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QB 2007

What If a Client Working With an Accountant’s Copy Import File Receives a Message That the Import Failed?

Chief Mechanic · September 12, 2010 ·

Sometimes, a client working with an Accountant’s Copy import file (.qby) may encounter a problem when attempting to import an accountant’s changes.

In QuickBooks 2009, the import process will successfully import those changes and transactions that can be made, leaving those changes or transactions that produced an error condition.  In earlier versions of QuickBooks, processing an Accountant’s Copy import file (.qby) is an all-or-nothing proposition.  If any change or transaction produces an error and can’t be successfully imported, the entire import process will fail.

To resolve the import problem, you’ll need to identify the change or transaction that triggered the error, fix it, and re-attempt the import process.

Import problems fall into distinct scenarios:

  1. An account on a check was changed to the Sales Tax Payable liability account
  2. The tax form used by the company was changed in the Accountant’s Copy file
  3. Unspecific problems in QuickBooks 2007 or earlier

Scenario 1 – An Account On A Check Was Changed to Sales Tax Payable

This import error is normally accompanied by a specific error message:

Object '#####-##########' specified in the request cannot be found. QuickBooks error message: Invalid argument. The specified record does not exist in the list.

It’s typically caused by changing an account on a check to the Sales Tax Payable liability account.  While QuickBooks will allow an accountant to make this change, the change is accompanied by a warning.  An import file (.qby) that includes such an edited transaction will not successfully import into a QuickBooks company file (.qbw).

To fix this problem, the accountant should locate the transaction in the Accountant’s Copy working file (.qba), change the account to something other than the Sales Tax Payable liability account, and generate a new import file (.qby) for the client.  Once the client has successfully imported the accountant’s changes, the client can change the account.

As discussed in this Intuit knowledge base article, Intuit considers this an unresolved problem.

Scenario 2 – The Tax Form Used By the Company Was Changed In the Accountant’s Copy File

QuickBooks stores the income tax form used by the company in the Income Tax Form Used setting on the Company Information window.  This window is accessed from the Company->Company Information… menu selection.

QuickBooks Premier 2009 Company Information Tax Form

If an accountant changed this setting in the Accountant’s Copy working file (.qba), it won’t match the setting in the company file, causing the import process to fail with the following message:

The 'account Tax Line Id'  field has an invalid value '####'.  QuickBooks error message: The tax line with the specified ID could not be found.

To resolve this, change the setting in the company file (.qbw) to match the setting that the accountant made in the Accountant’s Copy working file (.qba), which in turn has been included in the Accountant’s Copy import file (.qby).  Once the settings match, the import should proceed normally.

This scenario is discussed in this Intuit knowledge base article.

Scenario 3 – Unspecific Problems in QuickBooks 2007 or Earlier

In QuickBooks 2007, an attempt to import an Accountant’s Copy import file (.qby) may produce the following error:

Import Failed. A problem was encountered when trying to import changes. Please restore the back up made before importing changes. Object specified in the request could not be found.

Unfortunately, to resolve this error, the client may need to manually enter the accountant’s changes, as discussed in this Intuit knowledge base article.

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Where Is the QBW.INI File Located?

Chief Mechanic · September 10, 2010 ·

The QBW.INI file is normally located in the default QuickBooks installation directory.  That location depends on your QuickBooks version and your version of Microsoft Windows, which are outlined below.

To avoid searching for files, the easiest way to locate the QBW.INI file is to open the Tech Help window.

With QuickBooks open, open the Tech Help window and do the following:

  1. Click the Open File tab
  2. Click the Path On/Off button to display the full path
  3. Scroll down to the QBW.INI file in the list

See our related article for more information on using the Tech Help window.  If you need to edit the QBW.INI, the Tech Help window provides an easy way to do that, so it’s a great place to start working with this file.

