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    How to process payroll tax forms

    Article ID: 1000790

    Processing Payroll Tax Forms

    Before you begin, ensure you have the latest program and tax table update. To help make state tax filings as easy as possible, QuickBooks Payroll includes new and updated state forms in payroll updates for QuickBooks Enhanced Payroll subscribers. QuickBooks Payroll releases updated state forms when the states make changes to them. Intuit recommends that you turn on the Automatic Updates feature in QuickBooks so you receive them as soon as they are available.

    To locate and process your state tax forms:

    1. Choose Employees > Payroll Center > Process Payroll Forms.
    2. In QuickBooks 2013 an earlier: In the Select Form Type window, choose State Form and click OK.
      In QuickBooks 2014 and higher: Skip to the next step.
    3. In QuickBooks 2013 and earlier: Select the State you are filing for then select the form you want to use.
      In QuickBooks 2014 and higher: Select the State form and click File Form.
    4. Confirm that the correct period is entered under Select Filing Period.
      Note: For QuickBooks, click the Auto-Fill Contact Info button at the top right to populate your form, if desired. You can also change this information on the tax form when you view it.
    5. Click OK. QuickBooks enters the payroll data automatically into the fields on the form.
      If you need assistance completing your state form, click View details about this form or View filing and printing instructions at the bottom.
    6. Click the Check for Errors button to look for possible errors (double-click the error to go to it on the form.)
    7. Correct errors, if necessary.
    8. If necessary, compare the form to the Payroll Summary or Employee State Taxes Detail report. Choose Reports > Employees & Payroll > Employee State Taxes Detail.
      Note: To modify a number that QuickBooks filled in automatically, right-click the field and choose Override. If you cannot override a number for a few cents (usually due to rounding), you must create a liability adjustment for the amount.
    9. Select Save as PDF to save a copy of the file.
    10. At this point you can either Print the form or Submit it for electronic filing, if you have e-file service.
    Note: To save copies of printed/e-filed documents in QuickBooks 2012, check the Automatically create an archive when I e-file or print box.
    Many QuickBooks forms look different from the versions states publish. QuickBooks forms comply with the state's requirements, have been approved, and can still be filed with your state. Some state forms, including those for Oregon and Texas, look like they are printing without any formatting, boxes, or instructions (just dollar amounts). These forms are still correct and can be filed on blank paper.

    To locate and process federal tax forms:

    1. Choose Employees> Payroll Center > Process Payroll Forms.
    2. In QuickBooks 2013 and earlier: In the Select Form Type window, choose Federal Form and click OK.
      In QuickBooks 2014 and higher: Skip to the next step.
    3. In QuickBooks 2013 and earlier: Select the form you want to use.
      In QuickBooks 2014 and higher: Click the File Form after selecting the form.
    4. Under Select Filing Period, confirm that the correct period is entered.
      Note: For QuickBooks, click the Auto-Fill Contact Info button at the top right to populate your form, if desired. You can also change this information on the tax form when you view it.
    5. Click OK. If you need assistance completing your federal form, click View details about this form or View filing and printing instructions at the bottom.
    6. Click the Check for Errors button to look for possible errors (double-click on the error to go to it on the form.)
    7. Correct errors, if necessary.
    8. If necessary, compare the form to the Payroll Summary.
      Note: To modify a number that QuickBooks filled in automatically, right-click the field and choose Override. If you cannot override a number for a few cents (usually due to rounding), you must create a liability adjustment for the amount.
    9. Select Save as PDF to save a copy of the file.
    10. At this point you can either Print the form or Submit it for electronic filing, if you have e-file service.

    To save changes to a form and come back later:

    1. Click Save and Close to save your changes and come back later.
    2. Click Open Draft to open the copy of the form you saved. Note that it will not incorporate any changes you may have made to your payroll; will be exactly as it was when you originally saved it.
    3. If you want to incorporate changes you made in QuickBooks, click Start New Form. You will be presented with a blank form and must fill it out again.
    Note: If you select Save and Close and then create a backup copy of the company file, the restored copy of the company file will not have the saved information in it.

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