Quickbooks 2007 - file compatibility among versions

I am running QuickBooks 2007 Premier Accountants edition, five user, on the server in my accounting office. If a client sends me a file created in a different 2007 version, such as Professional or Simple Start, and I work on that file in my office and return it, with changes, to my client, will she be able to utilize the resulting file? These will all be simple files, basically check registers, and little more.

Also, I was thinking of recommending that my client use the online version. In that case, I would make my changes directly online. Will I be able to download the online data and load it on my office QuickBooks Premier 2007 software?

Reply to
Z Man
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My accountant solves this by providing a printed list of the changes I need to make to my system.

Reply to
HeyBub

Have your client save a copy of QB as an accountant's copy. They can continue to use their file. You can take the accountant's file and make JE changes. When you are done, you can send them the changes to update their QB. No problems with version compatability!

Reply to
Bob

If both the client and the accountant are using version 2007 then more simple journal entries can be made to the accountants copy and synchronized back to the client.

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Reply to
Allan Martin

While I greatly appreciate the suggestions, the three replies don't respond to the question. By way of explanation, the books are a complete mess. They are far beyond needing just a few journal entries. I will have to rummage through the cash receipts and disbursement and make wholesale reclassifications on the fly. That's why I have to work on the books directly. Once I clean up the ledger, I have to send it back to the client. She has been warned to not make any additional entries of any kind until she receives the updated file.

Reply to
Z Man

Yes. Just "toggle" to their version and open up the file. If you need to do functions like JE then using the accountants copy will work but if you need to do bank recs, I believe you need full access to the file. Simple additions can be done but if you need to EDIT certain forms then those can not be done using the accountants copy. There are other restrictions in using the accountants copy that you can read in the help file.

From the help file concerning converting the Online file:

Convert a data file to QuickBooks Online Edition

Will all of my data be converted?

Due to feature differences between QuickBooks for Windows and QuickBooks Online Edition, some QuickBooks for Windows data may not be converted. If you transfer data back and forth between the two platforms, you should carefully check the integrity of your data file.

To do this task Open the company file in QuickBooks for Windows. Go to the File menu, click Utilities, and then click Copy Company File for QuickBooks Online Edition. Choose a name and location for the file. QuickBooks creates a special copy of your company file, with a .OE.qbw extension. For example, MyCompanyFile.qbw is copied as MyCompanyFile.OE.qbw.

The simple answer is yes, but I think it is risky. You *could* have the client use the online version, set yourself up as the accountant and both of you can work in the file at the same time.

Reply to
Laura

With version 2007 the accountant can make wholesale reclassifications on the fly to the accountants copy and send the file back to the client for full synchronization. The client can contiue to make entries to subsequent periods while the period under exam is locked.

In answer to your question, yes you can modify the original file and send it back to the client. The file structure does not get modified.

Reply to
Allan Martin

So if Z man in the accountants copy opens a transaction and changes the allocations then saves the changes this will be picked up in the export file to the master copy?

Reply to
David Smith

Limitations on what an accountant can do with transactions An accountant can use the Accountant's Copy to make changes to transactions in the historical period (the period of time on or before the dividing date). Additionally, you can add any transaction dated after the dividing date, except for Pay Sales Tax or Build Assemblies transactions.

The following table shows accountant permissions by transaction type in the historical period.

Transaction Type Add Edit Delete Void

Journal Entries Yes Yes Yes NA Write Checks Yes Yes Yes Yes Make Deposits Yes No Yes No Credit Card Charges Yes Yes Yes Yes Credit Card Charge Credits Yes Yes Yes Yes Sales Receipts Yes Yes Yes Yes Invoices Yes Yes Yes Yes Credit Memos Yes Yes Yes Yes Statement Charges Yes Yes Yes Yes Receive Payments Yes Yes Yes No Enter Bills Yes Yes Yes Yes Vendor Credits Yes No Yes No Item Receipts Yes No Yes No Pay Bills Yes Yes Yes Yes Pay Bills (Credit Card) Yes No Yes No Pay Sales Tax No No No NA Adjust Quantity/Value on Hand Yes No Yes No Build Assemblies No No Yes NA

Limitations on what an accountant can do with accounts and lists In the historical period (on or before the dividing date) a.. Add: Allowed.

b.. Edit: Not allowed for lists. Allowed for accounts.

c.. Delete: Not allowed.

d.. Merge: Not allowed.

e.. Sort: Not Allowed.

In the current period (after the dividing date) a.. Add: Allowed.

b.. Edit: Allowed. Not allowed for the following lists: Class, Sales Tax Code, Customer Type, Vendor Type, Job Type, Terms, Customer Message, Payment Method, Ship Via, and To Do.

c.. Delete: Allowed.

d.. Merge: Not allowed.

e.. Sort: Not Allowed.

Additional accountant limitations In the Accountant's Copy, an accountant cannot:

a.. Change payroll transactions, payroll items, or payroll information.

b.. Send the results of a reconciliation back to the client.

c.. Send changes to preferences, memorized reports, or users/passwords back to the client.

d.. Manage service keys (buy additional user licenses or sync license data online).

e.. Import data from Excel, IIF, Web Connect, and QuickBooks Timer files.

f.. Enter vehicle mileages.

g.. Use Planning & Budgeting tools.

h.. Add or use credit card processing.

i.. Use online banking services.

j.. Transfer funds between accounts

Reply to
Allan Martin

Lots of information Allan but the above question still remains. If I read your list correctly then the answer to above is YES. In Canadian 2007 version the answer is NO

From the Canadian 2007 version list of can and can't do in accountant's copy.

Yes No

View existing lists. Delete existing list entries. Make list entries inactive.

View existing transactions. Edit or delete existing transactions, including pay cheques.

Enter general journal transactions in home currency accounts. Enter transactions other than general journal transactions (general journal entries cannot be made to foreign-currency accounts).

Memorize new general journal transactions. Memorize any other kind of transaction.

Edit existing payroll items. Delete existing payroll items.

View employee YTD payroll setup transactions (through reports and registers). Enter or edit employee YTD payroll setup transactions.

Adjust inventory values and quantities. Delete existing inventory part items.

Temporarily change preferences. Export changes to preferences back to your client's master copy.

Create and print new reports. Memorize reports.

Create, adjust, and print payroll forms. Export changes made to payroll forms.

Add new items to the chart of accounts, and lists such as the Item list, Payroll Item list, Price Level list, Currency list, and To Do Notes list to name a few. Reorganize lists (move items within the list, make one item a subitem of another item, etc.).

Edit existing account names and numbers. Delete existing accounts.

Edit account and tax information for existing items. Delete existing items

Reply to
David Smith

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