. See QuickBooks Accountant's Copy and QuickBooks Mac if you are using QuickBooks for Mac.
QuickBooks Desktop prevents accountants to edit information or transactions that may conflict to their client's work. Accountants may encounter disabled or sometimes highlighted areas while working on a client's file.On the other hand, the program prevents clients to edit information that is within the dividing date since that is the period that the accountant needs to work on.
Accountant (.qba file)
Generally, you can only view lists in an Accountant's Copy, but there are exceptions. You can edit and delete list items, and make any list items you create in the Accountant's Copy inactive. However, ou can For lists with items created on or before the dividing date, you can only view the lists.
Client (.qbw file with pending accountant’s changes)
While the accountant is making changes to the Accountant's Copy, the client can make most changes to transactions in the current period, after the dividing date.
It is best to verify with your accountant if they would like to perform the reconciliation on the Accountant’s Copy before you reconcile your accounts. The maximum number of transactions a single reconciliation (if performed in an Accountant's Copy) can handle is 800. If the the number of transactions is more than 800, The reconciliation will not import into the client's file.
Ideally, you should open an Accountant's Copy using the same version (year) of QuickBooks Desktop however, you can still open and work on the Accountant’s Copy using a different version as long as the gap between the client's and accountant's QuickBooks is just one year (given that the accountant has the higher version).
By default, the Automated Password Reset Tool displays company files (.QBW). To include Accountant's Copy .(.QBA), add *.* in the File name field.
Method 1: Create and send the Accountant's Copy without using the file transfer service
Convert Accountant's Copy (.QBX) to Accountant's Working file (.QBA)
Download accountant's copy transfer file sent through intuit servers
Important: Ensure there is no asterisk (*) in the file name field when saving the Accountant's Change file.
Situations like data damage may require you to remove the Accountant’s Copy Restriction. Once the restriction is removed, you can no longer import the changes from the current Accountant's Copy. You have the option to send another Accountant's Copy to your accountant or manually enter the Accountant's Changes.
Important: Removing this restriction is IRREVERSIBLE and will make the changes from the current Accountant's Copy impossible to be imported to the client's file. Make sure to consult your accountant and create a backup copy of your file before removing the Accountant's Copy Restriction.
To remove Accountant's Copy Restriction
If your QuickBooks Desktop company file's data becomes damaged, no backup is available, and you have an Accountant's Copy of the file (.qba or .qbx), QuickBooks Desktop can convert the Accountant's Copy to a working QuickBooks Desktop data file (.qbw). You will need to reenter any changes you made to your company file after the Accountant's Copy was created.
To convert an Accountant's Copy (.QBA) to a regular company file (.QBW)
Intuit QuickBooks Accountant's Copy Support Articles
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