How to Create a QuickBooks Accountant Copy?

Among QuickBooks users, it is very common to share data with your accountant or any third party. There are instances wherein you would want to make changes in the file but sharing it with the accountant and overall process of exchanging and amendments take too much time. Therefore, QuickBooks Accountant Copy feature is introduced, it allows you to make changes and enter transactions in the current period and simultaneously your accountant can also make amendments in the file.

In this blog, we have described steps to create “QB accountant copy”, the procedure to transfer it and limitations. Further, we have elaborated the steps to import the QuickBooks accountant copy and how can you remove accountant copy restrictions.

QuickBooks Accountant Copy

1. First of all, go to the File menu, select Accountant’ Copy and then choose Client Activities.
2. After that, you have to click on Save File.
3. You must select a dividing date and then click on Next.
4. Now, you should change the file extension name to .qbw and click on Save.

How to Transfer QuickBooks Accountant Copy?

1. Firstly, you should navigate to File menu, select the Accountant’s copy and then click on Client’s Activities.
2. After that, click on Send to Accountant option.
3. You will get a prompt asking for confirmation, click on Next.
4. You must select a dividing date and then click Next.
5. Now, enter the accountant’s email address again and select Next.
6. Set up a password to encrypt the transfer.
7. Give the password to your accountant so that he can access the file.
8. Finally, click on the Send option.

Once you are done with transferring the accountant copy, QuickBooks will display “Accountant’s Changes Pending”.

Limitations of an Existing Accountant’s Copy QuickBooks

You might face various restrictions after creating an account copy. These obstructions will pull you back from working properly and also there can be clashes with the accountant’s work.

Transactions: It is possible for the users to work on transactions only after dividing date.

Accounts:

• Users definitely have an option to add a new account but there is no scope to add a new sub-account to a previous account.
• For the previous or existing accounts, you have the scope to edit, merge or delete it.
• For the new accounts; users can edit or delete the account if your accountant has a copy.

Lists (other than Chart of Accounts):

• You have the access to edit, sort and inactive the list items.
• Users do not have any scope to delete or merge the list items.

Reconciling:

• Reconciling accounts is possible if your accountant has an extra copy of it.
• All the reconciliations having the transactions which are done after the dividing date are permanently saved and cannot be deleted.
• In order to prevent any sort of discrepancy with the changes made by the accountant, reconciliations including the transactions on or prior to dividing date can be unsaved while importing the accountant’s changes.
• Any kind of reconciliation performed by you will be unsaved when your accountant reconciles or undo a reconciliation.

Also Read: How to Export Chart of Accounts in QuickBooks? 

How to Import Accountant Changes in QuickBooks?

Import through Web

• The first step is to open QuickBooks and choose File menu.
• After that, choose “Open or Restore Company” and then click on “Open a Company File”.
• Then, click on “Next”.
• Next step is to click on Browse option and then choose the company file you wish to open.
• Click on Open and type your login credentials when prompted.
• Again, go back to the File menu and click on the Accountant’s Copy.
• Select “Import Accountant’s Changes from Web” option.
• If you are having the Enterprise Solutions or Premier Accountant edition, then click on the File menu and choose “Client Activities”.
• Now, choose “Import Accountant’s Changes from Web” option.
• Finally, you have to download the current accountant’s copy available.

Import through File

• Firstly, you have to access QuickBooks and then choose File menu.
• After that, click on the “Open or Restore Company” option and select “Open a Company File”.
• Then, click on Next.
• Next, click on Browse and choose the company file you prefer to open.
• Click on Open and fill in the sign-in credentials.
• Again, go back to the File menu and click on the Accountant’s Copy.
• Select “Import Accountant’s Changes from File” option.
• If you are having the Enterprise Solutions or Premier Accountant edition, then click on File menu and choose “Client Activities”.
• Now, choose “Import Accountant’s Changes from File” option.
• Find the revised Accountant’s copy with .qby file extension and open it.

Analyze and Integrate the Changes

• Assess the changes and then click on “+” to see the instructions and details.
• After that, you have to click on “Print” or “Save as PDF” to make a duplicate of the accountant’s copy that has been modified.
• Now, click on “Incorporate Accountant’s Changes” option to restore the accountant’s copy.
• Then, click on Ok and close QuickBooks.
• Again, you have to click on Ok to back up the file.
• Choose a location to save your file and click Ok.
• You can review the changes in Incorporate Accountant’s Changes window and follow further prompts to fix any kind of issue.
• Click on Close once you are done.

Steps to Remove QuickBooks Accountant Copy Restrictions

There are certain circumstances wherein you feel to start fresh and remove the Accountant copy restrictions. Once you remove it, you won’t be able to import the accountant’s changes. The only way to make changes will be manually taking a printout or PDF file.

It is recommended to consult your accountant before removing the accountant copy restrictions, the steps are given below:

• First of all, select File and click on the Accountant’s copy.
• After that, you have to click on Remove Restrictions.
• Now, click on the checkbox to confirm it and then click on Ok.

We have tried to cover all the aspects of “QuickBooks Accountant Copy”. For further information, you can call our QuickBooks ProAdvisor anytime or get technical aid at QuickBooks Desktop Support Number.

Thank you for visiting our site. We are always ready to help you with any of your queries related to QuickBooks. We feel glad helping you, and you are always welcome over here on this platform. Further, if you ever feel the need of taking advice from your fellow business owners that happened to be our existing subscribers, you can visit our thriving QuickBooks Community. Still, if you do not find an answer for your specific question within the community. In that case, you can also post your question in the community to get the requisite answer from the contributing members.