QuickBooks 2007

Every so often, we'll ask you for an Accountant's Copy of your QuickBooks file. It's a special version of your company file that allows us to analyze your financial data and make adjustments -- even as you continue working with your own copy. Then when we've finished our work, we'll ask you to import our Accountant's Changes back into your working copy and make us a new Accountant's Copy. This exchange of data helps us serve you more efficiently and ensures that we're all up to date.

In the past we supplied prelabelled floppy disks ("A floppy disk? What's that?") for exchange of data, but in this day of email, USB flash drives, CD-Rs and Zip disks, it's no longer a simple matter of saying "put the disk in Drive A." For that reason, the following instructions are deliberately vague on the saving and loading of files. Generally speaking, it will be "Drive something-or-other."

Note: These instructions are written for QuickBooks 2007, which has changed the procedure considerably from prior years. Refer to this page if you're using an earlier edition of QuickBooks.

If we've instructed you to import Accountant's Changes, the following steps will lead you through the process. If there are no adjustments, or if this is your first time creating an Accountant's Copy, skip ahead to the next section.

1. Our Accountant's Changes (.qby) file may arrive via email, CD, Zip disk or flash drive. Emailed files should be saved to your hard drive before importing.

2. In the File menu, select Accountant's Copy and Import Accountant's Changes. Select the file we sent you and click Open.

3. QuickBooks will display the adjustments we've made. (You can click on the "+" next to each entry to see the details.) Click on the Import button to begin.

4. QuickBooks will tell you that "You must back up your data before importing Accountant Changes." Click OK.

5. Choose a folder on your hard drive or the "Desktop" for your backup copy. QuickBooks may warn you about saving backups on the same drive as your working copy, but this is only a temporary safety measure. Click Save.

6. When QuickBooks tells you the backup was successful, click OK.

7. QuickBooks will show you the list of adjustments again. (If you see any warnings -- marked by a yellow triangle -- contact us for help.) We suggest you print the list for your records.

Now that you've merged our adjustments back into your copy of QuickBooks, it's time to make us a new Accountant's Copy.

1. In the File menu, choose Accountant's Copy and Create Accountant's Copy.

2. New to QuickBooks 2007, you'll be asked to select a Dividing Date. Usually this would be the end of the prior month, quarter or fiscal year. You can continue to work on transactions after the Dividing Date. If you're not sure what date to choose, give us a call at 203-259-9505.

3. Select your Zip/USB/CD/whatever drive and save the file.

4. Return the Accountant's Copy to our office.