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What an accountant can do in an Accountant's Copy

As an accountant working in an Accountant's Copy, you can work on transactions dated on or before the dividing date. Your client continues to work in the company file on transactions dated after the dividing date. To prevent your work from conflicting with your client's work, there are limitations to what you can do in an Accountant's Copy.

Note: If the restrictions on using an Accountant's Copy won't accommodate your situation, you can convert it to a regular company file. If you do this, your client will not be able to automatically import your changes. He or she will have to enter your changes manually in the company file.

How do I know what I can do?

An Accountant's Copy prevents 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.

  • Highlighted background. Information you enter in fields with a highlighted background will be included in changes you send back to your client.

  • Without highlighted background. For fields without the highlighted background, you can change the information in the field if it helps you with your work, but that information will not be included in the changes you send back to your client.

Accountant's Copy Fields

Transaction restrictions in Accountant's Copy

In an Accountant's Copy, you can add, edit, void, and delete most transactions. However, you can't add, edit, void, or delete the following transactions:

  • Payroll

  • Nonposting transactions (such as estimates, sales orders)

  • Transfer of funds between accounts

  • Build assemblies

  • Sales tax payments

You can add or delete, but not edit or void:

  • Bill payments by credit card

You can add, delete, and edit, but not void:

  • Payments received

Reconciliation restrictions in Accountant's Copy

You can reconcile any period that ends before the dividing date, and your changes will be sent back to your client. Also, if you change the reconcile status of a transaction in the register, the change will go back to your client.

You can also reconcile periods ending after the dividing date if it helps you with your work, but those changes won't be sent back to your client. You can unreconcile any period.

List restrictions in Accountant's Copy

Note: The chart of accounts has no restrictions. You can work with the chart of accounts as you would in a regular QuickBooks 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. For lists with items dated before the Accountant's Copy was created, you can only view the lists. You can edit the following lists:

  • Item list

    Note: Although you can edit an item in the Accountant's Copy, you can't change it to another type.

  • Vendor list

Also, you can add items to the following lists:

  • Class list

  • Customer list

  • Vendor list

  • Employee list

  • Item list

  • Fixed asset item

  • Sales tax code list (you can't edit or inactivate items on this list)

  • Other names list

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