How do I create an accountant copy when it just says fail with no explanation?

Let’s get this fixed for you, kimalbertson.

I'd like to test out a few troubleshooting steps to resolve the issue. 

We can start by making sure you have the latest release version of QuickBooks. 

Next, try checking your company filename for special characters. Ensure there are no commas in the file name or company name.

If the problem continues, you can check out this article for additional troubleshooting steps: Sending Accountants Copy

Please give those steps a try and see how it goes. I'm still here whenever you need help.

Hello there, @FarmhouseNetworking.

I'm glad you were able to get an accountant copy out of the local file. Other customers who might have the same problem can easily follow the steps you've given.

If you have any questions about QuickBooks, please let us know. The Community is here to help. Thanks for dropping by and take care!

One common issue.. Make sure the servers "QB User" Service account (QBDataServiceUserXX) has access to the server's shared folder, where your QBW file lives. 

You can also see this path access "error 4" on the PC, where you are exporting the accountants copy from, in Windows event logs... if you have this issue.  

How do you make a local copy?

Thanks for joining this thread, kittyxs4.

Creating a locaI copy of your company file is easy in QuickBooks Desktop. If this is what you mean, I can help you create it.

Below are the instructions on how you can create a backup copy of your QuickBooks Desktop company file:

1. From your QuickBooks, select File.
2. Click Switch to Single-user Mode.
3. From the File menu, select Backup Company, and select Create Local Backup.
4. In the Create Backup dialog, select Local Backup.
5. Select Options to open the Backup Options dialog.
6. In the Tell us where to save your backup copies field, select Browse and select the location in which to save the backup copy.
7. In the Online and Local Backup section, optionally select the Remind me to back up when I close my company file option to set a frequency for backup reminders.
8. Select one of the verification options to verify the data you save and alert you to any data corruption.
9. Click Ok.
10. In the Create Backup window, specify whether to back up automatically, and select Options to set options for automatic backups.
11. Select Finish.

I've got this article that will serve as your complete guide on how to create a backup of your company file in QuickBooks Desktop.

For future reference, let me share this link: Use the Accountant's Copy.

Please get back to me if you have other questions and I'll be here to help. Have a good one.

I followed all these steps, now how do I create the accountant's file? That's great, I have a local back up, but still no Accountant file.

Good to know that you're able to create a backup file, SunlightElec.

I'll now provide the steps on how to create the accountant's copy. Here's how: 

1. Go to the File menu, then select Send Company File.
2. Select Accountant's Copy, then click Client Activities.
3. Click Save File if you want to save it locally. Select Send to Accountant if you want to send the file using Accountant's Copy File Transfer (ACFT) service.
4. Select Accountant's Copy if you choose to save it locally. Then, enter the dividing date, then click Next.
5. Enter your accountant's email address, your name, and your email address if you've selected the second option (ACFT).
6. Create and reenter a file transfer password for security. If needed, you can also include a note to your accountant.
7. Select Send. QuickBooks will then close all windows.

Let me also share these articles so you can get additional info: 

• Use the Accountant's Copy
• Create an accountant's copy to send to your accountant

I'd be happy to get back here if you have other or follow-up questions.

If you make a local copy of Quickbooks data file and create an accountant's copy from it, how do you integrate the accountant's changes into original data file on server when no cut off date was recorded by that data file. This solution sounds like a recipe for disaster to me.

Jim Toner

[email address removed]

You have two options to integrate the accountant's changes, silvianjim.

• the accountant can send an Accountant Changes file that can be save on a hard drive
• use the Accountant’s Copy File Transfer service to send their changes through the web.

Here's how you can import the changes:

1. Back up your company file to have a save point.
2. Click the File menu and then select Send Company File.
3. Select Accountant's Copy and then Client Activities.
4. If your accountant sent you their changes in an Accountant’s Changes file, select Import Accountant Changes from File. Browse your computer for the file. It should have a .qby extension at the end of the filename.

If your accountant used the Accountant's Copy File Transfer Service, select Import Accountant’s Changes from Web. Follow the onscreen steps to import their changes.

