QuickBooks Backup Copy vs QuickBooks Accountant’s Copy Davis & Hodgdon CPAs

It also doesn’t include your .tlg or .log files, Loan Manager, Statement Writer, or Fixed Asset Manager files. This option does not allow the client and the accountant to both work at the same. However, like the accountant copy, a portable file can be sent via email or syncing application such as Dropbox. A portable company file works by removing excess data like logos, images, or templates on a file. It does that to ensure the file only contains crucial company data. It does not contact the transaction log file or .tlg file.

Many of these listed considerations, as well as those unlisted, depend on the amount of damage done to the data file. Depending on how big your file is, the time to restore will vary. If you have an administrator password in place , you’ll need to enter it for the restoration to complete. Once you get the congratulatory popup, and click “OK,” your workspace will be restored. You don’t want to overwrite your working file, unless that’s the intention. But, it’s best practice to restore the file, then verify the information and data integrity of the restored file.

• But, it’s best practice to restore the file, then verify the information and data integrity of the restored file.
• QuickBooks Accountant’s Copy (.qbx .qba .qby)- The QuickBooks Accountant’s Copy file types are a great resource when you need to have someone make changes to a prior financial period.
• Once the accountant receives the file, they will need to restore the file to their computer; complete their edits and changes; then create an updated portable copy to send back to the client.
• This option does not allow the client and the accountant to both work at the same.
• You should not send a copy of this file directly to your accountant or make backups by copying this file.

A backup copy of the file, which is a second copy of the QuickBooks file you create so you’ll have a copy of the file in case something bad happens to the original QuickBooks data file. But ensure you go through the notes on where to restore the file page and select next. This tool can solve data problems since it re-indexes the data when recovering the company file.

How Can I send the Portable Copy of QuickBooks?

The client can then restore the backup to their PC and will work from this version going forward. Pick somewhere that’s easy to find, like your Windows desktop. Since company portable files are important but lack full backup, it’s best to know how to restore them in Quickbooks. Remember, you can do this with the help of a CD, USB flash, or network folder.

However, in most situations and with the proper training for clients, QuickBooks Accountant’s Copy is one of the most effective ways to adjust a client’s books. The following sections provide details about the specific changes you can and can’t make in an Accountant’s Copy. There are also some specific limitations of the type of changes you can make.

Accountant’s Copy limitations

For example, for year-end tax preparation purposes, you would select December 31 of the prior year as the dividing date. For quarterly reports or periodic accounting adjustments, you would select the last day of the previous month or quarter. QuickBooks displays an updated Save Accountant’s Copy dialog box, shown here. Another message appears, telling the client that QuickBooks must close all the windows to create an accountant’s copy. \nQuickBooks displays an updated Save Accountant’s Copy dialog box, shown here. \nAnother message appears, telling the client that QuickBooks must close all the windows to create an accountant’s copy.

Yes, there are more extensions used in QuickBooks and a full list of these extensions can be found here on the Intuit website. QuickBooks Desktop uses different types of files to store different types of data. For example, your main company files and backup data files are totally different file types. Need to share your accounting data or move it to another computer? This is a compact version of your company file that’s small enough to send in an email or put on a USB. Some help articles also recommend creating a portable company file to fix minor data issues.

Even if your accountant doesn’t plan to change data, an Accountant’s Copy file is still a good choice. Canceling the Accountant’s Copy file removes the dividing date restrictions on the file, but it does not delete the file or make it unavailable to your accountant. This allows you to take advantage of free, secure transfer to your accountant without any restrictions on your continued QuickBooks work. After the accountant’s copy is uploaded, the Intuit server sends the accountant an email message with a link the accountant can use to download the accountant’s copy file. As noted, the client provides a password to restrict access to the downloaded file, so the accountant needs this password from the client before the download. The accountant also needs any QuickBooks password to open the downloaded file.

