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QuickBooks
Online Manual
Accountant's Review Copy
About
an Accountant's Review Copy
An
Accountant's Review is made when your accountant needs
the file to review and to make some adjustments to your
books, but you cannot afford to lose access to your
books yourself. By giving an accountant's review copy
of your data to your accountant, you can continue your
day-to- day operations with QuickBooks while your accountant
enters the adjustments.
When your accountant finishes, you merge the accountant's
changes along with your own. At no point during the
process do you lose the ability to work with your QuickBooks
data yourself.
| • |
You
will lose the ability to perform some functions
within QuickBooks, while your accountant has the
review copy. These functions include deleting
a list entry, renaming existing accounts or items,
and reorganizing your lists. However, you will
not lose the ability to perform daily activities
like time tracking, recording deposits, invoicing,
creating new list entries, customer entries, vendor
entries, etc. |
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You
should make a backup copy of your QuickBooks file
before creating an Accountant's Review Copy. Backing
up is a safeguard in case anything goes wrong
when you try to merge the changes. For instructions
on how to create a backup copy, please refer to
the section in this book, "Backing Up Company
Data". |
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Making
an Accountant's Review Copy
| 1. |
From
the "File" menu within QuickBooks, choose "Accountant's
Review "and then choose "Create Accountant's Copy".
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| 2.
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The
Save Accountant's Copy to box will appear. You
can either change the filename or keep the file
name that QuickBooks suggests for the accountant's
copy (usually the company name and the .QBX extension.)
You do not have to change the name, but if you
do, the file name you assign must have a .QBX
extension. |
| 3. |
Change
the suggested location for the file, if necessary.
Most people will be sending the Accountant's Review
to their accountant, so the review must be saved
to a 3.5-inch disk, so make sure that you are
at the a: drive. If you are putting the file on
a 3.5 inch disk, insert the disk and choose your
disk drive as the "Save In" location. |
| 4. |
Click
"Save". |
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| • |
The
phrase "Accountant's copy exists" appears
in the title bar of the QuickBooks program
window, and will remain there until you
have received your disk back from your accountant
and merged the accountant's changes into
your QuickBooks file. |
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Back to [ Top ] [ QuickBooks Index ]
Merging
your Accountant's Changes
When you receive the Accountant's Review file back from
your accountant you need to merge the file with your
current QuickBooks file. The file will normally be on
a 3.5" disk with the extension of ".AIF".
You should make a backup of your company data before
attempting to merge the accountant's changes. See the
instructions for "Backing Up Company Data" to learn
how to do this.
| 1. |
If
the accountant's changes are on a floppy disk,
insert the disk into your floppy drive. |
| 2.
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Open
the master company file. Then from the "File"
menu, choose "Accountant's Review", and then choose
"Import Accountant's Changes". |
| 3. |
When
the message about backing up your data appears,
click "OK". |
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| • |
Backing
up is a safeguard in case anything goes
wrong when you try to merge the changes. |
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| 4. |
Enter
the filename and location for the backup file
and click "Back Up". When the "Import Changes
from Accountant's Copy" window appears, select
the drive that contains the file (usually your
a: drive) and click "Open".
 For
all other versions of QuickBooks:
Enter the filename and location for the backup
file and click "Save". In the "Import Changes
from Accountant's Copy" window, select the drive
that contains the file (usually your a: drive)
and click "Open".
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