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How to Restore an Accountant's Copy in QuickBooks

· 4 min read
Debits

Introduction​

Restoring an Accountant's Copy in QuickBooks is a crucial step when your accountant has finished making adjustments to your financial data. This process allows you to integrate those changes into your company file without disrupting your ongoing work. This guide provides a step-by-step process for restoring an Accountant's Copy in QuickBooks Desktop.

Understanding the Accountant's Copy​

The Accountant's Copy is a special version of your QuickBooks company file that allows your accountant to make adjustments while you continue to work on your own copy. Once your accountant has completed their work, they will send you an Accountant’s Changes file (.QBY), which you need to import back into your company file to reflect the adjustments.

Step 1: Prepare for the Restoration​

1.1: Ensure You Have the Correct File​

  1. Receive the .QBY File: Your accountant will send you a file with a .QBY extension, which contains the changes they’ve made.
  2. Backup Your Company File: Before restoring the Accountant's Copy, create a backup of your current company file. This ensures that you can revert back to the original state if something goes wrong during the restoration process.

1.2: Review Pending Changes​

  1. Review Changes with Accountant: It’s a good idea to discuss the changes with your accountant before importing them to ensure you understand and agree with the modifications.

Step 2: Restore the Accountant's Changes​

2.1: Open Your Company File​

  1. Launch QuickBooks Desktop: Start QuickBooks Desktop and open your company file as usual.
  2. Go to File Menu: Click on File in the top menu, then select Accountant’s Copy.
  3. Choose Import Accountant's Changes: From the drop-down menu, select Import Accountant's Changes from File.

2.2: Import the .QBY File​

  1. Locate the .QBY File: In the dialog box that appears, navigate to the location where you saved the .QBY file received from your accountant.
  2. Select the File: Choose the .QBY file and click Open to start the import process.
  3. Review the Changes: QuickBooks will display a summary of the changes made by your accountant. Review these carefully.
  4. Apply the Changes: If everything looks correct, click Incorporate Accountant's Changes to apply the modifications to your company file.

2.3: Confirm the Restoration​

  1. Completion Message: Once the changes have been successfully imported, QuickBooks will display a confirmation message.
  2. Save and Close: Click OK to finish the process and close the Accountant’s Copy feature.

Step 3: Review the Updated Company File​

3.1: Verify Changes​

  1. Run Key Reports: Generate reports such as the Profit & Loss, Balance Sheet, and Trial Balance to ensure the changes have been correctly applied.
  2. Check Accounts and Balances: Verify that all account balances and transactions reflect the adjustments made by your accountant.

3.2: Continue Working​

  1. Resume Normal Operations: With the accountant’s changes incorporated, you can continue working on your company file without any restrictions.
  2. Communicate with Accountant: Notify your accountant that the changes have been successfully imported, completing the process.

Troubleshooting Common Issues​

1. Import Errors​

  • Check File Compatibility: Ensure that the .QBY file matches the version of QuickBooks you are using. If there’s a version mismatch, update your QuickBooks or ask your accountant to resend the file in the correct format.

2. Changes Not Reflected​

  • Review the Changes: If the changes aren’t showing up, double-check the import process. Make sure you selected the correct .QBY file and fully completed the import process.

3. Data Corruption Issues​

  • Use the Backup: If the company file seems corrupted after the import, restore your backup and attempt the import process again. If issues persist, contact QuickBooks support.

Conclusion​

Restoring an Accountant's Copy in QuickBooks is a straightforward process that ensures your financial records are updated with the latest adjustments from your accountant. By following the steps outlined in this guide, you can seamlessly incorporate these changes into your company file, keeping your books accurate and up-to-date. Always remember to create a backup before starting the restoration process to safeguard your data.