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MelissaC
Level 3

Recalling Accountant's Copy

Hello all. I hope everyone is staying safe.

I sent our Accountant the Accountant's Copy, but learned I was unable to create new income and expense accounts in order to properly track the EIDL and PPP CARES Act loans. When I mentioned this to him, he asked me to 'take it back' because he only needs the read only version of our QB.

Is this possible? Can I retrieve the Accountant's Copy, or does he need to send it back to me? I am unable to find anything else on this or see in QB where I have the ability to retrieve it.

 

Thanks in advance.

Solved
Best answer May 13, 2020

Best Answers
JasroV
QuickBooks Team

Recalling Accountant's Copy

Thanks for going through the steps provided by my colleague, @MelissaC.

 

You'll need to remove your accountant's copy restriction first to resend a copy to your accountant. This way, QuickBooks will not prompt you that the Accountant Copy is already out. Removing your accountant's restriction means you are voiding the initial copy that was created. Before doing so, ensure to back up your company file first.

 

Then, you can now follow these steps on how to remove your Accountant's Copy Restriction:

  1. Go to the File menu
  2. Select Send Company File.
  3. Click the Accountant's copy, then Client Activities.
  4. Select Remove Restrictions.
  5. Click Yes, I want to remove the Accountant's Copy restrictions, then simply click OK.

Here's an article you can read for more details in removing your accountant's restriction: Remove the accountant's copy restriction.

 

Once done, you can now resend your accountant's copy to your accountant. Furthermore, I encourage checking our Help articles page and read some great articles that can guide you in your future tasks.

 

You're always welcome to post here you have other questions. Our door is always open to help you. Keep safe!

View solution in original post

3 Comments 3
Ashley H
QuickBooks Team

Recalling Accountant's Copy

Thanks for reaching out to the Community, @MelissaC.

 

You can ask the Accountant to delete that file from their computer since they don't need that copy of your books. For your Accountant to have Read-Only access to your books is to add them as a Read-Only User. 

 

An Accountant's Copy is a copy of your Company File that your Accountant can work on while you work within that Company File. Whenever the Accountant is finished with the changes and updates to the file, you can import their edits to your books. So instead of sending them an Account's Copy, you can add them as a User. I've provided the steps below on how you can make them a Read-Only User:

  1. Go to the Company menu, then select Set Up Users and Password > Set up Users.
  2. Press on Add User...
  3. Enter the information that's needed in the fields then click Next.
  4. On the Access for user: (username) window, choose which area of QuickBooks the user has access, then choose Next.
    • If you pick Selected areas of QuickBooks, then you can customize the restrictions for different areas of the company file by selecting No AccessFull Access, or Selective Access.
  5. Hit Finish.

Now you have a Read-Only User for your Company File! For more information about User Restrictions, click here.

 

If you need further assistance, please leave me a Reply. Have a great day.

 

 

 

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MelissaC
Level 3

Recalling Accountant's Copy

Thank you for your response.

If I have the accountant delete the file, QB won't know - correct? Because right now it keeps telling me the Accountant's Copy is out, so if QB doesn't know it isn't out then I will still encounter the same barriers.

 

Thanks for the instructions on adding a Read-Only User.

 

 

JasroV
QuickBooks Team

Recalling Accountant's Copy

Thanks for going through the steps provided by my colleague, @MelissaC.

 

You'll need to remove your accountant's copy restriction first to resend a copy to your accountant. This way, QuickBooks will not prompt you that the Accountant Copy is already out. Removing your accountant's restriction means you are voiding the initial copy that was created. Before doing so, ensure to back up your company file first.

 

Then, you can now follow these steps on how to remove your Accountant's Copy Restriction:

  1. Go to the File menu
  2. Select Send Company File.
  3. Click the Accountant's copy, then Client Activities.
  4. Select Remove Restrictions.
  5. Click Yes, I want to remove the Accountant's Copy restrictions, then simply click OK.

Here's an article you can read for more details in removing your accountant's restriction: Remove the accountant's copy restriction.

 

Once done, you can now resend your accountant's copy to your accountant. Furthermore, I encourage checking our Help articles page and read some great articles that can guide you in your future tasks.

 

You're always welcome to post here you have other questions. Our door is always open to help you. Keep safe!

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