How to Print 941 Form in QuickBooks


Understanding how to access and manage tax forms in QuickBooks is crucial for businesses and accounting professionals. In this comprehensive guide, we will explore various aspects of Form 941, which is used to report quarterly wages, federal income tax withheld, and employer’s share of Social Security and Medicare taxes. We will cover how to access old 941 forms, view, and Print 941 Form in QuickBooks archived forms, find 941 reports, and locate old 1099 forms in both QuickBooks Desktop and QuickBooks Online.

We will provide specific steps for accessing old 941 forms in QuickBooks Desktop, utilizing features like Archived Forms, Search, and Reports. We will also discuss how to access and print archived forms in QuickBooks Online, as well as how to find and manage 941 reports in both software versions.

Whether you are a small business owner, accountant, or bookkeeper, having a clear understanding of how to handle these tax forms in QuickBooks is essential for maintaining accurate financial records and complying with IRS regulations.

How do I Print 941 Form in QuickBooks for An Audit?

  1. Access your QuickBooks Online account by logging in.
  2. Navigate to the “Taxes” menu and then select the “Payroll Tax” tab.
  3. Click on the “Forms” tab.
  4. Select the 941 forms you need.
  5. Finally, click the “Print” option to print the selected forms.

This revised version maintains the same information while improving readability and clarity. 

How To Print 941 Form in QuickBooks Online?

Accessing and printing form 941 from QuickBooks Online for quarterly tax filings and payroll details is a simple procedure that aids in record-keeping and compliance.

To do so, users log into their QuickBooks Online account, select the ‘Taxes’ tab, and navigate to ‘Payroll Tax’ followed by ‘View Tax Forms.’ After selecting form 941, users can opt to print it directly. Before doing so, it’s crucial to review the document thoroughly for accuracy. Once all details are verified, the print option can be selected and a printer can be chosen to generate a hard copy for record-keeping purposes.

How to View Old 941 in QuickBooks Desktop? 

QuickBooks Online allows users to access and view their old 941 forms, enabling them to review past tax filings and payroll details for each quarter. These forms provide valuable insights into prior compliance activities, offering a comprehensive record of tax-related information.

Using the Archived Forms Feature:

The Archived Forms feature in QuickBooks Online is a convenient way to access and review old 941 forms. It offers a streamlined process for retrieving historical tax documents and facilitates seamless review and printing.

The user-friendly interface allows users to quickly locate and obtain specific forms, eliminating the need to sift through numerous records. Once accessed, users can easily review the details of the forms, make adjustments, and print them for their records or submission to relevant authorities.

By providing efficient access to old 941 forms, the Archived Forms feature helps QuickBooks Online users manage their tax obligations without the hassle of searching through physical files or navigating complex software interfaces. It is a valuable asset for users who need to access and manage their old 941 forms.

Using the search feature:

In QuickBooks Online, the Search feature is a convenient tool for locating and accessing old 941 forms. By entering relevant keywords or specific details related to the desired tax documents, users can streamline the retrieval and review process.

The search feature allows users to narrow down the results by providing key information such as the tax period, form number, or specific employer details. With effective search queries, users can quickly find the required 941 forms.

The user-friendly interface of the Search feature makes it easy for users to manage and retrieve historical tax documents for reference or review purposes.

Using the reports feature:

In QuickBooks Online, the Reports feature aids users in crafting and examining particular reports pertaining to form 941 submissions. This feature provides comprehensive access to past 941 data for analysis and review.

Users can obtain intricate information on payroll tax payments, liabilities, and adjustments through this feature. This enables a transparent overview of the company’s tax liabilities and payment history. By leveraging the historical data in QuickBooks Online, users can monitor changes over time and pinpoint any potential inconsistencies.

The Reports feature streamlines the process of generating form 941 reports by offering customizable date ranges and filters. This ensures efficient and precise extraction of specific information.

