Frank R. Knight, C.P.A.

 

Create and Open a Portable Company File                

QB Version 2007 and after

CREATE a “Portable Company File” & send file TO Frank:

Before you do anything else, go to your Desktop and delete any QB Backup or Portable Company file that may exist, i.e., (mycompanyname.QBM or QBB)

1. Open QuickBooks.

2.      Go to the File menu, choose Save Copy or Backup, at Save File Type screen, select Portable company file and click Next. (This file type is much smaller than a full backup for easier transfer via e-mail. It does take longer to create than a Backup.)

 

3.      Save the portable company file to your Desktop on your computer. Use the Browse button to locate your Desktop. The portable company file is saved with a .QBM extension. Click Save.

4.      The following message is presented: “QuickBooks must close and reopen your company file before creating a portable company file” Click OK.

5.      The message “Creating portable company file please wait” appears.

6.      After the message “The QuickBooks portable company file has been created” is displayed, Open your email program (MS Outlook, Outlook Express, etc.).

7. Type in my email address frankk@frkcpa.com click on the paperclip (or other attachment icon in the message) and select your file off the Desktop to attach to the email and hit send.

 

OPEN a “Portable Company File” FROM Frank:

Open the email from me with your attached “Portable Company File”. Double click on the attachment (mycompanyname.QBM). Take the option to "save” or “save as." Choose the "Desktop" for the location to save.

1.      Open QuickBooks

2.      Go to the File menu, choose Open or Restore Company…

3.      Select Restore a portable company file, then click Next.

4.      The Open Portable Company File screen is presented

a.      In the “Look in:” area, click the down arrow to select your Desktop.

b.      Locate and select by double clicking your company’s Portable Company File on the desktop, which will have a “(Portable)” after the company name. For example, mycompanyname (Portable). Select the portable company file from your Desktop on your computer. Click Open

5.      The next screen is “Restore Portable Company File: To Location.” Click next and in the “Company File to Save as” screen, click the down arrow to locate where your company file should be saved. Click “Save.” Generally the file location is correct; if so, you should get a message that the file already exists, “Do you want to replace it?” Click Yes.

NOTE: If you do NOT get this “replacement message,” STOP, the file is not being saved in the correct location. Contact me.

Your company file should be located in the following directory depending on your QuickBooks Version:

·        2007 - on drive C:/Program Files/ Intuit/QuickBooks 2007, unless you are on a network. Be sure you are saving the file in the correct location.

·        2008 - on drive C:/Documents and Settings/ All Users/Application Data/Intuit/QuickBooks 2008, unless you are on a network. Be sure you are saving the file in the correct location.

6.      Type “Yes” to confirm, click OK.

7.      You will get the message that the file is being created.

8.      You can now use your file.

Give me a call if you have any problems or just want me on the phone as you go through this with you.

Frank