This article will guide you about how you can use the Accountant’s Copy in QuickBooks Desktop. This ultimate feature in QuickBooks Desktop makes it possible for accountants and clients to work on a company file simultaneously. QuickBooks users can seamlessly transfer the copy between accountants and clients. There is no need to send bulky files via email.
The QuickBooks Customer Support team will help you understand the working of an Accountant’s Copy works as well as explains you about what you can and can’t do in an Accountant’s Copy.
Working of Accountant’s Copy
The accountant’s copy feature uses Intuit servers to transfer files between accountants and clients. You do not require saving the copy on your computer or local drive.
The Accountant’s Copy feature workflow is illustrated in the process given below:
1. A copy can be sent by the QuickBooks client to the accountant so that the accountant can review and edit the copy if required. Meanwhile, the feature allows the
client to continue to work on current items in the working file (.QBW).
2.The Accountant’s Copy is saved as an export file (.QBX) to the server.
3.The system sends an email to the accountant which contains a download link to export the file.
4.Using the download link in the email the accountant can access and opens the file, and creating a working file (.QBA), to make changes in it.
5. Once the change has been made by the accountant, the person has to create an import file (.QBY), which is saved to the Intuit server to be used by the client on the other side.
6. Using the import file the client can make changes to the company file which the accountant has made.
Dividing date in the Accountant’s Copy
The Dividing Date is used to define the fiscal period in the accountant’s copy so that the accountant can work on it accordingly. The dividing date restricts the modification on transactions by the accountant. The transactions that fall on or before the dividing date can only be modified.
What a client can and cannot do while changes are pending?
A client can work in .QBW file till the time an accountant is making changes in the Accountant’s Copy sent. A client is allowed to make changes to transactions in the current period, after the dividing date.
Changes that can be made in the QBW file with pending accountant’s changes:
• Addition of new entries to your lists
• Editing transactions
• Editing the list information
• Turning on Payroll Changes that cannot be made while an accountant’s changes are pending:
• Changes to existing accounts cannot be made.
• Assisted Payroll Data or Direct Deposits cannot be sent.
Reconciliation and pending changes for a client
You can reconcile your accounts with a pending Accountant’s Copy. But in some cases, your reconciliation may be rolled back. To avoid such cases consult your accountant whether they plan to reconcile the Accountant’s Copy before you reconcile your accounts in your working file.
Accountant’s Copy allows reconciliation only up to 800 transactions. For transactions more than 800, the reconciliation won’t import into the client file.
What an accountant can and cannot do in an Accountant’s copy
QuickBooks Desktop itself restricts editing information or transactions on accountant’s copy received from client side that may conflict with client’s work. Also, the client is restricted to edit the information before the Dividing Date so as no conflict occurs with the changes made by you.
You may encounter highlighted or non-highlighted background in a client’s file:
• Highlighted background: indicates that the Information entered in these fields gets included in the change file which will be imported by the client
• Non-highlighted background: the information in non-highlighted fields can be changed, if necessary, but the changes will not be included in the change file which will be sent to the client.
The changes you can make is specifically limited.
Listed below are the changes which you can and cannot make in your accountant’s copy.
The changes that can be made in an Accountant’s Copy include:
• Addition of item to various lists such as the Class List, Customer List, Employee List, Fixed Asset Item, Item List, Other Names List, Vendor List, and Sales Tax Code List
• Editing items on lists such as the Vendor List and the Item List
The changes that you cannot make in your accountant’s copy include:
• You will not be allowed to Add, edit, void, or delete build assemblies
• You cannot Change the item type
• Existing accounts cannot be deleted and merged
• Vehicle mileage cannot be entered