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A Complete Guide: How to Import Accountant’s Changes in QuickBooks

Accurate and organized financial data is not just a

Accurate and organized financial data is not just a requirement for businesses to comply with accounting standards, but it is also a main factor for growth. An accountant copy ensures clear communication and understanding between the client and accountant, all while not interfering with day-to-day operations.

QuickBooks comes with a specific feature that allows users to import accountant copy after making all the necessary adjustments in their accounting file. Read the complete article to learn how to import accountant’s changes in QuickBooks, keeping your data error-free.

Key Takeaways:

Problems: Incompatibility between QuickBooks version.
Solution: Make sure both the client and accountant are using the same version of QuickBooks software.

Problems: Incorrect File Format
Solution: Get the correct accountant’s changes file with .QBY extension.

Problems: Corrupted Company File
Solution: Get a new file from your accountant and download it completely.

Problems: Partial Import
Solution: Try to re-import the file.

Problems: Incorrect File Path
Solution: Make sure the file is correctly located.

Understanding Accountants’s Copy in QuickBooks

An accountant’s copy in QuickBooks is a file created by an accountant and then sent to the client after making any adjustments or edits for accounting purposes. Now, the client imports this copy into a QuickBooks file and continues their regular business operations. The accountant’s copy is saved on the Intuit server, where a user can exchange data securely with accountants.

An accountant’s copy allows clients and accountants to work on the same set of books simultaneously. The importing process ensures accurate and timely financial reporting without losing any day-to-day transactions a user has entered in the meantime.

Note: Accountants cannot update client company files into QuickBooks Desktop 2024. You have two options. First, use the older version of QuickBooks Desktop Accountant, and second, ask your client to update their file to QuickBooks Desktop 2024 and then send a new accountant’s copy.

How to Import Accountant’s Changes in QuickBooks

Importing changes in the accountant’s copy comes in need when a business owner is required to provide their accountant with the necessary data to review and make adjustments without interrupting the daily work.

When the account is done with the adjustments that were requested, these changes can be imported back into the main QuickBooks file. Now, importing accountant changes in QuickBooks can be done in two ways: either by importing through the web or by importing through a company file.  

Import Accountant’s Changes in QuickBooks From Web

  1. Open QuickBooks Online.
  2. Login to your account with your credentials.
  3. Go to the File option.
  4. Choose Open or Restore Company.
  5. Click Open a Company File.
  6. Choose Next.
  7. Click on the Browse option.
  8. Select the file you want to open.
  9. Select Open and enter your login credentials.
  10. Click on the File menu.
  11. Go to Accountant’s Copy.
  12. Select Import Accountant Changes from the Web.
  13. Download the Accountant Copy.

If you are using the Enterprise or Premier version:

  1. Open QuickBooks Online.
  2. Login to your account with your credentials.
  3. Go to the File option.
  4. Choose Open or Restore Company.
  5. Click Open a Company File.
  6. Choose Next.
  7. Click on the Browse option.
  8. Select the file you want to open.
  9. Select Open and enter your login credentials.
  10. Click on the File menu.
  11. Go to Client Activites.
  12. Choose Import Accountant Changes from the Web.
  13. Download the Accountant Copy.

Import Accountant’s Changes in QuickBooks Through File

  1. Open QuickBooks.
  2. Log in with your credentials.
  3. Choose the File option.
  4. Choose Open or Restore Company.
  5. Click Open a Company File.
  6. Choose Next.
  7. Click on the Browse option.
  8. Select the file you want to open.
  9. Select Open and enter your login credentials.
  10. Click on the File menu.
  11. Go to Accountant’s Copy.
  12. Select Import Accountant Changes from File. ( If you are using Enterprise version: File→Client Activites→Import Accountant Changes from File)
  13. Find the Changed Accountant’s Copy with the .qby file extension.
  14. Select the file and Click Open.
  15. Go to the Account and make the changes. (You can select the “+” option next to each change to view detailed suggestions for resolving various conflicts.)
  16.  Choose Print or Save as PDF.
  17. Select Incorporate Accountant’s Changes to restore the accountant’s copy to your company file.
  18. Select OK and Close QuickBooks.
  19. Select the location where you want to save the backup.
  20. Review the changes added in Incorporate Accountant’s Changes.
  21. Click Close.

Problems While Importing Accountant’s Changes in QuickBooks

Problems that occurs while importing Accountant's Changes in QuickBooks

Consider the following issues which may arise during the process and affect the working:

  1. QuickBooks version does not match with the file shared by an accountant.
  2. The company file (.QBY) can be corrupted, which can hinder the import process.
  3. An unstable internet connection can disrupt the importing process in QuickBooks Online.
  4. The company file (.QBY) can be locked, which means changes cannot be imported.
  5. Only some of the changes are imported due to partial import.
Conclusion

An accountant’s copy allows a client and accountant to have clear communication and understanding to ensure that changes are properly imported and reflected in the system. Importing accountant’s changes in QuickBooks can be hampered if the internet connection is not stable, the company file is corrupted, or due to partial import.

After considering the problems, a user can import accountant’s changes in QuickBooks in two ways, either through company file or through the web.

FAQs

How can I see accountant changes in QuickBooks?

  • Open QuickBooks Desktop.
  • From the Accountant menu, select Client Data Review.
  • In the Review List Changes section, choose the specific list you need to review (e.g., Chart of Accounts, Items, Customers, Vendors, etc.).
  • Check the added, changed, deleted, and merged items within the selected list.
  • Verify that the modifications match your expectations and any recent work you have done.
  • Once you’ve finished reviewing all the items, select Mark All as Reviewed to indicate that you have thoroughly checked the changes.

How can I restore an accountant’s changes in QuickBooks?

  • Open QuickBooks.
  • Go to File,
  • Select Send Company File.
  • Select Accountant’s Copy
  • Go to Client Activites.
  • Choose Import Accountant Changes from File.

How can I send my accountant’s changes back to the client?

You can send the file using Accountant’s Copy File Transfer (ACFT):

  • Click on Send Changes to Client.
  • Enter your client’s e-mail address, your name, and your e-mail address.
  • Select the option to be notified when the client imports the changes.

How can I remove accountant changes pending in QuickBooks?

  • Go to the File menu.
  • Select Send Company File.
  • Choose Accountant’s Copy, then click on Client Activities.
  • Select Remove Restrictions.
  • Confirm by clicking Yes, indicating that you want to remove the Accountant’s Copy restrictions.
  • Click OK.

By : May 23, 2024
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