Posts Tagged ‘Remote Bookkeeping Services’

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:


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.



Remote Bookkeeping Services

June 16, 2009 2 comments

Remote bookkeeping is going to become more and more prevalent for small businesses for a few basic reasons. First, it is efficient for the bookkeepers. This means we can charge less because we can go from one client to the next with no travel increasing our billable hours. This is good. Second, it is convenient for the client because you don’t have to make space for a physical human being. Depending on the setup option you choose, you might have to reserve a computer while we are logged in, however if the computer that hosts the QuickBooks file is is used during the day, we can have a bookkeeper log in during the evening hours when no one is there. This means less interruption during normal business hours. Because of the portability of QuickBooks we can also log in and upload a copy of QuickBooks to ourselves. This will mean 5 minutes that someone has to stop working on that computer while we do this. Then when we are finished we can log in after hours and download the updated copy of QuickBooks to your computer. Of course during this time no changes can be made by anyone at your office to QuickBooks. I have one client that I work this way with (actually through a VPN, no computer needed) and it works beautifully. I can even pay his bills by setting the checks “To Be Printed”. When the QuickBooks Company File is back on his server I e-mail him to let him know, and he just opens up his QuickBooks as if it never left his server. Then he prints the batch of checks and signs them. This is convenient for him and I, and it is really efficient while still allowing for him to review all checks before they are sent.

I mentioned “portability of QuickBooks files”. The reality is that with services like yousendit and other FTP site options it is easily to seamlessly transfer your file without interruption on your part. If the file is particularly large, then we simply save a QuickBooks Portable Company file before we upload. None of this really matters to you as the business owner, all you care about is that we will get your file, work on it and put it back without you even feeling it!

So how do we get your information in order to work on your books remotely? There are a few ways to do this. The BEST way is when the client is comfortable and trusts us with the login info for their bank & credit card accounts. It is possible to give us read only access with most banks so that all we could ever do is download the information into QuickBooks and categorize the transactions. The other way is you send us the PDF’s and we enter them manually. It really doesn’t matter to us. In some cases we will set up a private blog site – you can easily upload documents as well as post notes for us as far as things you need us to follow up on. Yes of course you could e-mail that too, but the blog gives us nice platform to track the progress on things while e-mails get filed and forgotten!

So how do we log in to your computer?

The best way is that we set up a VPN (Virtual Private Network) on your server where the QuickBooks file is hosted. This enables us to get to your file without you even needing to interrupt anyone at any computer there. The other way is that we set up one of our gotomypc accounts on your computer. Finally you can set up your own gotomypc (or other remote access) and give us the information we need to log in to your computer. If we provide the gotomypc account there is an annual charge of $150 (about half of what it costs to have your own) and you can use it all you like to get access to your files and of course your own QuickBooks file. As long as you are a client the account is yours to use.

Setting up the VPN will of course require about 3 hours of time with our IT department at $150/hour, once this is done, however you have permanent remote access set up and it doesn’t cost another dime. Oh and yes – we can do this remotely!

In the process we will also be working with you to go as much paperless as possible – scanning bills and other documents in order to make them available to us for input. This is better (more efficient) for you and of course better for the environment – and we like that!

What About Security?

Of course we do everything in our power to protect your information. Everything we see is confidential and treated as such. Our service agreement provides for a bi-lateral NDA (we give you information about our company that we do not want disclosed to the general public as well). The VPN’s are all very secure as is gotomypc.

You can read more about remote bookkeeping services in our main website:

Please feel free to post your questions in the form of comments here.

Take our Poll and get a free hour of QuickBooks Training

June 15, 2009 Leave a comment

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