Shown is the name QuickBooks inserted and is suggesting. From the dropdown, we have selected drive E, a flash drive we have inserted into a USB drive on the computer.Īrrow 2 designates the name of the copy we are creating. In this next screen QuickBooks wants to know where you want to save your accounts copy. QuickBooks will display a message that it needs to close all windows. Selecting Custom allows you to set any date in the field below it. Several options are available on the dropdown that reads “Custom” in the screenshot. That part is restricted to you, the QuickBooks user.Īsk your bookkeeper/accountant if you are unsure. The dividing date determines what part of the file is open to the accountant. In screen 2, the Dividing Date is the important entry. This will be the more common choice.Īccountants Copy will almost surely be selected already. Notice that in the graphic ‘Save File’ is selected rather than ‘Send to Accountant’. Here’s how to create an accountants copy for your accountant. When the time comes and another copy is sent, the work for previous periods does not need to be redone to make the new file copy current. In addition, the accountant will have the correct beginning balances for the next year. Your transactions and reports now match any statements, returns, etc the accountant has completed. The original QuickBooks file is updated with all the accountants work. That file can be imported into the original QuickBooks company file. QuickBooks will create a special file of only the changes the accountant makes. The real value of the accountants copy comes when the accountant has completed their work. They can also make changes to the data for financial statement, tax return, or other needs. The accountant is able to view the company transactions in the copy sent to them. Once you have created the copy, you are free, with certain limitations, to continue to use your QuickBooks company file for ongoing business needs. This file type allows you, the QuickBooks user, to send a copy of your QuickBooks company file to your accountant much like you would a backup. QuickBooks has a unique type of file copy named Accountants Copy. If you would like to see this import process in a video, click here: The import is complete and you are ready to go. QuickBooks will require a backup, you only have to tell it where.Īs the backup concludes, QuickBooks imports the changes without any more input from you. QuickBooks will display a screen listing the changes made by the accountant.Ĭlick the button labeled “Incorporate Accountant’s Changes”. Click the ‘Open’ button in the lower right. When we select (click on) the file name in the upper part of the window, QuickBooks fills in the name here. See the arrow in the right portion of the screenshot.Ībove is the bottom portion of the window where we selected which file to import. On this drive, there is one file of that type. QuickBooks will find the accountants change type of file. In this case, the flash drive designated as Drive E (upper-left arrow). Select this and QuickBooks will ask where the change file is located.Īgain, we select the location where the change file is located. The procedure will be the same.Ībove is the menu selection to import the change file. If you were to receive the change file attached to an email, just save the email attachment to your computer. In the example we’ll use, we will have the change file on a flash drive. You will receive the ‘Change File’ back so it can be imported into your QuickBooks. Once the changes are imported, you will no longer see the message in the header. All during the time your accountant/bookkeeper has the accountants copy, the header of your QuickBooks company file should display the message.
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