Creating the Accountant’s Copy

You may want to give your accountant a copy of your file at the end of the year. By creating an accountant’s copy, you can continue to work forward in the program.

To create an accountant’s copy:

1. Select Create Accountant’s Copy from the File menu. A new window will open.
2. Enter your divider date. This date divides the transactions from those that you can change to those your accountant can work with, and is typically the last date of the fiscal year.
3. Once you’ve entered your dividing date, click Save.Note: A few restrictions will be placed on the file when you create an accountant’s copy. Review these restrictions carefully.
4. The software will provide a link to the transfer file’s location, which you can send to your accountant. Click this link to open the location window. You can keep the file here or move it to another location. The file will be formatted with the file extension .agacctransfer.
5. Close the window.Note: The program title bar will display the file as a Client’s Copy, and list the dividing date.

Importing the Accountant’s Copy

When your accountant returns your file, you can import any additional changes and notes by:

1. Selecting Import Accountant’s Copy from the File menu. A new window will open.
2. Locate the transfer file that the accountant returned to you and click Open. Note: Look for a file with the extension .agextransfer.  
3. The file location will automatically display in the Import Accountant’s Copy dialogue box. ClickImport.
4. Once the file has been imported, you’ll receive a report listing the entries that the accountant has made, along with any notes. Print this report for your records and close when you’re done. A pop-up message will appear notifying you that the changes have been imported. Click OK.Note: Once the file has been imported, the title bar will no longer display the dividing date. All restrictions will be lifted from your file, and you’ll be able to continue your data entry.

Undoing the Accountant’s Copy

You can undo the accountant’s copy. If you choose to undo the accountant’s copy, a new copy will need to be created before your accountant can work on your books.

1.  Select Undo Accountant’s Copy from the File menu.
2. A message will appear warning that, if you continue, you won’t be able to import any of your accountant’s changes. Click OK if you’re sure you want to continue.
3. A final confirmation message will appear. Click Yes.
4. A message will inform you that the dividing date has been removed. Click OK. The dividing date will now be removed from the title bar and all restrictions will be lifted on the file.

Last updated on August 22, 2014 by FCC AgExpert