An Accountant’s Copy in QuickBooks allows you accountant to check and make modifications in your company file and at the same time, you can work on your company file without any issue. You can send an Accountant’s Copy to your accountant by saving it on your local drive or using the Accountant’s Copy File Transfer Service. Well, before transferring, exporting or importing the accountant’s changes, you should know how to use the Accountant’s Copy in QuickBooks and this article will help you to do so.
You need to read this article carefully to know about how to use the Accountant’s Copy including how it works and other important processes. You will also know what you should be doing in an Accountant’s Copy and what you should not. You can know more about the accountant’s copy by dialing our QuickBooks Customer Service Phone Number +1888-382-9112 toll-free.
Accountant’s Copy: Workflow
There’s no need to save Accountant’s Copy on your local system or external drive because it has the feature to transfer files between accountants and clients via Intuit servers.
The following process shows the Accountant’s Copy feature workflow:
- The Accountant’s copy is created by the accountant to transfer to your client so that you they can review and make required modifications.
- QuickBooks stores the Accountant’s Copy in the export file format.
- Accountant’s Copy give command to your system to send an email including a download link to export the changes made in the copy.
- If the file can be accessed by your accountant, then you need to create a working file and make required changes.
- Your accountant saves changes that are applied to the file, make an import file and save it to the Intuit’s server.
- You can access the import file to apply modifications to the company file made by your accountant.
Dividing Date: Explained
Accountant’s Copy requires the dividing date that defines the fiscal period in which the accountant can work on your file. It basically restricts the transactions that can be modified by an accountant.
Accountants are only permitted to modify those transactions that are coming on or before the dividing date. You can prevent conflict or overwriting issues be making changes in only those transactions that are falling after the dividing date unless the restrictions from Accountant’s Copy are removed.
Clients: What You Can (And Can’t) Do While Changes Are Pending
During the time when your accountant makes changes in the Accountant’s Copy, you can simply work on your QuickBooks company file and make changes in transactions of current period.
You can make following changes in company file with pending accountant’s changes:
- Add new entries to any of your lists
- Create, edit, and delete transactions
- Edit the list information
- Turn on Payroll
You can’t make the following changes if accountant’s changes are pending:
- Edit or delete existing accounts
- Send Assisted Payroll Data or Direct Deposits to Intuit
Clients: Reconciliation And Pending Changes
The bank statements can be reconciled in with pending Accountant’s changes but in such situations, the latest reconciliation will be rolled bank in case you delete transactions dated on or before the dividing date.
You need to verify with your account that they are reconciling the Accountant’s Copy before you have reconciled your accounts or not.
An accountant’s copy only allows 800 transactions to be reconciled. In case the transactions increases from 800 then the reconciliation won’t get imported to the file.
Accountants: What You Can (And Can’t) Do In An Accountant’s Copy
QuickBooks doesn’t allow you to make changes in the information or transactions that can create conflict in your and your client’s work while you receive a Accountant’s Copy. It also prevent your client to make changes in information be dividing date to remove conflict with any changes you have made.
When you work in an Accountant’s Copy, you may see some disabled or highlighted areas in a client’s file:
Highlighted background:Information you entered in these areas are included in the change file that you send back your client.
Non-highlighted background:Information added in these areas can be changed but the changes won’t be included in the change file you sent to your clients.
There are several limitations or restrictions in the changes that you are allowed to make in the file.
You can go through the following sections to know about the modifications that you can and can’t make in an accountant’s copy.
Lists: What You Can (And Can’t) Do
You can make number of changes in Accountant’s Copy when you work on Lists and some of them are as follow:
- Add an item to the Class List, Customer List, Employee List, Fixed Asset Item, Item List, Other Names List, Vendor List, and Sales Tax Code List (Exception: Editing or creating items on the Sales Tax Code List inactive is not allowed)
- Edit items on the Vendor List and the Item List (Exception: Editing or creating items on the Sales Tax Code List inactive is not allowed)
You cannot make the following changes:
- Add, edit, void, or delete build assemblies
- Change the type of an item
- Delete and merge existing accounts
- Enter vehicle mileage
Transactions: What You Can (And Can’t) Do
You can make several modifications in the Accountant’s Copy when you work on your transactions and some of them are as follow:
- You can Add, edit, and delete all the transactions dated on or prior to the dividing date.
