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    Prepare and print Form 941, Schedule B, and Form 940

    Article ID: 1000165

    Overview

    This article explains how to prepare and print Form 941, Employer's Quarterly Federal Tax Return, and, if required, Schedule B, Employer's Record of Federal Tax Liability. It also explains how to prepare and print Form 940, Employer's Annual Federal Unemployment (FUTA) Tax Return.

    Expected Outcome

    You will be able to prepare Forms 940, 941 and 941 Schedule B.

    Assumptions

    You have an active Enhanced or Standard Payroll Subcription.

    Details

    If you need to process tax filing form for previous year, see Process Prior Year Tax Returns in QuickBooks.

    Before you begin, ensure you have the latest release of your QuickBooks program and the latest tax table update.

    To prepare Form 941/Schedule B or Form 940:

    In QuickBooks, choose Employees > Payroll Forms & W-2s > Process Payroll Forms.

    Select Federal form and click OK. (For QuickBooks 2014: Skip to the next step)

    Select a form to process, and then click OK. (For QuickBooks 2014: In the File Forms section, select a form to process, and click File Form).

    Example:

    • Quarterly Form 941/Schedule B - Interview for your Form 941/Schedule B;or
    • Annual Form 940/Sch. A-Employer's Annual Federal Unemployment (FUTA) Tax Return)

    Click the drop-down arrows and select the Year or Quarter and Quarter Ending dates. Click OK.

    Although QuickBooks collects and retains the 941/940 information from previous years, QuickBooks always uses the most current year form available to display the information.
    If you need to process form for prior year, see Process Prior Year Tax Returns in QuickBooks, for options.

    Complete the interview and click Next to proceed to your form.

    Review all the information on your Form to make sure it is complete and accurate.

    Before completing your Form, ensure that all tax payments relating to that Form's reported taxes (Federal Withholding, Social Security, and Medicare for Form 941 and Federal Unemployment for Form 940) are properly recorded in QuickBooks.

    The 941 form in QuickBooks has to have the correct payment frequency selected in order to determine if a Schedule B should be included when efiling the form.

    If the wrong frequency is selected (anything other then semi-weekly for the frequency), the Schedule B will not be e-filed and you will receive a notice.

    If you need to enter information in a field that is currently blank, enter it directly in the field. The new data displays in blue. (It is not blue when you print the form.)

    If you need to edit information that is incorrect:

    1. Right-click in the field and choose Override.
    2. Enter the new data in the Override box and press Tab. The new data displays in green to indicate that you manually changed data exported from QuickBooks. (It is not green when you print the form.)
    3. If you need to undo an override, right-click in the field and choose Cancel Override.

    Note: Do not edit the following types of data on a payroll tax form:
    • Filing period: To specify a different filing period, close your existing form and create a new one. Editing the filing period on the form does not automatically change the other fields on the form.
    • Totals: You should not change any field that is a sum of other fields on the form. QuickBooks calculates these automatically. To change a total, change one of the fields used to calculate it.
    • Employer Identification number (EIN) or Social Security number (SSN): To edit an EIN or a SSN, close the payroll tax form, edit the information in the appropriate place in QuickBooks, and then start a new form. Do not save your form and open it again after editing the information in QuickBooks, because QuickBooks does not export new data into existing forms.

    To read more about the form, click View details about this form. Click Check for Errors to identify and fix any form errors. Click Save and Close to save your changes and come back later.

    You can read the filing and printing instructions at the bottom then click Print for Your Records to print your form.

    Click Submit Form to electronically file your form.

    If you have Enhanced Payroll you may also save the form as a PDF by clicking Save as PDF at the bottom of the form.

    You can print the PDF form you saved by opening up the form and clicking File at the top toolbar of your PDF form. Select Print from the menu list.

    17 comments

    Debbie4/14/2013

    80

    I just did an update and still do not have the 2013 941.

    Reply

    Cassidi4/15/2013

    30

    I think I missed last quarter filing (quarter ending 12/31/12) - I am trying to file again OR try to find out if I already filed. How can I get 2012 941 form?

    Reply

    Violet5/21/2013

    10

    Hi Cassidi,

    You might find the answer to your question in this article Process a Federal or State form from a previous period (prior year tax return). At the bottom section of the article, you will find possible options available in QuickBooks.

    I hope this helps and thank you for asking. Have a great day.

    Debra5/15/2013

    20

    How do I print a 941 Form for last year?

    Reply

    Violet5/15/2013

    40

    Hi Debra, Jackie, and Mark,

    I just updated this article and provided a link to options available in QuickBooks for processing prior year tax return. Please check it out and see if it helps.

    Thank you for posting your comment.

    Yvonne2/27/2013

    10

    Thank you.

    Reply

    Vickie3/6/2013

    10

    Why is the 2012 941 form still up. I am trying to do the end of quarter report and it shows 2012 on the top of the form.

    Please help !!!

    Reply

    Kriz3/11/2013

    10

    Hi Vickie,

    I wish I had seen your comment sooner and I hope that your concern has already been resolved.

    It appears from your comment that the tax form in QuickBooks is not yet updated. I recommend that you dowloand the recent tax table version to make sure that you have the correct tax forms for filing. The article has been updated with the instructions to have the latest tax table before processing tax forms.

    The 2013 941 form would be available before the end of March which is why QuickBooks still have the 2012 on your forms. We'll make sure that you get the updated tax forms before April so stay tuned for the next tax table update.

    I hope this helps you. We appreciate you posting a comment!

    Barb3/20/2013

    10

    Are the 2013 941 Forms available yet?

    Reply

    Kriz3/21/2013

    20

    Hi Barb,

    The 2013 941 form will be included in the tax table 21308 which is now available for download.

    The article FAQs about QuickBooks Payroll Updates has all the information you need to know about tax table updates. I hope this answers your question. Thank you for posting a comment!

    Jackie5/14/2013

    10

    how do I print a prior year (2012) 941 report?

    Reply

    Mark5/15/2013

    10

    The IRS wants me to send in my June & September 2012 941 and schedule B again (I already sent this to them but they have no record of me sending in the forms!) My problem: I've been using the 2013 payroll tax updates and I can't go back to re-create these forms. Is there any way to do this? Thanks.

    Reply

    Billie5/22/2013

    10

    I need to prepare a 941 for the 3rd quarter 2012. How do I go about getting the proper forms back?

    Reply

    Monique6/10/2013

    10

    Billie - That is a great question!

    Check out this article that will show you some options for preparing tax forms from prior periods/years:

    Process a Federal or State form from a previous period (prior year tax return)

    David5/22/2013

    10

    I need to print my 941 for tax period ending September 2012. I was directed here but there seems to be no info on it.

    Thanks

    Reply

    Monique6/14/2013

    10

    David - That is a great question and we have added that information to this article.

    Check out this related article that will show you some options for preparing tax forms from prior periods/years:

    Process a Federal or State form from a previous period (prior year tax return)

    Comments can not be added at this time.

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