Sending smaller data files

From a client:

Kerry, I have completed my books on last year, 2007 for our corporation. I purchased a winzip file to send compressed messages but I am having a difficult time useing it. I have someone coming to help me in the morning if that does not work I will copy to a disk and drive it up to Harrison tomorrow myself. I will let you know.

My reply:

There is no need to use WinZip for QuickBooks files.  We used to use that for Quicken files because that program had a terrible backup function.  QuickBooks has its own built in compression tool when you make Portable Company Files (QBM) or Accountant's Review (QBX) copies.

Go into the "File" menu, then to "Accountant's Copy", then "Client Activities", then "Create Accountant's Copy"

Save the QBX copy to a folder on your computer where you can remember its location.  Then either attach it to an email to me or upload it to my online service.

To send the file to me, or upload it to my online server, check out the instructions on my website. 

Good luck.

Kerry

From the client:

Kerry, I think I did what your inst. told me to do. If this is not correct please have Sherry let me know when we can get together on a phone call, and she can waik me through this process. At any rate thank you very much for all your help and info. Look forward to heraing from you.

I wrote back:

You sent the 15.3 mb full size QBW file. 

I will look it over.

Next time, please make either a Portable Company File (ending in QBM) or an Accountant's Review copy (ending in QBX).  Both of those are only about one tenth the size of the QBW, making for much faster uploading and downloading.

Thanks for your help with this.

Kerry

 

 

Saving a QBX File

Q:

Subject: QBX File 06

 

Kerry I created a QBX file as requested but at the end it asks you to save it and I did but I don't know were it is now to send it to you. So were does it go after it is saved? Sorry.

 

A:

You should set up a folder on your hard drive with a name such as c:\QBBackup or SendtoCPA.  When the program asks where to save the QBX file, browse to that folder.

When e-mailing that QBX file, browse to the folder while in your email program to locate  it.

Or you can upload the file to my online service per the instructions on my website. 

Good luck.  I hope this helps.

Kerry

 

 

QBX or QBM?

From a client's bookkeeper:

Kerry,
 
The clients need their Personal first, We are still working on the other two accounts. They use Quick Books 2007 and we are still in the learning curve for it. Do you want a QBX File or QBM?  I am not clear on how to import changes from a edited QBM back into the master QBW or even if you can.  I really don't want to have another mess on my hands.

My Reply:

I'm not aware of any way to import changes from a QBM or other kind of file; so if you plan to continue working on their stuff while I have their data, you will need to send me a QBX copy of the file. 

If you won't be working on their personal stuff while I am, you can send me a QBM file that will make it easier and faster for me to make a lot more kinds of changes.  You will then have to use the revised QBM file that I will be sending back to you.

Thanks for your help with this.

Kerry

 

 

Which kind of file to send to tax preparer...

From a client who uses QB 2007:

Hi Kerry,
I found that I did input the data for the corporate tax yr ended 03/31/06 into Quickbooks.
 
Would you like me to send an "Accountant's Copy"? 
 
Faxing a check ?   Can you receive color ?   Do I make a copy, then fax it to you, then mail the original?

My reply:

If you plan to be entering new data into your copy of the data file while I am working on the one you send me, you need to send me a QBX copy of your file.

If you won't be dig anything to your copy while I am working on my copy, please send me a QBM copy.

For several years, I have been using a program called VersaCheck that takes the bank info and produces substitute check drafts that I then deposit just like the originals.  It will go through your bank account just like a normal check.  There is no need to also mail the original check and any color is irrelevant.  I just need to be able to read the info on the check.

Thanks for your help with this.

Kerry