Furthermore, you have an option to review the changes to make sure it doesn't conflict any works you've done.

1. When you’re ready to import their changes, select Incorporate Accountant's Changes. If you don’t want to import their changes, select Close.
2. Select OK to confirm the changes and close any open windows.
3. Then select OK and Close again. QuickBooks will create another back up of your company file.

Check this article to learn more: Use the Accountant's Copy.

I'll be here if you still have questions about the process.

This fixed my problem thanks!

That doesn't answer his concern about not being able to import the changes to the file on the network, which is what the original issue and how it was resolved.

I won't repeat what he said because he was fairly concise.

Guessing this is a bug. Mine was working fine yesterday. Exported files fine. Today I had some kind of issue connecting to my file on the server, so I ran a bunch of updates to make sure it was all the latest. DB Manager was falling on it's face and I was able to get that resolved. Now I can't create accountants copy. Contacted support and they just send me this link, which I already saw, which doesn't have an actual answer. In practice, the workaround isn't much better than just making a backup and sending it to the accountant. Seems ridiculous that we still have basic functionality issues at this point.

Glad you're able to connect your file to the server, @accountant copy failed.

I'm here to assist you in creating an accountant's copy of your company file.

We can only create and send an accountant's copy through a USB or Accountant's Copy File Service. Let me help you from there.

You may follow these steps if you'd like to put your file on a USB:

1. Go to the File menu and then select Send Company File.
2. Select Accountant's Copy and hover over Client Activities.
3. Choose Save File and then Next.
4. Select Accountant's Copy and then Next.
5. Enter the dividing date. Then select Next.

Here's how to send a file via the Accountant's Copy File Service:

1. Go to the File menu and then select Send Company File.
2. Choose Accountant's Copy and then click Client Activities.
3. Select Send to Accountant and then click Next.
4. Select Accountant's Copy and then Next.
5. Enter the dividing date. Then select Next.
6. Enter your and your accountant's email addresses.
7. Create a file password for the file. Your accountant needs this to open it.
8. When you're ready, select Send.

For more details about the process, here's a guide in creating an Accountant's Copy: Create an Accountant's Copy of your Company File.

I've also included an article that will help you delete the restrictions of the accountant's copy. This ensures that you can still send another copy in case of data damage: Remove the Accountant's Copy Restriction.

Let us know if you have other QuickBooks concerns. We're always here to assist.

The Fifth Solution here solved my issue, when support wouldn't...

The only problem with this solution is that the accountants copy was created from the local copy of company file, so users can still make changes on server version that are before divide date. This is sure to cause problems when you try to integrate any changes that the accountant makes.

Hi @silvianjim,

I'll share insight into this situation about the Accountant's Copy in QuickBooks Desktop (QBDT).

The dividing date you set when you create an Accountant's Copy determines which part of the company you and your accountant can make changes. An accountant can edit transactions that fall on or before the dividing date, while you can modify transactions after the dividing date. It's in place to avoid the exact situation you stated above. 

Another option you have is to set a closing date, along with a password. This way, you can ensure that there aren't any unexpected changes made to your books before the closing date. 

More information about this feature is in this article: Close your books in QuickBooks Desktop. It's explained in detail what happens to your company file while this feature is enabled, along with screenshots for your reference.

 Place a comment below if you have other concerns, and I'll get back to you.

This is exactly what I was referring to. If you make a local copy of company file, and create an accountant's copy from it, only the local file has the divide date designated. The company file on server, which is the one you eventually want to integrate with accountant's changes, does not have the accountant's restrictions on it. That leads to a couple more questions.

1. Can you still integrate accountant's changes to server based company file despite there being no divide date designated (and thus no restrictions)?

2. Will the changes file recognize if changes were made to server file that affect the integrations from accountant's change file, and alert you to them?

3. Of course, it would be much simpler if you could just create the accountant's copy directly from the server company file, which is how this is supposed to work.

FYI, I have updated server, workstation, and QuickBooks, to no avail.

I appreciate you for getting back to us, silvianjim.

