An Accountant’s Copy is one of the most efficient methods of sharing your data since it enables your accountant to work in the data file from their own office without interrupting your own day-to-day work. There are several ways you can send an Accountant’s Copy to your accountant: Send a copy of your data to your accountant via Intuit’s Accountant’s Copy File Transfer Service. Use Accountant's Copy between multiple versions of QuickBooks. Ideally, you should open an Accountant's Copy using the same version or year of QuickBooks Desktop. However, you can still open and work on the Accountant’s Copy using a different version as long as the gap between the client's and accountant's QuickBooks is just one year (given that the accountant has the higher version).
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After sharing an accountant's copy of your business file with your accountant and receiving the file back with your accountant's modifications, you can add the data to your primary QuickBooks file. The method that you use to import the file depends on whether you received the copy via the Web or you have access to the file on your computer or local network. Once you have done so using either method, you need to review and incorporate the changes.
Import via Web
1.Start QuickBooks and select the 'File' menu. Select 'Open or Restore Company,' click 'Open a Company File' and click 'Next.'
2.Click 'Browse' and select the company file you want to open. Click 'Open' and enter your login information if prompted.
3.Select the 'File' menu, point to 'Accountant's Copy' and choose 'Import Accountant's Changes from Web.' If you are using the Enterprise Solutions or Premier Accountant edition, instead click the 'File' menu, point to 'Client Activities' and select 'Import Accountant's Changes from Web.' Download the available accountant's copy.
Import via File
1.Start QuickBooks and select the 'File' menu. Select 'Open or Restore Company,' click 'Open a Company File' and click 'Next.' Click 'Browse' and select the company file you want to open. Click 'Open' and enter your login information if prompted.
2.Select the 'File' menu, point to 'Accountant's Copy' and choose 'Import Accountant's Changes from File.' If you are using the Enterprise Solutions or Premier Accountant edition, instead click the 'File' menu, point to 'Client Activities' and select 'Import Accountant's Changes from File.'
3.Locate the modified Accountant's Copy, which has the .qby file extension. Select the file and click 'Open.'
Review and Incorporate the Changes
1.Review modifications and click the '+' next to each change to view details and instructions for resolving any conflicts.
2.Click 'Print' or 'Save as PDF' to create a copy of the modified accountant's copy that you can retain.
![Open Open](https://cdn.merchantmaverick.com/wp-content/uploads/2019/01/quickbooks-online-sales-overview.jpg)
Click 'Incorporate Accountant's Changes' to restore the accountant's copy to your original company file.
4.Click 'OK' to close QuickBooks and click 'OK' again to back up your file. Select the location where you want to save the backup and click 'OK.' Click 'OK' when the backup is finished.
5.Review the changes you incorporated in the Incorporate Accountant's Changes window and follow any instructions provided to resolve conflicts or errors. Click 'Close' when you are done.
References (1)
About the Author
Tricia Goss' credits include Fitness Plus, Good News Tucson and Layover Magazine. She is certified in Microsoft application and served as the newsletter editor for OfficeUsers.org. She has also contributed to The Dollar Stretcher, Life Tips and Childcare Magazine.
Photo Credits
- Jupiterimages/Photos.com/Getty Images
Choose Citation Style
Goss, Tricia. 'How to Restore the Accountant's Copy in QuickBooks.' Small Business - Chron.com, http://smallbusiness.chron.com/restore-accountants-copy-quickbooks-56685.html. Accessed 18 June 2019.
Goss, Tricia. (n.d.). How to Restore the Accountant's Copy in QuickBooks. Small Business - Chron.com. Retrieved from http://smallbusiness.chron.com/restore-accountants-copy-quickbooks-56685.html
Goss, Tricia. 'How to Restore the Accountant's Copy in QuickBooks' accessed June 18, 2019. http://smallbusiness.chron.com/restore-accountants-copy-quickbooks-56685.html
Note: Depending on which text editor you're pasting into, you might have to add the italics to the site name.
QuickBooks is an accounting software package produced byIntuit.
There are several versions of QuickBooks. The different versionsmay have slightly different ways of copying data to a new PC. Inthe first instance you may want to contact customer support whowill talk you through it.
POINTS TO NOTE
When QuickBooks is first installed, the program makes changes toyou PC so that the software is properly accommodated and runssmoothly.
To set up QuickBooks on another computer, it is normallynecessary to install the program on the new PC using themanufacturer's original disk.
To copy data from your old PC to your new PC, you will have toexport all your data files to your new PC too.
Alternatively, at this stage you may wish to start afresh andset up a new company entirely from scratch on the new PC. This willgive you the opportunity to review your set up and also preventsany corrupted 'company data' files from being copied across.
After setting up the company you will need to export/import thefiles containing such information as Customer and Supplierinformation (on the respective Customer and Supplier 'Cards'), theChart of Accounts, Product Information, and Payroll etc. etc.
There are two key steps to transferring data.
- From your old PC, 'export' the data you want to a placewhere you can access it. (Using File, Utilities,Export)
- Import that data file into your new PC. Do this fromyour new PC use File, Utilities,Import...
(If your two Pc's are connected, you can do this without anintermediary data device. But if they are not connected, you needto put the data on to a memory device, e.g. USB memory stick,external drive etc. and from there either copy the file to asuitable location on your new PC, or, alternatively connect yourmemory device to your new PC and 'import' the data directly from itinto the QuickBooks program on your new PC.)
To complete this import stage you need to select
...Browse, and find the location where you saved theexported data. Select the file you want and click the Openbutton.
Depending on how much data you have, the whole process couldtake some time, as there are many links between data thatQuickBooks has to make in order to make a fully functioningcopy.
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Intuit also provide support on their website, although it oftenquicker to speak directly to QuickBooks.
Links to the QuickBooks support pages and forums is providedbelow, in Related links.
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