QuickBooks Accountant’s Copy

How to Create a QuickBooks Accountant’s Copy

  1. Open your QuickBooks company file.
  2. Go to File->Accountant’s Copy->Send to Accountant…
  3. Follow the instructions on screen to create and send the accountant’s copy.

You will need to make a couple choices during the process:

  • Set the dividing date: Your accountant will work on or before the dividing date. You will work after the dividing date. If you are sending this for your tax preparation, choose “Custom” and enter the end of your tax year for the dividing date (12/31 for calendar year tax payers).
  • Create a password: This password encrypts the file while it is being transferred. It needs to be at least seven characters, contain at least one number and one uppercase letter.

Be sure to tell your accountant the password you chose…they’ll need it to open the file.

  1. Click “Send” and QuickBooks will begin uploading the file. When the transfer is complete, you can continue working. Your accountant will receive an email letting them know that the file is available to download.

How to Import Accountant’s Changes

  1. If your accountant emails the changes, save the QBY file to your desktop. If they give you a disk, insert it at this time.
  2. Open your QuickBooks company file.
  3. Go to File->Accountant’s Copy->Import Accountant’s Changes…
  4. Follow the instructions on screen to create a backup and import the file you saved to your desktop or browse to the disk you inserted in Step 1.
  5. (optional…but recommended) After QuickBooks tells you that the changes have been imported successfully, go to Company->Set Closing Date… click the “Set Date/Password” button and change the closing date so you don’t accidentally make changes to prior periods. At least make sure this is set to the end of your last tax year.

P.S. If you need to restore QuickBooks to full functionality before you receive your adjustments:

  1. Go to File->Accountant’s Copy->Remove Restrictions…
  2. Check the box to confirm that you want to remove restrictions and click “Ok”

At this point, you won’t be able to import your accountant’s changes and will need to make them manually, so it would be a good idea to run this by them first so you both don’t end up doing a lot of extra work.

{ 1 comment }

Maureen Killoran September 17, 2010 at 5:04 pm

This really clarifies things a great bit !
Thanks Jonathan!

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