For QuickBooks 2007 or later running under Windows XP, the default is:

C:Documents and SettingsAll UsersApplication DataIntuitQuickBooks [Version]

Replace [Version] with your version of QuickBooks, such as 2009.  For example, the default location for QuickBooks 2009 is:

C:Documents and SettingsAll UsersApplication DataIntuitQuickBooks 2009

For QuickBooks 2007 or later running under Vista, keep in mind that the folder C:Documents and Settings is a legacy folder that you can’t access, because the actual location is elsewhere.  In Vista, dimmed shortcut links are referred to as junctions, and they exist only to provide program compatibility.  The actual location for files normally located in the C:Documents and Settings folder is another folder, typically  C:Program Data.  We recommend that you use the Vista search function to find QBW.INI on your system.

For QuickBooks 2006 or earlier running under Windows XP, the default is:

C:Program FilesIntuitQuickBooks

QuickBooks 2006 and earlier are not supported on Vista.

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Can I Use My Own Email Client To Send Reports And Forms Via Email?

Chief Mechanic · September 10, 2010 ·

Beginning with the 2008 series of products, you can use your own email client to send reports and forms via email – provided that you have a preference set correctly, and provided that your email client is one of:

  • Microsoft Outlook
  • Microsoft Outlook Express
  • Microsoft Windows Mail

To use any of the above email clients, choose the Outlook setting on the Send Forms sub-menu on the My Preferences tab on the Edit->Preferences menu selection.

Whether you send a report or form via your email client or QuickBooks E-mail, QuickBooks will send the report or form as a PDF attachment.

Users of 2007 series and older are limited to using QuickBooks E-mail, which is an online service provided by Intuit.  Access to this service will no longer be available to QuickBooks 2007 users after May 31, 2010.

Online services are only available to users of a current QuickBooks version, so it’s important to monitor Intuit’s service discontinuation policy regarding the availability of online services for your version to avoid unexpected disruption to certain program features. 

If you need to upgrade your QuickBooks software to continue to be able to send important forms and reports via email, see the links on our Buy QuickBooks page.

QuickBooks Premier 2009 Preferences Send Forms Email

The principal advantage of using your own email client is that you can automatically preserve a copy of the emails you send in a folder in your email program.  With QuickBooks E-mail, you need to be sure to send a copy to yourself.

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What Is Intuit’s Service Discontinuation or Sunshine Policy for QuickBooks?

Chief Mechanic · September 8, 2010 ·

Intuit regularly improves QuickBooks and discontinues support for older versions.  Generally speaking, Intuit introduces new versions in the fall of a calendar year.  For example, in September 2008, Intuit introduced the QuickBooks 2009 series of products.  During April or May of the following year, versions more than 2 steps away from the current version will be discontinued. 

That means in May of 2009, QuickBooks 2006 was discontinued.  After discontinuation, you can continue to use an older copy of QuickBooks, but you won’t have access to support or business services such as payroll or online banking.  To continue to use those services, you’ll need to upgrade to a supported version.  Intuit posts the specifics of its QuickBooks service discontinuation policy online.

If you need to upgrade your copy of QuickBooks to continue to receive support or access to services, you can purchase QuickBooks at a discount (including download or delivery with free shipping) by accessing one of the links at our Buy QuickBooks page.

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How Do I Reinstall a 2007 QuickBooks Product If My Original CD or Download Has Become Damaged?

Chief Mechanic · September 5, 2010 ·

If you need to reinstall any of the 2007 series of products (QuickBooks 2008, Enterprise Solutions 8.0, and Point of Sale 7.0) but your original CD or download has become damaged, you’ll need to re-download your QuickBooks product.  Download links appear below.

To complete the installation using the software you download from these links, you’ll need both the product
code and the license number from your original purchase.  If you originally downloaded your product, this information would have been included in your email from Intuit following your purchase; otherwise, it would have been included on a label on your CD envelope.

Visit one of the links below to re-download your paid-for version of QuickBooks:

  • Enterprise Solutions 7.0
  • Premier 2007
  • Pro 2007
  • Point of Sale 6.0
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