Accountant's Copy - Sending the Accountant the file - Step One

It is getting close to that time of year when your accountant asks you to send him/her an accountant's copy of your data file in QuickBooks.  An Accountant's Copy is a version of your company file that your accountant can use to make changes while you continue to work. When your accountant is done, he or she will send you a file that you import into your company file.

This sometimes is confusing for the new user.   This post will describe the steps involved in creating a file to send to your accountant.  

(On a side note, new to QuickBooks 2011, there is a charge to use this feature.  The Accountant's Copy File Transfer Service (which allows you to export the changes and the client to import them directly from the web) is $9.95/year but it is included in your ProAdvisor Membership.   If you have QuickBooks 2011, your accountant will need to be using QuickBooks 2011 to open your accountant's copy.)

You can choose to save and send an accountant's copy via regular email or use a usb stick or send through Intuit's secure servers.  I prefer the latter:

1. From the File menu, Accountant's Copy, and then select Send to Accountant

   (Note: In QuickBooks Premier Accountant Edition and QuickBooks Enterprise Solutions Accountant Edition, select the File menu and then Client Activities to send to the accountant.)

2. Click Next to confirm the accountant's copy.
3. Set the dividing date (Be sure to coordinate with your accountant before choosing this date) and click Next
4. Enter in the Accountant's E-mail address.
5. Reenter the accountant's e-mail address
6. Enter your name.
7. Enter you e-mail address.
8. Click Next.
9. Create the file transfer password to encrypt file for security
10. Reenter the password.
11. Enter any notes to your accountant.
12. Click Send. 

Here are the screen shots:

Click any photo to enlarge

It is that simple to create.  Then you can call your accountant and tell him/her the strong password, so that he/she can open the email and the file. 

The next post will give you the steps for your accountant on how to open this file.

Lynda

Check out my website www.artesanibookkeeping.com