- You can Add new transactions dated after the dividing date
- You can make changed in an account and tax information for existing items (You can’t send back the tax line mapping to the client.)
- Temporarily change preferences
- Make adjusting entries
You cannot make the following changes:
- Add, delete, and edit the received payments.
- Add, edit, void, or delete sales tax payments
- Add or use credit card processing
- Create non-posting transactions such as estimates and sales orders
- Edit or void bill payments by credit card
- Transfer funds between accounts
Payroll: What You Can (And Can’t) Do
While working on a payroll-related items, you can be restricted from modifying in the Accountant’s Copy. However, you can still process payroll tax forms. (To get more information, you can connect with us at QuickBooks Payroll Support Number +1888-382-9112.)
The modifications that can’t be made in an Accountant’s Copy for following payroll-related processes:
- Add, edit, or delete payroll items
- Create, edit, delete, or void paychecks
- Enter, edit, or delete timesheet data
- Create, edit, delete or void Direct Deposit checks for 1099 vendors
- Send Assisted Payroll Data or Direct Deposits to Intuit
What Else You Can (And Can’t) Do
There can be several modifications when you work in an Accountant’s Copy and some of them are as follow:
- Print 1099 and 1096 forms in old period
- Create, adjust, and print 941, 940, and W-2 forms (You can’t send back the adjustments to your clients).
- Create new reports
- Add new customers, vendors, employees, and items (Disabled fields in the Accountant’s Copy can be identified as exceptions).
Changes you can’t make in an Accountant’s Copy are as given below:
- Import data from Excel, Web Connect, and QuickBooks timer files
- Manage service keys (buy additional licenses)
- Use planning and budgeting tools
- Use online banking services
Additionally, you also can’t send some changes back to the client and few of them are as given below:
- User or password changes
- Changes to memorized reports
- Changes to preferences
Product versions: Accountant’s Copy and QuickBooks Desktop
If you want best results then the client and accountant through Accountant’s Copy file should be use the same versions or year of QuickBooks.
If you have multiple versions, you still can work on the Accountant’s Copy but the differences should be of the latest version.
- Client: QuickBooks Desktop Pro or Premier 2018 Accountant: QuickBooks Desktop Premier Accountant Edition 2018
- Client: QuickBooks Desktop Pro or Premier 2017 Accountant: QuickBooks Desktop Premier Accountant Edition 2017 or 2018
- Client: QuickBooks Desktop Pro or Premier 2016 Accountant: QuickBooks Desktop Premier Accountant Edition 2016 or 2017
- Client: QuickBooks Desktop Enterprise 2018 Accountant: QuickBooks Desktop Enterprise Accountant Edition 2018
- Client: QuickBooks Desktop Enterprise 2017 Accountant: QuickBooks Desktop Enterprise Accountant Edition 2017 or 2018
- Client: QuickBooks Desktop Enterprise 2016 Accountant: QuickBooks Desktop Enterprise Accountant Edition 2016 or 2017
If Accountant’s Copy is running on a new version of QuickBooks, then you need to upgrade the file also. Each modification in the Accountant’s copy can be connected by QuickBooks if those modifications are done in a compatible version.
However, if your accountant made some changes using some functions that are not present in version which is used by your client then all those modifications won’t get imported in the client’s file.
Reset The Accountant’s Copy Password
The Automated Password Reset Tool displays active company files. You need to follow the below steps for resetting password for an Accountant’s Copy file after you choose the version:
- Enter*.*in the File Name field to check all the files in the selected directory.
- Select the correct Accountant’s Copy (.QBA).
- Type-in the New Password and select Reset Password to finish the process.
Contact Us For Support
This article should be helpful for you and you should be able to use the accountant’s copy in QuickBooks Desktop. However, sometimes working on an Accountant’s Copy can become complex and difficult and you can easy face some issues or errors even because of minor mistakes. In case if you or your accountant is facing some errors or issues while using an Accountant’s Copy then you can contact us at our toll-free QuickBooks Support Phone Number +1888-382-9112 and get instant support for your issues.