How do I make a copy for my acountan?

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  • Updated 7 months ago
She says that I have to set up as a user but that will cost money. Surely I don't have to do that. They usually get me to load my backup into their secure cloud but I can't find out how to backup to any place other than my back up drive.
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Cheryl Boneham

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Posted 7 months ago

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Kris Williams

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Yes you do backup to the B drive and then download it to your computer, then send to accountant for him to restore to his account. You should be backing up and downloading on a regular basis anyway
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Cheryl Boneham

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Thanks, I back up nearly every day but I didn't know I could then load it on to my computer?  How do you go about doing that?
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Kris Williams

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Using the floating toolbar click the arrow down and navigate to B drive and select file and click Save.

Hi Cheryl


Is your accountant just wanting to view the data?
If so, alternatively they can just login using your RAH login credentials.


Shaz Hughes Dip(Fin) ACQ NSW, MICB

Reckon Accredited Professional Partner Bookkeeper / Registered BAS Agent (No: 92314 015)

Accounted 4 Bookkeeping Services

Ballajura, WA

0422 886 003

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Jeffrey Arana

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Hi Cheryl. This was asked of us just recently.
If an auditor is requesting for QB file. “They want an accountant's copy“
(Note: only the administrator can do it)

or here:
To create an Accountant's Copy (.QBX)
  1. Go to the File menu, then select Send Company File.
  2. Select Accountant's Copy > Client Activities.
  3. If you want to save the file locally:
    1. Select Save File.
    2. Choose the appropriate location you want to save the file.

    If you want to send the file using Accountant's Copy File Transfer (ACFT) service:

    1. Select Send to Accountant, then Next.
    2. Enter the dividing date, then Next.
    3. Enter your accountant's email address, your name, and your email address.
    4. Create and reenter a file transfer password for security. If needed, you can also include a note to your accountant.
    5. Select Send. QuickBooks will then close all windows.
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Linda Putland, Accredited Partner

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I don't think an Auditor should be asking for an Accountants Copy in the Reckon sense of the word
- why would an Auditor be needing to change anything in a file?
- they should only be reviewing a file?

- there is no point creating an Accountants Copy unless you expect that someone will make changes and then you will need to incorporate those changes back into your file.  While the file is in Accountants Copy mode - there are some things you cant do - and you have to revert back to a normal version - I never recommend clients create an Accountants Copy unless they are expecting their account to actual edit entries or add journals and that their accountant then knows how to send the file back to them so that they can import the changes?

just my 2 cents worth - I have seen too many people do this and then have their file being in the Accountants Changes pending mode for years and not be able to do certain tasks with the file - for no real reason.

I agree with Shaz - just give the auditor your login details and create a View Only user for them to use - they can then review the file and you dont need to do anything.

If you really want to download a backup and restore it to your computer - or have your Accountant/Auditor restore it to their computer - then each Hosted Licence allows you to install one instance of Enterprise Desktop on a single computer... you should contact Reckon and they will provide you with an installation key code and tell you where you can download a copy of the install file.
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Kris Williams

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Totally agree with all that, I never allow accountants to change the file I would rather do the changes myself