How To Send Accountant's Copy Back To Client After Making Changes

The approach yous use to return completed piece of work to a customer depends on which way you opted to work with the Accountant's Copy export file (.QBX) file at the outset. Intuit does not provide electronic communications to transmit completed work to a client all the same you chose to work with the file initially. The simplest electronic method to transmit completed work is via email, but that may not be feasible if you opted to work with the .QBX file by converting it to a company file (.QBW).

For background, the Accountant'due south Copy consign file (.QBX) in QuickBooks is an easy manner for a company to transfer data to a 3rd-political party, such as an accountant. In an article on our blog, nosotros've described how a company can easily transfer an Accountant's Copy export file (.QBX) to u.s. using Intuit'due south secure servers. This file could also exist delivered via other methods, such as delivery on a flash drive or other physical media. Intuit uses the terms "consign" and "transfer" to describe a .QBX file interchangeably. For simplicity, we'll refer to this file every bit an export file because "eastward10port" serves as a better reminder of the purpose of the file extension, .QBX.

Working with an Accountant'south Re-create is substantially a 5 step process:

client sends an Accountant's Copy export file (.QBX) to an accountant or tertiary party
auditor or tertiary party works with the data
an accountant or third party returns completed work to the client
client imports changes fabricated past accountant or third political party
resolving problems if the customer import fails

Throughout this article, nosotros'll refer to dissimilar file types with similar names. The function of each of these files is very specific. For more information, come across our article describing the dissimilar file types in QuickBooks. In this article we'll accost how to return completed work to a client.

There are 2 means to work with an Auditor's Copy export file (.QBX):

Catechumen it to an Accountant's Copy working file (.QBA), which allows your changes to be automatically incorporated into the client's company file, or
Convert it to a company file (.QBW), which will not allow your changes to incorporated into the client'south company file

How work is returned to a client depends on the method y'all opted to use the .QBX file from the start. Hopefully, before doing any work you evaluated which method all-time suited your needs, because once the work is completed, your options on how to return that piece of work are limited.

Method one – You lot Previously Chose To Convert a .QBX to a .QBA File

The principal benefits of using this method are threefold:

your client can keep to record transactions in the company file afterward the dividing appointment,
QuickBooks will record only your changes in an Auditor's Copy import file, resulting in a much smaller file to be transmitted to the client, and
tools are in identify from inside QuickBooks to hands document changes yous fabricated to the file.

This method is only bachelor if you are working with the Accountant Edition of QuickBooks. From inside QuickBooks, click the File->Accountant's Copy->View/Consign Changes for Client… menu selection.

QuickBooks Accountants Copy View Export

With the View/Consign Changes for Client window open, you'll be able to:

record a annotation to your customer describing the work you performed
review the changes you made to the file
print or save a PDF study of your work
create a .QBY import file (referred to every bit a Modify File on the button) for transmission to your customer

Here'southward the View/Export Changes for Client window with important sections highlighted:

QuickBooks Accountants Copy Accountant's Changes

In this example, we recorded a unmarried alter in the .QBA file created from the client'southward data, a journal entry. Changes initially appear as single line items, and you tin expand (+) or plummet (-) the detail that appears below a transaction by clicking the advisable indicator to the left of the transaction. If y'all've recorded more than a few transactions, you tin can too too click the Expand All and Collapse All buttons to perform those tasks on all of the transactions you recorded.

To document your piece of work, click either the Print or Save as PDF button. Nosotros've attached a sample of the PDF produced past QuickBooks.

One time you've documented your piece of work, click the Create Alter File for Client button. This will create an Accountant's Copy import file (.QBY) from the .QBA file. The .QBY import file will contain just the data required to update your customer'southward company file, so it'south much smaller in size than other file types. That makes it easy to transmit via email, since many net service providers impose restrictions on the size of email attachments. In addition, security is less of a concern because you're not transmitting all of a visitor'southward financial data – but a record of your changes.

When you click the Create Change File for Client push, you'll be prompted to specify a location for the .QBY file. Be sure to write down this location. Open your electronic mail client, address an email to your customer, adhere the .QBY file you simply created, and send it. Your completed piece of work is now on its way to your client.

Method ii – You Previously Chose To Convert a .QBX to a .QBW File

If you opted to convert an Auditor'due south Copy export file (.QBX) file to a company file (.QBW) and tape your work in that visitor file, you'll need to replace your client's company file (.QBW) with the company file that contains your work.

Different the previous method, QuickBooks doesn't provide any tools to assist in this process.

Considering a visitor file (.QBW) is the primary file for recording data in QuickBooks for Windows, the file is considerably larger than other file types. You lot may detect that the size of the visitor file makes electronic manual, especially via email, more difficult. For example, the company file containing the sample data we used in these examples is 7944 Kb, or virtually 8 megabytes, in size. By comparison, the Accountant'south Copy export file (.QBX) created from this visitor file to be sent to an auditor is only 328 Kb. The Accountant'south Copy import file (.QBY) containing our one journal entry is less than 2 Kb in size, which is nigh the space required for 1 transaction. If we had recorded 100 transactions resulting in a .QBY file of approximately 200 Kb, it would be easier to transmit that file via electronic mail than a file containing virtually 8 Mb of data. If the company file (.QBW) containing your piece of work is too big for transmission via email, you lot can consider:

compressing the file with a file compression utility,
using a file service that isn't subject to the limits imposed past your internet service provider on email, or
physical delivery of the file on electronic media.

Before replacing your customer'southward company file with the 1 containing your work, exist certain to create a backup copy of the client'due south information. If the client did tape transactions in the company file, those transactions will exist lost once you supersede the client's company file with the i containing your work. The backup volition provide the ability to identify those transactions at a later date and enter them manually.

If you created and emailed a .QBY file, your customer will need to incorporate the changes that are recorded in the Auditor's Copy import file (.QBY) that you supply. We draw incorporating the changes in an Accountant'south Copy import file (.QBY) in a split commodity.

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