17 Nov Backup and Re-entered Changes
This is the only option that the version and release do not matter. It is possible for the accountant to convert the data file to the most recent version and release, regardless of what the client is using, because the data will not be restored to the client’s computer.
In this situation the audit trail works quite well as a tool for tracking any changes made after a certain date. The client can continue to enter transactions and the accountant will provide an audit trail report for transactions which will need to be entered into the client’s system. The drawback to this method is that changes that are not transaction specific (such as changes to account names, merging of vendors, preference changes, etc.) will not appear on the audit trail report. To address this issue a manual list of these types of changes will need to be submitted to the client with the entries.
TRICK: There are also data transfer utilities (transaction copier tools) that can be used to automate the process of transferring the entries back to the client’s file.
TIP: A password protects the client copy of the data as of the period end date so that there are not any changes which would affect the accountant’s entries and balances.
TIP: Even if the accountant has the client print reports from QuickBooks, it is still recommended that the accountant receive a backup file. This backup file will serve three purposes:
Off-site storage copy for the client;
The accountant can print additional reports, if necessary, while working on the client’s information; and
The accountant can see what the client sees if they call with a question regarding their data for the period received from them.