The Accountant Transfer File (with the .qbx file extension) is what a client creates and gives to the accountant. The actual Accountant’s Copy (with the .qba file extension) is what the accountant works with after he or she opens the Accountant Transfer File. Finally, there’s the Accountant Export File (with the .qby file extension), which holds the changes that go back to the client. For starters, like a backup file, it’s safest to create or restore it onto a Solid-State Drive or traditional Hard Drive . If you need to take that file to a flash drive, wait for it to finish creating the file.

Quickbooks Portable File Vs. Backup

Perhaps they needed to store a copy of their QuickBooks file off-site for security reasons. Or, maybe they needed to provide a backup copy to their tax preparer at year-end. QuickBooks saves it as as an Apple disk image.plistApple property list filesThis stores your registration and preferences.

If you have issues accounting cycle a portable company file, here’s how to fix it. To completely back up your company files, follow the steps to create a backup company file. This series of articles covers the full cycle of sending data to us or another accountant and incorporating recommended changes into your QuickBooks company file.

In the event that you need assistance making sense of how to utilize ShareFile, we have a page to give assistance here. Note that we will likewise require the executive secret word for the.QBB document to reestablish it on our end. I suspect it’s because 2018 software isn’t supported anymore and this is one way they encourage upgrading, but I hope I’m wrong. It’s not recommended to include the password in the comment area. Instead, communicate the password to your accountant via a more secure method, such as by telephone call. You should be aware that there are some limitations to the things that we can adjust with an Accountant’s Copy file, and thus it may not be suitable for all companies.

Note that after creating the portable company file and sending it to another computer, you can access all its data. Backups should be made periodically in case of hardware failure, software corruption or other data loss. Ideally, you should back up your company file to a CD, DVD, flash drive, or external hard drive. If you choose to store your backup company files on your hard drive, you will most likely lose all of your company data in the event of a hard drive failure. This file type should be used for regular backups of your company file.

\nYour client can also send a copy of the QuickBooks accountant’s copy electronically by using Intuit’s file transfer service. Even though some users confuse Quickbooks portable files with backup, the two are different. In Quickbooks, backups are a copy of a certain account and all its files. So if you create a backup in Quickbooks, it will copy the account and all the data in it, plus logos, images, invoices, and templates.

For those that make regular use of the features of the products, QB Pro and Premier offer solid values. The last option to send your QuickBooks file to your accountant is a QuickBooks backup. Unlike the portable copy, a QuickBooks backup saves everything currently in your company file. This includes your accounting data, templates, letters, logos, images, and related files . Backups can be emailed if they are small enough, saved to thumb drives and delivered to the accountant in person, or through a syncing application such as DropBox.

You can rest assured that we will work closely with you to create actionable business plans and accurate financial reporting. We offer our toolkit of financial intelligence that will be your greatest asset for business growth. With the QuickBooks Backup File I also have access to the .tlg file which will give me insight into any current corrupt data. Any changes made will need to be tracked by the tax preparer and submitted to the client for manual input into their copy .

First, the ability to open an accountant’s copy file was not removed from QB Pro because it was never there. This capability was always only in the higher cost Premier Accountant product. While we can’t speak for Intuit, that approach seems reasonable. Every QB Pro user should be able to generate the accountant’s copy file, but only an accountant needs the extra capabilities to work with it.

In other words, the client needs to snail-mail or email the file. \nThen this data file is transmitted to the accountant by the client. A portable copy of the file, which is a real, live copy of the QuickBooks data file that’s been slightly scrunched in size so it’s easier to move around .

However, what the QuickBooks Portable File does well at is that it re-indexes all of the information in your company file. You need to understand with this file type is that is that itDOES NOThouse all of the information that your complete company file has. Which type of QuickBooks file should be shared between client and bookkeeper? It is important to understand the difference between the “Backup” copy and the “Accountant’s” copy when sharing bookkeeping data and the advantages/disadvantages of each.

The outcome is a lot of littler document containing the majority of your information that can be sent by means of Email without trouble. When QuickBooks gets to final step of creating an accountant’s copy, it simply says “Failed” with a follow-up message that an accountant’s copy has not been created. Give the Accountant’s Copy transfer file (.qbx) to your accountant and continue to work. Then this data file is transmitted to the accountant by the client.