Converting an Accountant’s File To a Company File

Photoxpress_2522757An accountant’s file (.qba or .qbx file formats) is a special type of file in Quickbooks which allows accountants, hence the name, to perform work on the account at the same time as other workers. The file is given a diving date — a starting and ending period for which changes are allowed — and there are certain restrictions on what the accountant can edit and what other workers can edit.

Think of an accountant’s file as a way to allow your accountant to perform work within Quickbooks at the same time as you or another worker. When two or more people are modifying an account at the same time, problems usually arise. Quickbooks, however, addresses this issue with the use of accountant’s copy files. The accountant is given limited access to the specified time period within the dividing date.

But what happens if you want to turn an accountant’s file to a traditional company file (.qbw)? Thankfully, Quickbooks makes conversions a quick and easy process that should only take a few minutes. By following the steps mentioned below, you can successfully convert your accountant’s file to a full-service company file.

Note: if a worker is client is running a newer version of Quickbooks, he or she may not be able to open the company file. This is why it’s important to cross-reference software versions before sending a company file.

To convert an accountant’s file to a company file, fire up Quickbooks and access Accountant’s Copy > Convert Accountant’s Copy to Company File/QBW. Select the accountant’s file that you wish to convert from the available options, enter a file name and location for the new company file, and click Save.

The final step in converting an accountant’s file to a company file is to remove the accountant’s copy file restrictions. This basically removes the limitations previously imposed on the account, providing full access to you or the respective client once again. Intuit recommends users consult with their accountant before removing file restrictions. Assuming you are given the green light, access File > Accountant’s Copy > Remove Restrictions. Confirm that you wish to make the changes by clicking Ok. Quickbooks will now remove the restrictions on the accountant’s file.

Note: with restrictions removed, you and your accountant will no longer be able to work simultaneously on the same file. Enabling the restrictions will reverse this change, however.

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