The Accountant's Copy feature allows accountants and their clients to work on the client’s company file at the same time. When the accountant is finished working with the accountant’s copy, the client will import the accountant’s changes into their company file. Review this article to maximize the functionality of this feature and prevent any situation that will cause you to lose important data and time consuming work.
This article will cover FAQs and common workflow of accountant’s copy. See QuickBooks Accountant's Copy and QuickBooks Mac if you are using QuickBooks for Mac.
To check your release, open QuickBooks and hit the F2 key (or Hold Ctrl + 1).
For instructions on updating your QuickBooks release, see Update your installation of QuickBooks Desktop to the latest release
An Accountant's Copy will prevent you from making any changes that may conflict with your client's work. Some fields may be disabled in an Accountant's Copy. In other areas, you may see fields with a highlighted background.
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.
Reconciliation will be retained if:
It is best to verify with your accountant if they would like to perform the reconciliation on the accountant’s copy that
you provided before you reconcile your accounts. However, there are situations that reconciled transactions are not
importing with the accountant’s copy
Ideally, Accountant’s copy should be opened in the same version (year) of QuickBooks. However, you can still open and work on the accountant’s copy using a different version as long as the gap is just one year (given that the accountant have the higher version).
If client has
Accountant must have
For QuickBooks Desktop Enterprise users:
For QuickBooks Desktop Enterprise Users: Advanced inventory (AI) must be turned off in order to create an Accountant's Copy
To turn off Advanced Inventory:
Method 1: Create and send the Accountant's Copy without using the file transfer service
Method 2: Create and send the Accountant’s Copy using the Accountant File Transfer Service (ACFT)
For all versions of QuickBooks Desktop:
Method 1: Create the Accountant change file WITHOUT using ACFT
Method 2: Create the Accountant Change file using ACFT
Method 1: Import the changes WITHOUT using ACFT
Method 2: Import the changes using ACFT
After successfully opening the accounting’s copy using any of the any of the methods described above, continue with the following steps.
There are situations that might require you to remove the Accountant’s Copy Restriction. However, if you decide to remove this restriction, YOU WILL NOT BE ABLE TO IMPORT YOUR ACCOUNTANT’S CHANGES, instead you have to manually enter the changes to company file or redo the entire process.
Important: Removing the Accountant’s Copy restriction is IRREVERSIBLE. Consult your accountant before you remove the Accountant’s Copy restriction.
To remove the 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.
Intuit QuickBooks Accountant's Copy Support Articles
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