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Intuit

Resolve errors and unexpected results when exporting accountant's changes (.QBY)

Accountant's Copy allows you and your client to work on the same company file at the same time. Accountant's Changes (.QBY) is the file type created when you export the changes you made. Your client can import these changes to the company file as long as the Accountant's Copy Restriction is not removed.

Note: Before proceeding, make sure to update QuickBooks Desktop to the latest release to ensure you have all the critical updates needed by the program.

For scenarios and errors with multiple solutions, perform the solutions in the order shown.

This error appears when you view, import, or export changes from an Accountant's Copy file.

Note: If the Accountant's Changes file is in a remote location, copy the file first into a local folder before exporting. Intuit Data Services cannot fix this type of error, regardless of the number of changes in the file.

Solution 1: Delete temporary internet files from Internet Explorer

  1. Open Internet Explorer.
  2. Go to the Tools menu, then select Internet Options.Note: If you can't see the Tools menu, press Alt on your keyboard.
  3. Go to the General tab, then select Delete.
  4. Check the Temporary Internet Files box, then select Delete.

Solution 2: Remove special characters in the Chart of Accounts

Special characters include:

  • Less than (<)
  • Greater than (>)
  • Ampersand (&)
  • Apostrophe (')
  • Quotation mark (")

To remove special characters:

  1. Open QuickBooks and log in to the company file.
  2. Go to the Lists menu, then select Chart of Accounts.
  3. Right-click the account, then select Edit Account.
  4. Make the necessary changes. Select Save & Close.

Solution 3: Re-convert the Accountant's Copy (.QBX) and re-enter the changes

  1. Re-open the original .QBX file to create a new .QBA file.
    1. Go to the File menu, then select Open or Restore a Company.
    2. Select Convert an Accountant's Copy Transfer File, then select Next.
    3. Select the .QBX file, then Open.
    4. Choose where you want to save the file.Note: Select a different location from the original .QBA file.
  2. Re-enter the changes to the new Accountant's Copy working file (.QBA).
  3. Export the Accountant's Changes.

Solution 4: Send and import General Journal Entries

This solution is effective if majority of the changes are recorded using General Journal Entries.

If you are having issues printing or saving the Accountant's Changes as PDF, QuickBooks program file Qbprint.qbp or your PDF converter may be damaged.

Solution 1: Rename the Qbprint.qbp file

Solution 2: Repair the PDF converter

Solution 3: Rename the MSHTML file

  1. Right-click the QuickBooks icon on your Desktop, then select Open file location.
  2. Right-click the MSHTML.DLL or MICROSOFT.MSHTML.DLL file, then select Rename.
  3. Add OLD to the file name.Example: OLDMSHTML.DLL or OLDMICROSOFT.MSHTML.DLL.
  4. Try to save the Accountant's Changes as PDF.

Solution 4: Perform clean install

Clean Install completely removes QuickBooks installation files and folders from your computer. This process is necessary when QuickBooks Desktop function is damaged.

If the Accountant's Copy gets damaged or has pre-existing damage, you may not be able to export the changes because View/Export changes for client is grayed out.

Reminder: You need to be working on the Accountant’s Copy file to use the View/Export Changes for the Client option. While on QuickBooks, press F2 or Ctrl+ 1 on your keyboard and look for the file extension of the file name in the Location section. Make sure you are using the Accountant’s Copy file (.qba) and not the “regular” company file (.qbw).

If the file extension is .qba and you experience this issue, close then reopen your QuickBooks Desktop. If the issue persists, follow the solutions below.

Solution 1: Copy your file locally

If your file is saved on a server or external drive, create a copy of the file in a local folder, then try to export the Accountant's Changes.

Solution 2: Perform basic data damage troubleshooting

Solution 3: Recreate the Accountant's Changes

If the company file has pre-existing damage even before creating an Accountant's Copy (.QBX), you have to remove the Accountant's Copy restriction and recreate a new Accountant's Copy (.QBX).

  1. Remove the accountant's copy restriction.
  2. Recreate the Accountant's Copy.
    1. Go to the File menu, then select Send Company File.
    2. Select Accountant's Copy > Client Activities.
    3. Select Send to Accountant/Save file.
  • If the window shows the previous Accountant's Copy changes, the company file may be damaged. Perform basic data damage troubleshooting on your company file.
  • If the window shows a blank page, there may be a damaged XML code. XML code is responsible for tracking and reporting the Accountant's Changes in the View/Export Changes for Client window. If the code is broken, the changes will not show but the changes added on these transactions are still properly recorded in the company file database. Editing these transactions can force them to rewrite the broken code and get the transactions to show again so they can be properly exported.

Solution 1: Refresh the transactions

  1. Go to the Reports menu, then select Custom Reports > Transaction Detail.
  2. Go to the Filters tab, then add the Entered/Modified filter.
  3. Set the From date to the date when the Accountant's Copy was converted to an Accountant's Copy working file (.QBA).
  4. Set the To date to the current date.
  5. Add the Detail Level filter, then select Summary only.
  6. Under Current Filter Choices, select Date, then Remove Selected Filter.
  7. Select OK. The report will show all entered and edited transactions since the Accountant's Copy was converted.
  8. Double-click a transaction on the report, then make some minor changes. (e.g. enter a note in the memo field)
  9. Select Save & Close.
  10. Repeat steps 8-9 for all transactions.
  11. Try to view or export the Accountant's Changes.

Solution 2: Repair QuickBooks Desktop

Solution 3: Recreate the Accountant's Copy

  1. Remove the accountant's copy restriction.
  2. Recreate the Accountant's Copy.
    1. Go to the File menu, then select Send Company file.
    2. Select Accountant's Copy > Client Activities.
    3. Select Send to Accountant/Save file.
  3. Re-enter the changes and resend it to your client.

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