To help make tax filings easy, QuickBooks Desktop Payroll releases updated tax forms. QuickBooks Desktop Payroll Enhanced subscribers are given access to the updated Federal and State forms as soon as they are available.
Learn how to create, print, and save a copy of different tax forms by following the steps below.
Note: Make sure QuickBooks Desktop is updated to the latest release and you have the latest tax table.
For more information about the different forms, check out the following:
For Federal forms, compare it to the Employee State Taxes Detail report (go to the Reports menu, then select Employees & Payroll > Employee State Taxes Detail).
Note: To modify a number that QuickBooks Desktop filled in automatically, right-click the field, then choose Override. If you can't override a number for a few cents (usually due to rounding), create a liability adjustment for the amount.
|Note for State forms: Many QuickBooks Desktop forms look different from the versions that the 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.|
You may see Choose number of copies or Printer Setup if you are printing forms that haven't been switched to the new printing method yet.
|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. To print PDF files, see Print a PDF for more information.|
Note: If you select Save and Close and create a backup copy of the company file, the restored copy of the company file will not have the saved information in it. Save and Close does not populate the form in the Saved Filings area.
|Important: Your data migration can take up to 5 business days to complete (from the time we receive your Acomba backup). In an effort to keep you as informed as possible, should any problems arise within this service timeframe, we will contact you to communicate any delays.|
Open Saved Filings
When you create a tax form, you see the Automatically create an archive when I e-file or print checkbox at the bottom of the form. Saved Filings appear when you mark this checkbox. An archive is saved in PDF format in your computer, then either print or e-files the form when you select Submit Form....
To check your Saved Filings:
Can't see your form in the Saved Filings tab?
This may be caused by the following:
QuickBooks Desktop Payroll has now introduced a change in the way payroll forms are printed – First, the forms are printed to a PDF format using QuickBooks, then the user can print the PDF using a local or network printer. This change is applicable when the user wants to print Federal forms such as W2 as well as State tax forms.
Why was this change implemented?
How do I change alignment for pre-printed forms?
In the new print method, the alignment options for pre-printed forms are available as in the old print method. Hence, employers can continue to modify the alignment based on their specific printer settings.
How does the new print method work with file sharing or third-party e-filing services?
The customers using any file sharing service or third-party e-filing services can continue with their existing process of e-filing or file sharing. You, as an employer, can save the PDF form directly at the specific location on the local drive. Then you can map that location as the source location for the third -party software. For more instructions or support, contact your third-party software user manual or customer support.
What tax forms require a PDF viewer for printing?
Currently, all of the tax forms in QuickBooks Desktop Payroll already require a PDF viewer when printing.
The pre-printed forms in QuickBooks Desktop are designed to work perfectly with Intuit Supplied Papers from our Checks & Supplies. Non-Intuit papers aren't guaranteed to fit perfectly, thus you may have to manually adjust the alignment of the form.
This can occur if the Windows regional settings is not set to the United States locale. QuickBooks Desktop requires the English (United States) regional setting in order to function properly. Change regional settings in Windows to resolve this issue.