QuickBooks Online and QuickBooks Desktop
We have a special email address for invites from clients to access your QuickBooks Online (QBO). Please email to ask for this special email address.
For QuickBooks Desktop (QBDT) the QBW (Working), QBB (Backup) or QBM (Mobile-Portable) file, if very small, can be emailed to our regular address. Larger sized files can be uploaded to the client portal.
Please send the current Admin password.
To recover from a lost password: QuickBooks Automated Password Reset Tool
Once the tax return is filed and the final closing journal entries have been posted, change the set the closing date for year-end as follows: Go to Company, then Set Closing Date, then click [Set Date/Password] and enter the last fiscal year end date (such as 12/31/201X).
Needed QBDT file maintenance
Before creating a QBB or QBM and before sending any QB file to us please, while running QBDT, go to File > Utilities and then run Rebuild Data and run Verify Data. You should probably be running these two utilities from time-to-time to make sure your QB working file stays in good shape. Do not do any of this on a network installation with other people accessing the file, or where the file is located on a server. Rather run when no one else is accessing the file or copy the file to a workstation.
If Rebuild Data or run Verify Data displays an error message, then try re-running a couple more times. If necessary you then might try going to File > Send Company File > Portable Company File and then using the resulting “portable file,” restore it in another location, and use that as your replacement QBW working file after copying it back to your main location. This procedure re-indexes the file and that usually fixes such errors. Of course, before trying any of these utilities, also make sure that you make a safe copy of the current QBW file and that you are maintaining current backup copies (QBB) in case anything goes wrong. Go to File > Back Up Company > Create Local Backup. Note that a restore from a QBB file or a QBM file looses some of the data found in the original QBW file.
Press F2 for Product Info and look for excessive DB fragments (more than 10), and if necessary, run Rebuild Data and Verify Data again to fix these. If more than 10 DB File Fragments remain, press F2 for Product Info and then look in the Qbwin.log file (F2, then F3) to debug. Re-sorting Lists can also help (Ctrl+L in payee field)
Also consider Condensing Data – removing transaction before a date – as of 2012 or more recent years. Using a date prior to 2012 the Condense Data utility can be buggy. Make multiple copies of the QBW file before condensing (deleting) old data in the current QBW file. Go to File > Utilities and then run Condense Data.
Summary: Maintain current daily or weekly backups (QBB) and also keep some old archived monthly QBB files. Run Rebuild Data and run Verify Data from time to time. Make copies of the QBW file for certain items that might be missing from a QBB.
If you are planning on upgrading QBDT soon, please first send the older version to us to minimize any potential version conflicts.
Do not send a QBA (Accountant’s Copy) file. This requires both client and CPA to be running the same, identical QB software.