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

    Article ID: 1002083

    Overview

    This explains the process if you would like to print a form from a prior tax period.

    Expected Outcome

    The requested tax form will be printed.

    Assumptions

    You have an active Standard or Enhanced Payroll service with prior payroll information located in your company file.

    Details

    QuickBooks only holds the current federal and state forms.

    If you try to use QuickBooks to process tax form in a prior year, the program will allow you to select Custom as Filing Period date, however, it will only display the current year format or period date stamp.

    Example: When you try to process a 941 form for 2012 and the form available in QuickBooks have been updated to 2013, you will see the following:

    • After entering the prior year date and clicking OK, you will see this message:


    • QuickBooks will populate the payroll data (wages and taxes) for the period you selected but the form will be the 2013 or current year format and the date stamp will show current year date.

    See the following options if you need to file a tax form for previous year:

    • You can manually download and/or print a copy from the agency website.
    • You can use the wage and tax amounts that QuickBooks populated on the form as a reference only, in order to manually fill out the prior year form.
    • You can also run Payroll Reports in QuickBooks for the filing period you need and use the wage and tax data to manually fill out the prior year form. Examples of payroll reports are listed below. Click on your preferred report to see the steps on how to create one.

    The form may not contain the exact information that may have been filed previously if data has been changed since the time that you filed.

    7 comments

    Earl5/13/2013

    477

    This answer doesn't help me. I need to process a 941 from a previous year. Please give me any help in doing that.

    Reply

    Alyson Francisco4/14/2013

    220

    I need to file a 941 quarterly tax form for Jan/Feb/March 2013.

    Reply

    Andy4/12/2013

    210

    The IRS Has requested copies of my 2012 941 quarterly reports.. with the changes in the form simply reprinting them from the 2013 version does not work.. I have had the archive box checked since I started using quick books. But, It says I have nothing archived.. How do I get a useable copy of my 2012 941 quarterly reports

    Reply

    Janette5/12/2013

    100

    Qbooks suggested use of this site when trying to re-generate 2010 tax form that had not been saved appropriately

    Reply

    Bob4/10/2013

    50

    It might be handy to know where to find the form.

    Reply

    John5/17/2013

    20

    Trying to get the info for a 2012 941 is wasted effort. Apparently a new tax table is used to compute the taxes due because they do not come out anything like what was provided last year for the 2nd quarter. That is aside from the 2013 date.

    Reply

    Michele7/2/2013

    234

    John, if you click on process payroll forms and the click 941. You have to change the year to 2012 and it will warn you that it is using the 2013 form. The form is wrong but the #'s it generates ARE from 2012. I just had to do that for the IRS. I went to www.irs.gov and printed a form for 2012 and you can actually type the info on their form before you print it. It is very professional looking and easy to do.

    Hope that helps

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