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Pay And File Payroll Taxes And Forms Manually in QuickBooks Desktop Payroll

Last modified on October 6th, 2022 at 12:07 pm

Pay-And-File-Payroll-Taxes-And-Forms-Manually-in-QuickBooks

Here you will learn how to use QuickBooks Desktop Payroll to prepare and print your payroll tax payments and forms so you can submit them manually to the IRS and state agencies.

If you are unable to e-pay or e-file, you can still use QuickBooks Desktop Payroll Basic, Standard, or Enhanced to prepare your Federal 941/944, 940, or state tax payments and forms to send to the tax agencies.

In some conditions, you can also use QuickBooks to create a State Unemployment Insurance (SUI) file that you can then upload directly to the website of the state agency. We will pay and file your federal and state taxes for you if you use QuickBooks Desktop Payroll Assisted.

Let’s get your tax payments and forms created.

Make Your Payroll Tax Payment and Print It

Step 1: Set Up a Recurring Payment.

To avoid missing a payment, scheduled payments in QuickBooks help you keep track of when your payroll taxes are due. Even if you are unable to use e-payments in QuickBooks, you can still set up scheduled payments.

  • Edit Payment Due Dates/Methods after selecting Employees, Payroll Taxes, and Liabilities.
  • Choosing Schedule payments
  • First, select Edit next to the state tax you want to schedule.
  • Choose Check under Payment method.
  • Type in the state account number.
  • Choose the payment frequency that the state agency has provided for you.
  • For each state tax, repeat steps 3-6. After you’re done, choose Continue.
  • Choose edit after selecting the bank account you’ll use to track payments in QuickBooks. This needs to be the same bank account that you registered with the state and IRS using.
  • Select finish when you’re finished with all the steps.

Step 2: Create and print your tax payment in

You can enter the payment into QuickBooks for Federal tax payments. You’ll use the IRS website to send the payment electronically. You can write a check for state tax payments, print it, and mail it to the appropriate state agencies.

  • Select Scheduled Liabilities under Payroll Taxes and Liabilities, then select Employees.
  • From the list, choose the tax you wish to pay, then click View/Pay. Review the taxes and payment amounts.
  • the Save & Close option.
  • Select Checks to Print.

Make Your Payroll Tax Forms and Print Them.

Step 1: Pay or Record all Tax Payments.

Make sure all taxes associated with the form are paid in QuickBooks before you prepare your tax return; otherwise, the form will show amounts owing. See Make your tax payment and print the check.

Step 2: Prepare your payroll tax form and print or save it

  • Process Payroll Forms after choosing Employees, Payroll Tax Forms, and W-2s.
  • From the list, choose the federal or state form you want to create.
  • Choosing Create Form.
  • From the drop-down menu, choose the filing period, and then click OK.
  • Fill out the interview for your application. Review any pre-filled information on the form and fill in any sections that are highlighted in green.
  • Select Next, then go through the entire form.
  • After you’re done, choose Check for Errors. Any mistakes on the form will be found by QuickBooks. Before printing and saving the form, you must correct these.
  • Choose Save as PDF or Print for your Records if you’re prepared to print and save your form. Select Save and Close if you need to return to the form later.

Step 3: Submit the application to the tax authority

Review the instructions page for where to send your tax form after printing your forms. Payroll Tax Compliance Links can provide you with more information for state agencies.

Create an SUI file.

In place of the quarterly tax form, you can create an SUI file in QuickBooks and upload it to the following state agencies:

New Hampshire, Ohio, Pennsylvania, South Carolina, Vermont, Alabama, Colorado, Indiana, Massachusetts, Michigan, Minnesota, Mississippi, Missouri, Nebraska

In QuickBooks Desktop, make a file that you can upload to your state:

  • Make sure to choose Employees, Payroll Tax Forms, and W-2s before choosing Create State SUI E-file.
  • Twice click Continue.
  • Choose your state from the Select State drop-down menu.
  • After choosing Get QuickBooks Data, choose OK.
  • Add any missing data or fix any mistakes in the file.
  • Locate the QuickBooks Payroll State SUI E-file drop-down on the Add-Ins tab, and then click Start Interview.
  • Then click Next after selecting the I understand that I must review my data and respond to the following questions option.
  • Take note of the file’s location and name. You will send the state this file. Choose Next.
  • Respond to the questions and check the information.
  • When you get to the window that says “End of Interview,” click Create State File.
  • Choose OK.
  • To save the Excel workbook for your records, choose Yes. You won’t send the state this file, not at all.
  • Go to your state agency’s website and find the file QuickBooks saved for you in Step 8 to upload.

