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 QuickBooks Desktop Enhanced or Standard Payroll Subcription.

Details

Note:

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

 

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

To prepare Form 941/Schedule B or Form 940:

Note: If you need to process form for prior year, see Process Prior Year Tax Returns in QuickBooks, for options.

Note: 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 Desktop 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 Desktop, and then start a new form. Do not save your form and open it again after editing the information in QuickBooks Desktop, because QuickBooks Desktop does not export new data into existing forms.

 

  1. In QuickBooks Desktop, choose Employees > Payroll Forms & W-2s > Process Payroll Forms.
  2. Complete the interview and click Next to proceed to your form.
  3. 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.)
  4. 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.
  5. You can read the filing and printing instructions at the bottom then click Print for Your Records to print your form.
  6. Click Submit Form to electronically file your form.

Note: 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.

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