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. Choose File→Create Copy. QuickBooks displays the Save Copy or Backup dialog box, which provides three options:. Save a backup copy of your QuickBooks file. Create a portable company file. Create an accountant’s copy. You want to save a backup copy, so click the Backup Copy option button and click Next.
You can create either a full backup file or a portable company file when you copy the QuickBooks file. A portable company file is smaller than a backup file, so it’s more convenient to move around. For example, you can more easily e-mail a portable company file. The rub with portable company files is this: QuickBooks must work hard to scrunch the portable company file to a small size. QuickBooks also has to do more work to un-scrunch the file later on when you want to work with it.
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After you click Next, the Save Copy or Backup dialog box appears. Indicate whether you want to save your QuickBooks backup file onto your local company server or to a QuickBooks offsite data center. Click Local Backup to indicate you want to store the backup copy of your file onto your computer’s hard drive. Click the Options button to choose a backup location. Specify to which folder or disk location the company file should be backed up.
(Optional) Select your backup options. You can also use the Backup Options dialog box to specify when QuickBooks should remind you to back up and how QuickBooks should back up:.
Yes, but first you must convert it to a QuickBooks for Mac-compatible format. In QuickBooks for Windows, go to File > Utilities > 'Copy company file for QuickBooks Mac'. Note that Intuit only supports importing to QuickBooks for Mac 2012 from QuickBooks for Windows (Pro, Premier) 2012, 2011, and 2010. Oct 25, 2018 - When backing up in QuickBooks Desktop for Mac, it creates a disk image (.dmg) file. To check the location where QuickBooks for Mac stored the backup, go to QuickBooks > Preferences > Backup. Restore the Company file from a.DMG file.
Timestamps: To add the date and time of the backup operation to the backup file’s name, select the Add the Date and Time of the Backup to the File Name check box. Limiting backup copies: To tell QuickBooks it should get rid of old backup copies, select the Limit the Number of Backup Copies in This Folder check box and then specify how many backup copies you want to keep by using the adjoining text box. Backup reminders: Select the Remind Me to Back Up When I Close My Company File check box and the adjoining text box to specify that you want to be reminded to back up the QuickBooks file every time, every other time, every third time, and so forth, that you close QuickBooks. Data verification: Use the Verification buttons to tell QuickBooks that it should check for data integrity when it backs up your data.
When you finish specifying the backup location and options, click Next. QuickBooks displays a dialog box that asks when you want to back up. Decide when you want to back up. Typically, you want to back up when you choose the Save Copy or Backup command. And in this case, when QuickBooks displays the Save Copy or Backup dialog box that asks the “when” question, click the Save It Now button. You can, however, also tell QuickBooks to regularly schedule backups according to some clever scheme by choosing the Save It Now and Schedule Future Backups buttons or by choosing the Only Schedule Future Backups button. Click Finish to close the Save Copy or Backup dialog box.
After you’ve specified how the backup operation should work, click Finish. QuickBooks backs up the current QuickBooks company file and stores that new file copy at the backup location.
QuickBooks® has a built in feature that allows you to create a copy of QuickBooks® that you can give to your Accountant called, aptly enough, the Accountants Copy. You send the Accountants Copy to your accountant so that they can work on it making journal entries and end-of-year changes. Meanwhile you can continue to use your company file to do your daily business. It works by creating what is called a dividing date. When you create the Accountants copy, you will select a date, which gives your accountant access to anything before that date, and you can work on anything after that date. Think of it as the accountant is working on the past, and you are working on today and the future. When your accountant is finished making changes they will send the copy back to you.
At that point you will import the copy back into your company file. You will have the option to review and acccept changes that the accountant made. We will cover this in a second post – part 2, that will be posted soon. Creating the Accountants Copy There are 2 options for creating the file, and they depend on the size of your company file. For smaller company files you can send the file via email or if you want to put the file on a thumb drive to hand deliver to your accountant you can choose option 1. It will create a file on your computer that you can attach to an email or add to a removable drive to give to your accountant. If you want to email the file, but it is a very large file, one that has years and years of data, you may need to select option 2.
Option 2 uses the The Accountant’s Copy File Transfer Service from QuickBooks®. With this service the file is uploaded to the Intuit file servers online.
An email is sent to the Accountant and they can retrieve the file from there. Option 1 – Emailing to your Accountant Click on File – Accountants Copy – Client Activities – Save File (Figure 1.1). Figure 2.3 (click to enlarge) In the next window (figure 2.4) you will need to assign a password to the file. Create a password that is strong – using numbers and uppercase and lowercase letters.
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You accountant will need to know this password in order to access the file, so you will need to call them and relay the password to them. You can also add a note at the bottom. The accountant will see the note when they receive the email with the link to the file. When you are done, click send. Your file will be uploaded to the servers, and an email will be sent to your accountant.