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How to Create an Accountant's Copy of Your QuickBooks 2010 Data File

QuickBooks 2010 makes it easy for accountants to work with client data files. You can use the Accountant’s Copy feature in QuickBooks to simply e-mail (or snail-mail) your accountant a copy of the QuickBooks data file. You create the accountant’s copy of the QuickBooks data file by using your version of QuickBooks and the real data file.


Choose File→Accountant’s Copy→Client Activities→Save File.

QuickBooks first displays a message asking whether you want an accountant's copy of the file, or a portable of backup copy of the file.


Select the Accountant’s Copy radio button, and then click Next.

A message appears, asking you to specify a dividing date.


Specify a dividing date.

Transactions falling before this date can be edited only inside the accountant’s copy. Transactions falling after this data can be edited inside both the accountant’s copy and your copy.


Click Next to continue.

Another message appears, telling you that QuickBooks must close all the windows to create an accountant’s copy. QuickBooks may also tell you to insert a disk.


Click OK and insert the disk (if necessary).

The Save Accountant’s Copy To dialog box appears.


In the File Name box of the Save Accountant’s Copy To dialog box, enter a name for the accountant’s copy of the QuickBooks data file.

If necessary, you can also use the Save In drop-down list to specify where the accountant’s copy of the QuickBooks data file should be saved.


Click Save.

QuickBooks then saves an accountant’s copy of the QuickBooks data file. This data file is then transmitted to the accountant.

Accountant copies in QuickBooks 2010 make use of three files types. The Accountant Transfer File (with the .qbx file extension) is what you create and give 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. And finally, there’s the Accountant Export File (with the .qby file extension).

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