Sending journal entries

me333 · ‎October 28, 2020

Client sent me accountant copy to review 3rd quarter activity. I am using QuickBooks Premier Accountants Edition 2019. I made adjusting entries.

I have tried to send the adjusting entries to the client through outlook, but I keep getting error message that it can not open outlook. "QuickBooks Desktop is unable to send your emails to Outlook. Close any open Outlook windows and try again."

So I save as file. It save it as QuickBooks journal file with .QBJ type. Client is unable to import the file.

In the past the client has been able to import the file, but it had to have a .QBY type ending.

How do I resolve or save my journal entries as QBY type ending?

Oh, by the way, another client was able to import a .QBJ type file, but they were using QuickBooks Enterprise.

john-pero · ‎October 28, 2020

.QBX is the file type sent to you by client

.QBA is the file type after you open it at your end

.QBY is the file type when you create and send a change file

.QBJ is used when you only make incidental changes and ONLY by CREATING journal entries, not editing other transactions. You cannot create a .QBJ from a .QBX>.QBA but only form a .QBB backup file sent to you by your client. https://quickbooks.intuit.com/learn-support/en-us/journal-entries/use-journal-entries-to-adjust-your...

As far as failed send of files through email, there is a file size limit for different email providers and you may be bumping up against that , even with just a .QBJ

It is far more secure to have client create a .QBX, which CLOSES their books and prevents them from editing anything prior to close date. When their file is in this situation they can ONLY import a change file (.QBY) or remove restrictions but without a new backup (QBB) sent to you a QBJ would be useless to them.

BTW, when you send a change file through QuickBooks, the client does not get the file in an email, only notice that one is available and that they have to log in to their company file and download and import the file from Intuit.

View solution in original post

john-pero · ‎October 28, 2020

.QBX is the file type sent to you by client

.QBA is the file type after you open it at your end

.QBY is the file type when you create and send a change file

.QBJ is used when you only make incidental changes and ONLY by CREATING journal entries, not editing other transactions. You cannot create a .QBJ from a .QBX>.QBA but only form a .QBB backup file sent to you by your client. https://quickbooks.intuit.com/learn-support/en-us/journal-entries/use-journal-entries-to-adjust-your...

As far as failed send of files through email, there is a file size limit for different email providers and you may be bumping up against that , even with just a .QBJ

It is far more secure to have client create a .QBX, which CLOSES their books and prevents them from editing anything prior to close date. When their file is in this situation they can ONLY import a change file (.QBY) or remove restrictions but without a new backup (QBB) sent to you a QBJ would be useless to them.

BTW, when you send a change file through QuickBooks, the client does not get the file in an email, only notice that one is available and that they have to log in to their company file and download and import the file from Intuit.

AlcaeusF · ‎October 28, 2020

Hi @me333,

Welcome to the Community. Let me share some updates about the error message when sending the copy through Outlook.

The file extension for general journal entries (QBJ) is correct. You only get the QBY extension after reviewing the accountant copy coming from your client. For more information, I suggest you visit this link: File types and extensions used by QuickBooks Desktop.

Also, I want you to know that our Product Engineers received similar reports from other users experiencing the same behavior when sending emails to Outlook with QuickBooks Desktop. At this time, we aren't able to give a specific timeframe for the resolution.

Rest assured, the engineers are doing their best to fix and prevent this from happening again. In line with this, I'd suggest contacting our Customer Care Team. They can add your company to the list of affected users.

This ensures you're in the loop about the investigation's status and its fix. Please first check out our support hours before getting in touch with them.

Here's how you can reach them:

Go to Help from the top menu.
Select QuickBooks Desktop Help.
Choose Contact Us in the Have a Question? window.
Give a brief description of your payroll concern.
Click Continue.
Choose the best option to connect with a live agent.

For more information about the accountant's copy workflow, I recommend the following article: Use the Accountant's Copy.

I'm always here to help if there's anything else you need. Take care always.

me333 · ‎October 28, 2020

I do review the accountant copy. The journal entries are recorded as general by the system, how can I get them to be recognized as with the QBY extension instead?

me333 · ‎October 28, 2020

I realized that the reason that the journal entries where coming out with the QBJ type versus QBY was because of where I was trying to send them from.

In reviewing the client, I would go to Accountant menu and go down to make general journal entries.

After I had completed my entries, I would then go to Accountant tab and go to the send General Journal Entries selection.. I would check the JE's I wanted to send and then go to the bottom and click on either the Email as attachment or Save as a file button.

I realize now that I should have gone to the file selection on the toolbar and gone down to the send company file/accountant copy/view export charges and sent the result to the client.

This worked and the rest flowed as had been discussed in the various reply's to query.

Thank you,

JonpriL · ‎October 28, 2020

Hello @me333,

I'm happy you're able to let your client review the changes of the journal entries you've created for their company file and the accountant's copy.

For a compilation of articles, you can use while working with your client's accountant's copy of their company file, check this out: Use the Accountant's Copy.

You can always leave a comment below if you have any other questions. I'll be here to lend a hand. Stay safe!

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