Transfer an accountant review file online

Items marked with an asterisk (*) are available in Microsoft Office Accounting Professional 2008 only.

The online option for Accountant Transfer: Send and Accountant Transfer: Receive provides you and your accountant with a quick and secure method of transmitting your financial data back and forth during review. To use the online option, both you and your accountant must follow certain steps to enable this capability, beginning with the accountant creating a private Web site on Microsoft Office Live. In addition, the client e-mail address must be entered in the Company Information dialog box.

Before the online option can be enabled, you must send a financial data file to your accountant by using the manual method. *When your accountant receives the data file, you are automatically added to the My Clients table in Accountant View with a status of Manual sharing.

*Accountant signs up for online transfer

On the Accountant View home page, on the My Clients toolbar, click Sign Up for Online Transfer. If you have not signed in to your Windows Live ID account, you will be prompted to do so. For information about setting up an Office Live Web site, see Office Live Help.

Note: You must sign up for a Windows Live ID account to create a personal Web site on Office Live. Additionally, if you are not signed up, the Accountant View status information will not be updated.

*Accountant invites a client to sign in to the designated Web site

Note: Before a client can accept an accountant's invitation to sign in to the Web site, the accountant may need to authorize the client to use the Web site.

  1. After your Office Live Web site has been created, in Accountant View, in the My Clients table, select a client, click the arrow in the Actions column, select Enable online sharing, and then click Go.

  2. After online sharing is enabled, the client status changes to Online enabled.

  3. In the My Clients table, select a client, click the arrow in the Actions column, select Send invitation, and then click Go.

  4. In the Select E-Mail Template dialog box, select Invite for Online Sharing, and then click Open.

  5. After the invitation is sent, the client status changes to Invite sent.

    Note: If you cancel the invitation, the status will remain Invite sent.

If a client manually sends a data file to an accountant, cancels the transfer, changes the e-mail address, and resends the data file before an invitation is sent, the invitation will be sent to the old address even though the new address appears in the My Clients table. To make the invitation go to the proper e-mail address, you must delete the client from the My Clients table and receive the new data file.

  • In the My Clients table, select a client, click the arrow in the Actions column, click Remove client, and then click Go.

Client accepts the accountant's invitation

  1. Click the link on the invitation e-mail message that you receive from the accountant.

  2. If you are not already signed in to your Windows Live ID account, sign in or sign up for Windows Live ID.

    Note: A client must sign up for a Windows Live ID account to accept an accountant's invitation.

  3. After you have signed into Windows Live ID and agreed to the Office Live Terms of Service, the invitation is accepted and the accountant's Office Live Web site opens.

  4. After you have accepted the invitation, on the company File menu, point to Accountant Transfer, and then click Sign In for Online Transfer. *This step is necessary to change the status in Accountant View to Online, no books, and indicates that online enabling is complete.

*Accountant requests books

After online transfer has been enabled, an accountant can use Accountant View to request a client to send the books for review. Making a request in this manner allows an accountant to indicate the cutoff date to use and also sends a reminder to the client's Company home page.

Note: The reminder capability is not available in Microsoft Office Accounting Express. An accountant must notify the client by e-mail or phone.

  1. In Accountant View, in the My Clients table, select a client, click the arrow in the Actions column, click Request books, and then click Go.

  2. In the Request Books dialog box, enter the cutoff date.

  3. After the request is sent, the client status changes to Books requested.

  4. When the client sends books using the online option in Accountant Transfer: Send, the client status in Accountant View changes to Books sent by client.

  5. In the My Clients table, select the client, click the arrow in the Actions column, and then click Receive books.

  6. After the books have been received, the client status changes to Books received by accountant.

  7. To open the client company file, in the Name column of the My Clients table, click the client's name.

    Note: The toolbar of the opened client company displays Reviewing Client's Books.

Accountant returns books

Do the following to return reviewed books back to the client.

  • In the My Clients table, select the client, click the arrow in the Actions column, and then click Send books.

    Note: *Accountants cannot return books to clients using online transfer from within a Microsoft Office Accounting 2008 company. Books can only be returned online from Accountant View.

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