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Posts Tagged ‘QuickBooks File Types’

Accountants Changes Pending

November 28, 2009 2 comments

The QuickBooks Accountant’s Copy is being used more and more often now, especially since Inuit has made substantial improvements to how it functions, and they’ve even enabled you to send it through a free service provided by intuit. In this tutorial we will show you the basics, and then if you are interested, we offer the complete accountant’s copy video tutorial solution in our learning center. In the full version we show you the complete cycle involved in sending the accountant’s copy and round trip conversions until the accountant ultimately sends the changes back and you import them.

The quick and simple screenshot based tutorial is here. After you’ve reviewed this blog post be sure and click to watch the FREE INTERACTIVE VIDEO TUTORIAL on this. We’ll take you through the steps and then invite you to learn by doing. You participate directly clicking where we’ve shown you to review what you’ve just learned. This is our newest format for video software tutorials and I think you will agree that it really does the job in terms of teaching you the material in a way that you will remember what you’ve just learned. Try the free version and see for yourself.

When you create an accountant’s copy you set a dividing date on your books. Essentially you are able to enter things subsequent to that date, and your accountant will be able to work with their “Accountant’s” copy entering and changing things prior to that date. Until the accountant’s copy is restored to your copy (i.e. the accountant’s changes are imported) your copy will show a message in the top bar that says “Accountant’s Changes Pending.”

If you want to go directly to the video tutorial (much more fun J) click this link:

FREE VERSION – THE ACCOUNTANT’S COPY – INTERACTIVE VIDEO TUTORIAL

Or go directly to purchase the FULL VERSIONThe place where you want to go whenever you are doing anything having to do with a ‘File’ in QuickBooks is of course the “File” Menu:

Note – you can also click ‘Accountant’s Copy’ and there you will see an option to ‘save file’. We review this way of doing it in the Video Tutorial.

Going about it this way you will next be presented with options for the type of backup you want to make.

Select Accountant’s Copy and then choose next.

Then you will be asked to confirm that the Accountant’s Copy is the most appropriate for your situation.

Choosing your dividing date

This is the critical part of creating the accountant’s copy. The dividing date is what will determine what you can change and what your accountant will be able to change once you send them the accountant’s copy. There are some default settings in the drop-down that you will see next, but in all likelihood you will simply want to use the custom option and enter the date manually.

Next you will browse to save the accountant’s transfer file “.QBX”. This of course is the file you are going to need to send to your accountant, so be sure and save it in a location where it will be easy to find.

One the file has been created you will get the following message:

This is when you will see the infamous message, which has raised so many questions. All kidding aside, QuickBooks lets you know when there is an accountant’s copy waiting to be returned (ie changes imported). There are only two ways to remove the ‘accountants changes pending’. One is of course to import the accountant’s changes. But what if you should decide you do not want to import the changes, or for that matter if you have no idea why the message is there?! Is there no way to remove this message and the related restriction from entering data prior to the dividing date?

Of course there is a way to remove this. Once you do there is no reversing it, so you have to be sure that you want to do this before you go through with it.

You will still be asked to confirm that you want to do this.

After you confirm you will see that the notice is gone from the QuickBooks Title Bar:

BONUS TIP – This is not covered in the video

I have had this situation happen. Let’s say you send your accountant and accountant’s copy and somehow your QuickBooks file crashes? Not to worry, the accountant’s copy can be converted to a full fledged company file “.QBW”. Of course this copy will have any changes the accountant has made, but it will of course not contain any changes you’ve made since sending the file to the accountant. Nevertheless in one case I was able to save a client from losing a ton of data by doing this in one case. Then I sent him the converted full company file and he sent me back a new accountant’s copy.

Please enjoy the free interactive video tutorial. This is the newest format for software training that we are now offering here and in our learning center.

FREE VERSION – THE ACCOUNTANT’S COPY – INTERACTIVE VIDEO TUTORIAL

Changing The QuickBooks Accountant’s Copy to .QBW

August 28, 2009 Leave a comment

The accountant’s copy is a special file ending in .qba. This is the working copy that the accountant uses to post entries prior to a set cut-off date. The full version of the QuickBooks file is the .QBW and when an accountant’s copy exists, you can only enter transactions after the set cut-off date. So what if you decide that you don’t want to import the accountant’s changes? You have the ability to remove the restriction, but beware this cannot be undone. At the same rate the accountant can also convert the accountant’s copy into a full .QBW. I will show how to do both here starting with converting the accountant’s copy into a QuickBooks Working file – .QBW. It is actually really simple and can be shown in one screen shot. You simple click File–>UtilitiesàConvert Accountant’s Copy to Company File/QBW:

To cancel the accountant’s changes on the original QBW (Client copy) simply click FileàAccountant’s CopyàClient ActivitiesàRemove Restriction

Once this is done you will not be able to import the accountant’s changes. It is not a bad idea to create a special backup prior to doing this, so that if you need to you can restore a copy with the accountant’s changes still pending. This way you can get back the ability to import the accountant’s changes should you decide you need/want to after all.

Today’s Question: Saving QuickBooks for PC to QuickBooks For MAC

June 12, 2009 Leave a comment

 

Hi Seth 🙂

Since you are my go-to Qbooks guru, I wonder if you wouldn’t mind answering a personal question for me? 🙂  My freelance client wants to get his Qbooks file to his CPA who is out of state.  I tried to use YouSendIt, which would’ve worked fine except I realized the CPA is on a Mac and my client is on a PC.  Do you know of any way to make a Mac formatted Qbooks file compatible with a PC?  Is this even possible?

A CPA with a MAC. This is a first for me! I suppose we can expect to see more and more of this as time goes on. I’ve learned I need to know how to work with both. My Main IT guy here, Ed knows both MAC & PC platforms very well.

Here’s your answer:

You can save a copy for QB For MAC, and you can also copy back from MAC to PC (Round Trip). You can also start with a copy for MAC and convert round trip that way as well. There are a few limitations which won’t affect you for this purpose, but you should be aware of since you are servicing clients, more and more of whom will be using QB for MAC. The MAC version does not have all of the features that the PC version has in terms of customizing forms such as invoice templates. You will lose some of this in translation going from PC to MAC. Going from MAC to PC you can use the custom templates & features, but any invoices that were created on the MAC will need to be opened, the template chosen in the drop down and then the invoice needs to be saved again.

Click on ‘File’ – ‘Utilities’ – ‘Copy Company File For QuickBooks MAC’

Here is a screenshot:

Figure 1 – Convert QuickBooks from PC to MAC

Then you will be prompted of course for a location to save the file. Then send that QuickBooks Backup File via yousendit.