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Payroll-related restrictions in an Accountant's Copy

Learn about payroll-related restrictions and processing payroll forms when working in an Accountant's Copy.

As an accountant working in an Accountant's Copy, you can work on transactions dated on or before the dividing date while your client continues to work in the company file on transactions dated after the dividing date.

To prevent your work from conflicting with your client's work, there are limitations to what you can do in an Accountant's Copy. Review the following sections to learn more.

Changes sent back to the client

An Accountant's Copy prevents you from making any changes that may conflict with your client's work. Some fields may be disabled in an Accountant's Copy. In other areas, you may see fields with a highlighted background.

  • Highlighted background: Information you enter in fields with a highlighted background is included in the changes you send back to your client.
  • Without highlighted background: Information you add or change in fields without a highlighted background is not included in the changes you send back to your client.
    You can change the information in the field if it helps you with your work, but that information is not saved or imported into the client's company file.

If the Accountant's Copy restrictions don't accommodate your situation, you can convert the Accountant's Copy to a company file. However, if you do so, your client won't be able to automatically import your changes but will have to enter your changes manually in the company file.

For more information, see Convert an accountant's copy or an accountant's working file to a regular company file

Payroll transaction restrictions in Accountant's Copy

You cannot perform the following payroll actions in an Accountant's Copy:

  • Create, edit, delete, or void pay cheques
  • Create, edit, delete, or void Direct Deposit cheques for 1099 suppliers
  • Enter, edit, or delete time sheet data
  • Send Quickbooks Desktop Payroll Assisted Data or Direct Deposits to Intuit

Processing payroll tax forms in an Accountant's Copy

Although there are transaction restrictions for processing payroll, you can still process payroll tax forms in an Accountant's Copy.

All monthly, quarterly, and annual tax forms available in a regular QuickBooks Desktop company file (.qbw) are also available in the Accountant's Copy.

For instructions on processing payroll forms, see How to process payroll tax forms.

Accountant's changes won't include the details of payroll tax forms the accountant processed or printed, because of no changes made to employee records or reports.

If you choose to e-file or process a payment transaction, verify the paid-through dates. If the paid-through periods cross the dividing date originally created, you will receive an error and be unable to complete the transaction.

List restrictions in an Accountant's Copy

The Chart of Accounts has no restrictions. You can work with the Chart of Accounts as you would in a regular QuickBooks Desktop company file.

Unrestricted actions in an Accountant's Copy

In an Accountant's Copy, you can:

  • Edit, void, and delete most types of transactions dated on or before the dividing date
  • Add new transactions within any date and add most types of list elements
  • Edit existing accounts, suppliers, and items
  • Merge, delete, and reconcile accounts
  • Edit the following lists:
    • Item lists
    • Supplier lists
  • Add items to the following lists:
    • Class list
    • Customer list
    • Supplier list
    • Employee list
    • Item list
    • Fixed asset item list
    • Sales tax code list (you cannot inactivate items on this list)
    • Other names lists

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