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Resolve errors and unexpected results when importing accountant's changes

Errors and unexpected results while importing Accountant's Changes to a company file are usually caused by the Accountant's Copy restriction being removed or by possible data damage on the company file. Learn more about the different errors, the cause, and the appropriate troubleshooting for each.

This article is part of a series about Accountant's Copy in QuickBooks Desktop. To know more about other Accountant's Copy workflows and general information, see Accountant's copy overview.

Unable to import Accountant's Changes

When you try importing Accountant's Changes:
  • You get this error: "QuickBooks cannot import the Accountant's Changes. Possible reasons are..."; or
  • You cannot select Import Accountant's Changes from Web/File because it is grayed out.
These may be caused by any of the following:
  • You are importing the changes to the wrong company file.
  • The Accountant's Copy restriction was removed.
  • The file with pending Accountant's Changes was upgraded to a new version or edition of QuickBooks Desktop.
  • If the file with pending Accountant's Changes was upgraded to a new version or edition of QuickBooks Desktop, you will need to restore a backup copy created before the upgrade or to enter the Accountant's Changes manually to incorporate it to the company file.
  • Upgrading the Accountant's Copy working file (.QBA) to match the current company file with pending Accountant's Changes does not guarantee that the changes will be imported.
  • lt is not recommended to upgrade a company file with pending Accountant's Changes to a different version or edition of QuickBooks Desktop. It is always best to import the Accountant's Changes prior to upgrading the company file.

Solution 1: Open the correct company file

Make sure you're opening the company file that has pending Accountant's Changes.

Solution 2: Save the files locally

  • If you are importing the Accountant's Changes from a portable drive (USB or thumb drive), copy the Accountant's Changes locally.
  • If your company file is saved on a server, either copy the company file to the local drive or import the Accountant's Changes on the server.

Solution 3: Send the Accountant's copy using a different method

If you are using Accountant's Copy File Transfer service (ACFT), send the Accountant's Changes using a different method i.e. through a CD, thumb drive, or email attachment.

Solution 4: Perform basic data damage troubleshooting

Solution 5: Try using Accountant's Copy in a Test File

This solution will help you identify if the problem is caused by a damaged QuickBooks installer or possible data integrity issues.

  • If import using a TEST file is successful, the program is working as designed and you have to enter the changes manually.
  • If import using a TEST file is unsuccessful, Clean install QuickBooks Desktop.

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QuickBooks is not responding when importing Accountant's Changes

  • This is normal if you are importing more than 1000 changes. But, if you are importing less than 1000 changes and QuickBooks is not responding, follow the steps provided to resolve the issue.

Solution 1: Save the files locally

  • If you are importing the Accountant's Changes from a portable drive (USB or thumb drive), copy the Accountant's Changes locally.
  • If your company file is saved on a server, either copy the company file to the local drive or import the Accountant's Changes on the server.

Solution 2: Test the QuickBooks PDF converter

QuickBooks Desktop creates several reports when importing the Accountant's Changes. If the converter is not functioning properly, the entire process will fail. To fix this:
  1. Save the Accountant's Changes as PDF.
  2. If you are unable to save the file, troubleshoot PDF problems with QuickBooks Desktop.

Solution 3: Perform basic data damage troubleshooting on your company file.

Note: If the original company file is damaged, this will continue to hinder the importing process. Severe data damage might require you to abandon your current Accountant's Copy. Make sure to create a backup of your company file and consult your accountant before removing the Accountant's Copy restriction.

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Error: You are attempting to import data from a different Accountant's Copy than the one that was last created for this Company Data file

This error appears when the Accountant's Copy restriction has been removed or the company file with pending Accountant's Changes was upgraded to a newer version of QuickBooks Desktop.

To fix this error:

  1. Open the previous version of QuickBooks Desktop. If this version is no longer installed, reinstall the program in another directory to prevent it from overriding your new version.
  2. Restore the backup file made prior to upgrading the file. Make sure that the backup still has the Accountant's Copy restriction.
    Note: "Accountant's Changes Pending" on the program's header is an indication that the company file still has the restriction.User-added image
  3. Import the Accountant's Changes.
  4. Ensure that everything was imported appropriately.
  5. Upgrade your company file.
  6. (Optional) Uninstall the previous version of QuickBooks Desktop.

To prevent this issue from happening again:

  • DO NOT upgrade a company file with pending Accountant's Changes.
  • NEVER remove the Accountant's Copy restriction without consulting your accountant. If the Accountant's Copy restriction has been removed, the Accountant's Changes cannot be imported unless a backup with the restriction has been created.

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Backup fails when importing Accountant Changes

Important: Create a copy of your company file before performing the steps below.

Solution 1: Turn off backup verification

  1. On the Create Backup window, select Local Back Up > Options.
  2. Select No verification then OK.
    Note: Selecting this option will stop QuickBooks Desktop from checking data integrity. While this may allow you to import the Accountant's Changes, this will not fix the damage on your company file.User-added image
  3. Select Next and wait for the backup to finish.
  4. (Optional) Once the changes are successfully imported, verify the data integrity of your company file.

Solution 2: Troubleshoot Data Damage

Perform basic data damage troubleshooting on your company file.
Note: If the damage includes duplicate lists, see QBWin.log: Verify list. Duplicate name encountered.

To fix duplicate list elements, you will need to remove the Accountant's Copy restriction and re-create an accountant's copy or enter the accountant's changes manually.

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Unexpected results after importing Accountant's Changes

Due date on transactions created in Accountant's Copy are changed/removed after importing the Accountant's Changes

Terms and Due Date are not part of the changes that can be sent back to the client. Bills or invoices will use the Vendor’s/Customer’s default terms when bills or invoices are imported through Accountant’s Copy. To fix this, manually edit the due terms.
  1. From the Vendor/Customer menu, choose Vendor/Customer center.
  2. Double-click the name of the Vendor /Customer that you need to correct.
  3. Go to the Payment Settings tab.
  4. Choose the correct Payment Terms or select Add New if needed.

Missing Loan Manager data after importing Accountant's Changes

Restrictions are set in place when an Accountant's Copy is created from a company file. This means that if new loans are entered into Loan Manager, the information will be missing once the Accountant's Changes is imported into the original file. You will need to re-enter the new loan information to the Loan Manager after the Accountant's Changes have been imported.

Reconciled transactions are not importing with the Accountant's Copy

You can import all changes created by the accountant except reconciliation.

  • If the changes do not show up on the Incorporate Accountant's Changes report, the problem might be coming from having more than 800 transactions in the reconciliation, which is the maximum number of transactions you can reconcile in an Accountant's Copy. Change the dates of your reconciliation to make the number of transactions smaller.
  • If the bank reconciliation does show up on the Incorporate Accountant's Changes report, one or more transactions failed to import. You will need to remove the accountant's copy restriction and create and send another accountant's copy to your accountant.

 

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