How to process payroll tax forms

Processing payroll tax forms

IMPORTANT NOTE: QuickBooks Desktop Payroll has now introduced a change in the way Payroll forms are printed. See the Fix Payroll Setup Error code format 00000 XXXXX[Unrecoverable Error].

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

To locate and process your state tax forms

1. Choose Employees > Payroll Tax Forms & W-2s > Process Payroll Forms.
2. Select the State form and click File Form.
3. Confirm that the correct period is entered under Select Filing Period.
4. Note: For QuickBooks Desktop, 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 Desktop enters the payroll data automatically into the fields on the form.
6. If you need assistance completing your state form, click View details about this form or View filing and printing instructions at the bottom.
7. Click the Check for Errors button to look for possible errors (double-click the error to go to it on the form.)
8. Correct errors, if necessary.
9. If necessary, compare the form to the Payroll Summary or Employee State Taxes Detail report. Choose Reports > Employees & Payroll > Employee State Taxes Detail.
10. Note: To modify a number that QuickBooks Desktop 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.
11. Select Save as PDF to save a copy of the file. You can later open the file by going to the Saved Filings.
12. At this point, you can either print the form or submit it for electronic filing if you are enrolled to e-file services.

See also: How to enter Employee’s Prior Payroll in QuickBooks Online?

Note: Many QuickBooks Desktop forms look different from the versions states publish. QuickBooks Desktop 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. Click the File Form after selecting the form.
3. Under Select Filing Period, confirm that the correct period is entered.
4. Note: For QuickBooks Desktop, 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.
9. Note: To modify a number that QuickBooks Desktop 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.
10. Select Save as PDF to save a copy of the file.
11. At this point you can either print the form or submit it for electronic filing if you are enrolled to e-file services.

To print tax forms

IMPORTANT NOTE: We recently changed our method of printing tax forms to in QuickBooks Desktop to utilize PDF viewers. Navigate to the FAQ section to find out more details about this.

1. In the form, click on the Print button.
2. 
3. Select the items that you need to print. You can pick among the following:
4. 
• Tax form(s) only
• Tax form(s) and filing instructions
• Specific form(s)
5. Note: You may see the options below if you are printing forms that have not been switched yet to the new printing method.
• Choose number of copies
• Printer Setup
6. Click on the Print PDF button. This will open the default PDF viewer installed in your computer. You may get prompted to choose which program to use to open the PDF if you haven't selected a default one yet. Once you have selected a program for opening the PDF, QuickBooks Desktop will remember it and will not ask again.
7. Note: If you are using Windows 10, make sure that the default program to open a PDF file is set to Adobe and not a web browser (e.g. Microsoft Edge, Internet Explorer, or etc.). Once the PDF reader successfully opens the form, you may go ahead and print it.

NOTE: The steps when printing from the PDF reader may vary depending on the program that you are using. We recommend using Adobe Acrobat Reader as this program works well with QuickBooks Desktop.

Hope this will be beneficial for you to troubleshoot your problem. To get best support and help, dial QuickBooks Payroll support Phone number 1-855-441-4417.

Information Source:

https://community.intuit.com/articles/1436884-how-to-process-payroll-tax-forms