How to create an Accountant's Copy file (QuickBooks)
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An Accountant's Copy is a version of your company file Youmans & Gardner, CPAs can use to make changes to past transactions while you continue to work currently. When we are done, you import our changes into your company file. Create an Accountant's Copy file and deliver it to us by email, CD, jump drive, uploaded through your NetClient portal, or using the Accountant's Copy File Transfer.

Before you begin, contact us regarding the proper dividing date. The date defines the period that we will be able to work on.

To Create an Accountants' Copy

  1. Go to the File menu, click Accountant's Copy, click Client Activities, and then click Save File.
     
  2. Confirm that you want to create an Accountant's Copy and click Next.
     
  3. Choose a dividing date. We generally ask clients to enter the first day of the month after the end of the period (i.e. 01/01/12).
     
  4. Click Next.
     
  5. (Optional) Change the suggested location for the file and the filename that QuickBooks suggests for the Accountant's Copy. The file must have a .qbx extension.  We suggest changing the file location to Desktop and leaving the filename as the default.
     
  6. Click Save.
     
  7. Send the Accountant's Copy transfer file (.qbx) to us and continue working on current records.  We recommend uploading the file to your NetClient portal or using Intuit's Accountant's Copy File Transfer.

After saving the Accountant's Copy, QuickBooks display's "Accountant's Changes Pending" in the title bar.

 

Important. There are several functions that will be restricted while the Accountant's Copy is outstanding.  Most of these functions will be disabled and you will not be allowed to access them.  Account reconciliations are one such feature that is restricted, but QuickBooks does not prevent your from reconciling an account.  Any account reconciliations performed between the time you create an Accountant's Copy and the date you import our accountant's change file will be lost and you will have to re-reconcile the account or discard our accountant's changes. We recommend client's refrain from reconciling accounts while an Accountant's Copy is outstanding.

 

We will provide the necessary accounting & bookkeeping services and return our changes back to you in a file.  For instructions dealing with importing our changes click here.

Contact Us
Youmans & Gardner, CPAs
Southwest Georgia

108 East Broughton Street
Bainbridge, Georgia 39817
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229.246.1511
Fax 229.246.1488

Florida Big Bend

113 North Madison Street
Quincy, Florida 32351
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850.627.7109
Fax 850.627.7384

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