We can only integrate an accountant's copy when we enter a dividing date. It helps the system to determines which part of the company you and your accountant can make changes.

Once integrated, yes, you'll be informed on what are the changes made. Also, to avoid any conflict of the file, the program will automatically add an Accountant's Changes Pending reminder. It is to restrict certain activities with your file.

You can see the reminder next to your company file name.

You can also take a look at these articles to ensure that there aren't any unexpected changes made to your books before the closing date:

• Set A Closing Date
• Close Your Books

Let us know if there's anything that I can help. Keep safe!

Thank you,

So the main question remains; Why can I not make an accountant's copy when I have the server stored company file open on my workstation?

Let me share additional information about creating an accountant's copy, @silvianjim. 

Can you tell us more about the error you've encountered when trying to create an accountant's copy? That'll help us resolve the error you're having. 

There are times that you're unable to create an accountant's copy due to insufficient space on your drive. You can resolve it by freeing some space from your hard drive or by saving it to a different drive with more free space. 

Here's a reference on how to create an Accountant's Copy of your company file in QuickBooks Desktop.

Also, here's an article that can help you fix various errors and unexpected results on an Accountant’s copy: Resolve errors when creating or working on an accountant's copy. 

Let me know if you still have questions about creating a company file. I'm always here to assist. Keep safe and enjoy the rest of the day!

I have read all the articles and tried saving files to numerous places. Disk space is not an issue.

Let me summarize my situation for you:

I have QuickBooks Database Server 2019 running on a Windows Server 2012/R2 server in a domain environment. The company files reside on this server. 

I run QuickBooks Premier 2019 on numerous workstations and laptops. 

Windows 10 and QuickBooks are up to date on all computers, as is Windows Server 2012/R2

QuickBooks desktop works fine on all workstations with 4 different company files that reside on server, EXCEPT when trying to create an accountant's copy of any of the company files.

If I copy a company file to a desktop computer, I can create an accountant's copy, but this is not a solution, because only the copy on the desktop computer will have the divide date and accountant's restrictions on it. I need the server copy to have the divide date so that other users don't make improper changes to company files.

I might be able to copy company files with divide date back to server, replacing current ones there, but I don't think this is a valid solution to the issue. I should be able to create the accountant's copies directly from company file on server.

Please don't send me a link to another article. This is a bug of some sort that needs to be addressed.

Thank you for your help.

silvianjim

I appreciate the detailed information, @silvianjim

I have an idea about why you're unable to create an Accountant's Copy on your server computer. One of the possible causes is the damaged data file. To isolate the error, you can repair your company file using QuickBooks File Doctor. Let me walk you through how.

1. In your server computer, close QuickBooks.
2. Download and install QuickBooks Tool Hub. Then, save the file somewhere you can easily find.
3. Open the file you downloaded (QuickBooksToolHub.exe). Follow the on-screen steps to install and agree to the terms and conditions.
4. When the install finishes, double-click the icon on your Windows desktop to open the tool hub.
5. From the tool hub, select the Company File Issues tab.
6. Choose Run QuickBooks File Doctor. It can take up to one minute for the file doctor to open.
7. In QuickBooks File Doctor, take your company file from the drop-down menu. If you don’t see your file, hit Browse and search to find your file.
8. Tick Check your file (middle option only) and then Continue.
9. Enter your QuickBooks Admin password and then Next.

Once the scan finishes, open QuickBooks and your company file and create an Accountant's Copy again.

For more recommended solutions, check out this guide: Troubleshoot Accountant File Transfer service issues.

Let me know how it goes or if you still have questions or concerns. Feel free to comment below and I'll be happy to answer them for you. Have a great rest of the week.

I don't think this is the issue. That would mean I have 4 different company files that are damaged but open fine in QuickBooks Desktop, and can be edited and saved without any other problems.

In spite of that I will give this a try.

Also, it should be noted that the QuickBooks Desktop application is not installed on the server, only the Database Manager. Can I install both the desktop application and the QuickBooks Database Manager on the server? I would rather not run the desktop application on the server, but if it allows me to create accountant's copy without going through this nightmare, I might consider it. :)

Thanks