Also Read: Quickbooks Paystub

How to Prepare Form 941 in QuickBooks Windows (Pro, Premier, Enterprise)?

  • Step 1: Access the Payroll Forms & W-2s Menu:

  1. From the top menu bar, click on “Employees.”
  2. Select “Payroll Forms & W-2s.”
  3. Choose “Process Payroll Forms.”
  • Step 2: Select Quarterly Form 941/Schedule B:

  1. In the “File Forms” section, select “Quarterly Form 941/Schedule B – Interview” for your Form 941/Schedule B.
  2. Click on “File Form.”
  • Step 3: Specify Quarter and Quarter Ending Dates:

  1. Use the drop-down arrows to select the appropriate “Quarter” and “Quarter Ending” dates.
  2. Click on “OK” to confirm.
  • Step 4: Complete the Interview:

  1. Proceed through the interview to provide the necessary information.
  2. Click on “Next” to move on to your Form 941.
  • Step 5: Review and Verify Form Information:

  1. Carefully review all the information in your Form 941 to ensure accuracy.
  2. Pay special attention to scheduled deposits for payroll taxes (Federal Withholding, Social Security, and Medicare).
  3. QuickBooks will automatically include these deposits in the form, but if they are not recorded in QuickBooks, you will need to enter them manually in the relevant fields.

How to find 941 reports in QuickBooks Desktop?

Understanding how to access 941 forms in QuickBooks is crucial for reviewing and comprehending quarterly tax filings and payroll details. This process provides valuable insights into tax compliance activities and historical reporting.

To access 941 forms within QuickBooks, navigate to the Reports menu, select ‘Employees & Payroll,’ and then choose ‘Payroll Tax Forms & W-2s.’ From there, users can select the 941 form, specify the date range for the historical tax documents they want to retrieve, and then generate and review the reports online or print them as needed.

These methods help QuickBooks users conveniently track and analyze their tax filings and payroll records for better financial management and compliance purposes.

Using the search feature:

The QuickBooks search feature assists users with finding and accessing 941 tax forms quickly and easily. To utilize this feature, users can input relevant keywords or specific details associated with the desired tax documents.

Enter search queries such as “941 form,” “941 quarterly tax,” or “IRS 941” to filter and locate the required forms efficiently. By providing additional information, like the filing period or form number, users can further refine their search results, ensuring they access the exact 941 form they need.

Using relevant keywords related to the tax year or company details can also assist in pinpointing the required documents accurately. By comprehending the effective use of search queries, users can enhance their efficiency in locating 941 forms within QuickBooks.

Using the reports feature:

QuickBooks’ Reports feature enables users to generate and analyze specific reports for 941 filings. This feature provides comprehensive access to historical 941 data for review and analysis, helping users make informed financial decisions.

To access 941 reports, users can navigate to the Reports tab and select the Payroll Tax section. Once in the Payroll Tax center, users can choose the specific 941 report they need and customize the date range to include the historical data they wish to analyze. This allows users to review past 941 filings in detail and make informed financial decisions based on their historical tax data.

Also Read: Fix QuickBooks Invoice Printing Issues

How do I Print a Previously E-Filed 941? 

Here are the steps on how to print 941 form in QuickBooks so you can mail it to the IRS:

  1. Start by clicking on the Employees menu.
  2. Next, choose Payroll Tax Forms & W-2s, followed by Process Payroll Forms.
  3. Then, select the filing period as Quarter Ending to 03/31/2018.
  4. Finally, click on the 941 form.

Where to print/save a PDF of My 941/944 Forms for Proving Payroll Taxes?

  1. Navigate to the Taxes tab, then select Payroll Taxes.
  2. For the 941 form, click “View and Print Archived Forms” under Quarterly Forms. For the 944 form, click the same hyperlink under Annual Forms.
  3. From the “All” drop-down menu, choose “941/944” and click it.
  4. Click the “View” button to view the form.


Leave a Reply

Your email address will not be published. Required fields are marked *