Getting the Most out of QuickBooks

 

Hello Community! As we fast approach another quarterly filing date, I thought it would be beneficial to share some top questions asked in the Community regarding your 941 forms. 

 

So let’s not waste time and dive right into these Top 5 questions on all things quarterly taxes within your QuickBooks Online and QuickBooks Desktop accounts!  

 

1. How do I electronically file my 941 forms in QuickBooks Desktop?

 I’m glad you asked!

 

The 94X stated in this thread refers to 941, 940, and 940 forms. QuickBooks generates these forms for you so you can file them to the IRS.

 

Let me guide you on how to set up 941 for e-filing:

1. Go to the Employees menu, then select Payroll Center.
2. Select the Payroll tab, then File Forms.
3. Click Change Filing Method at the bottom under the Other Activities section.
    

   

4. Select Federal Form 941 from the list, then click Edit.

5. Select E-file, then click Finish.

 

Once you’re done, here's how to e-file the form:

1. Click the Employees menu.
2. Select Payroll Tax Forms & W-2s, then Process Payroll Forms.
3. Click the Payroll tab, then File Forms.
4. Select the 941 form from the list.
5. Click Create Form.
6. Select the form filing period, then click OK.
    

   

7. Review the form, then correct any errors when necessary.

8. Click the Submit Form button.

9. Click E-file and follow the on-screen instructions.

 

To learn more about e-filing in QuickBooks Desktop, check out this link: E-file 940, 941, and 944 tax forms.

 

I also recommend downloading the latest tax table update every time you pay your employees, or at least every 45 days. This is to ensure your payroll has accurate information.

 

That’s it!

 

2. How do I file a 941 from a previous year in QuickBooks Desktop? 

I’ll show you how!

 

You'll first want to download the prior form on the IRS website. Then, manually enter the information. 

 

You'll get the information by pulling up a tax form worksheet in QuickBooks. Here's how:

1. Click the Reports menu.
2. Go to Employees & Payroll, click More Payroll Reports in Excel, then choose Tax Form Worksheets.
3. Turn on the Macros.
4. Under Which worksheet do you want to create?, choose Quarterly 941.
5. Enter the dates, then click Create Report.

 

Once done, you'll manually submit the form to the IRS.

 

3. How do I print a 941 form for an audit in QuickBooks Online?  

That’s a great question!

 

I'll walk you through how you can view Form 941. Here are the easy steps:

1. Go to Taxes, then Payroll Tax.
2. Under Forms, select Quarterly Forms or View and Print Archived Forms to see the archive forms from prior periods.
3. Tap the 941 link.
4. Click Preview. You can either download the form in PDF format or print it. 

 

Here's what it looks like:

 

 

For details about tax payments and forms, check out this guide: Access payroll tax forms and tax payments.

 

Additionally, here's a link that'll help you manage your year-end taxes: Year-end guide for QuickBooks Online.

 

4. How do I print a previously e-filed 941 in QuickBooks Desktop? 

It’s easy peasy!

 

Let me show you how to print the filed 941 form so you can mail it to the IRS. 

 

You’ll want to: 

1. Click on the Employees menu.
2. Choose Payroll Tax Forms & W-2s, then Process Payroll Forms. 
3. Choose filing period to Quarter Ending to 03/31/2018.
4. Click on the 941 form. 

 

And that’s it! You should now have a printed copy of your previously efiled form. 

 

5. Where can we find the 941 report that QuickBooks filed?

I’ll tell you where!

 

You’ll have to go to the Payroll Center to find the 941 report. It only takes a couple of minutes to get there.

Here’s how:

1. On the left panel, choose the Taxes menu to select Payroll Tax.
2. In the Forms section, tap the View and Print Archived Forms link under Quarterly Forms.
    

   

3. On the Archived Forms page, click the drop-down to choose Quarterly Tax Forms and 941.
4. Press the 941 link to open to view more information.
5. Hit the View menu to open the PDF file.
6. From there, click the printer icon to print it.

 

The following guide provides more insights into this process: Archive old forms.

 

Additionally, this article covers all the details on how to see the status of the forms and payments processed in QBO: Check e-filing or e-payment status.

That’s a wrap for today! We hope you found these top discussion questions on 941 tax forms helpful and that you feel more prepared with the next quarterly deposit due date coming on July 31st.  

 

As always, feel free to leave any questions you may have and we’ll be back with more next month!