The Year-end Guide and Checklist for QuickBooks Online

You must finish a few tasks in QuickBooks Online as the year comes to an end in order to get ready for the next. Use this checklist to finish year-end tasks and have a smooth year’s end.

Step 1: Review your financial year’s first month.

It’s critical to confirm the beginning of your fiscal year. This enables QuickBooks Online to quietly clear accounting ledgers while you focus on other year-end tasks. Reviewing or altering your financial year’s first month:

  • Select Account and settings under Settings
  • Choosing the Advanced tab
  • Change the month in the First month of financial year field in the Accounting section by clicking the pencil icon
  • Choose Save
  • Choose Done

Step 2: Check the Balances of Customer Accounts and Send Statements.

Checking the balance of each client’s account at the end of the year is a smart idea. Check to see if their information is current:

  • Select Reports under Business overview (Take me there).
  • Enter Accounts Receivable Ageing Summary or Accounts Receivable Ageing Detail in the search field and then choose the report you want to read. Note: QuickBooks Online Essentials and Plus both offer these reports.
  • Analyze the report.
  • Determine which customers still owe money.
  • If you discover any unpaid balances, send the client a statement.

Step 3: Pay off any Pending Deposits

Make sure the deposit queue is empty of any outstanding bank deposits. Any payments in the undeposited funds account won’t be counted toward your income for the current year.

Step 4: Check supplier account balances, make payments on bills, or make checks.

Take care of any unpaid bills you have, as well as any unpaid credits, discounts, or products you owe suppliers:

  • Select Reports under Business overview (Take me there).
  • Enter Accounts Payable Ageing Summary or Accounts Payable Ageing Detail in the search field, then click the report you want to read. Please take note that only QuickBooks Online Essentials and Plus offer these reports.
  • Analyze the report.
  • Find any unpaid bills you have to pay before the year is out.

Step 5: Adjust all accounts (bank, credit card, and petty cash)

Every month, you should reconcile your accounts to ensure that transactions are accurately recorded in QuickBooks. You’ll know you already have accurate data at the end of the year, which is an added bonus.

Step 6: Run the year-end reports.

Examine your primary financial reports to determine your earnings, pinpoint problems, and look for inconsistencies:

  • Select Reports under Business overview (Take me there).
  • The Profit and Loss report and the Balance Sheet should be opened and examined.
  • Verify that the Profit for the Year amount corresponds to the rest of the Profit and Loss report.
  • View additional reports as necessary.

Step 7: Distribute company profits as necessary.

Your accountant should assist you in distributing your retained earnings among owners or partners if necessary.

It’s always a good idea to open an Owner’s Equity and Draws account and keep track of any payments made to or withdrawals made from the business annually.

Step 8: Close the books.

Close your books when the year is complete to stop unauthorized changes before submitting your tax return. By locking your books, no one will be able to change your accounting information before the closing date.

When you review, this is an essential step. By closing your books, you can be sure that your financial information will remain accurate. Additionally, it stops any unintentional alterations that might harm your financial reports.

Frequently Asked Questions (FAQs)

  1. When should I start payroll in QuickBooks Desktop for my tax forms?

    To prepare your tax forms in QuickBooks Desktop Payroll, refer to this year-end checklist. Every business needs to be successful in the months of December and January. You have a number of tasks to complete, such as filing your taxes and sending out W-2s to your staff.

  2. What if QuickBooks won’t let me e-file or e-pay my taxes?

    If you are unable to e-pay or e-file, you can still use QuickBooks Desktop Payroll Basic, Standard, or Enhanced to prepare your Federal 941/944, 940, or state tax payments and forms to send to the tax agencies. In some states, you can use QuickBooks to create a State Unemployment Insurance (SUI) file that you can then upload directly to the website of the state agency.

  3. How do I update my payroll in QuickBooks?

    Install the most recent payroll update and confirm that QuickBooks is running the most recent version. Refresh employee data, including SSNs, legal names, and addresses. Request that W-4 and state withholding forms be updated by employees.


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