941 Taxes not showing up in Pay Taxes

Let's resolve the error you're having to prepare and pay Form 941, @Fenmyd.

Before generating or preparing your forms, make sure to update QuickBooks Desktop to the latest release and get the latest payroll tax table update. 

This will make sure that you have the latest features and fixes and the newest payroll tax table to stay compliant with paycheck calculations.

To download the latest tax table in QBDT:

1. Go to the Employees menu and select Get Payroll Updates.
2. Click the Download Entire Update checkbox.
3. Choose Download Latest Update. An informational window appears when the download is complete.

To manually update your QBDT: 

1. Search for QuickBooks Desktop. Right-click the icon and select Run as administrator.
2. From the No Company Open screen, go to the Help menu and select Update QuickBooks Desktop.
3. Click the Options tab and select Mark All and then choose Save.
4. Go to the Update Now tab and select the Reset Update checkbox.
5. Click Get Updates.

You can now restart your computer for the changes to take effect. 

Check the following articles for more information about updating QBDT to the latest release and getting the newest payroll tax table:

• Update QuickBooks Desktop to the latest release
• Get the latest payroll tax table update

Once you're done, refer to the following article for more information on how QuickBooks Desktop populates the lines on Form 941: How QuickBooks populates the 941.

I'll be around if you have more questions with your Form 941 and or anything else, by leaving a reply below. Keep safe and have a great rest of the day!

Thanks.  The 941 worked well.  It is the semi monthly 941 tax payments that arent showing up when I go to Pay liabilities.  Nothing there listed to pay.  Don't know what I am missing

Thanks for getting back to us and sharing the details with us, @Fenmyd.

There are a few reasons why your 941 tax payments won't show in the Pay Liabilities. Consider the following:

• There is a Liability Check created that covers the amount of the missing liability.
• Overpayment of the liability.
• Your liability is mapped to a different account, not for payroll. Example: Other Current Liability.
• The liability account use is marked inactive in QuickBooks.
• When creating a liability check the starting or ending period is incorrect.
• There is no liability payment schedule set up for a specific payroll tax item.

Then make sure that the payment schedule is set up for the tax and track the payments using a Payroll Liability Balances report. The data recorded on that report is derived from the payroll entries or payment transactions covering the period selected on the return. This will help us identify if a payment was applied to the right period or there is an overpayment made.

You can use this report to see which liability period has an existing balance and compare it to the payment you've created. That way, we can make necessary corrections and rule out the problem in no time.

Here's how to generate the report:

1. Go to the Reports menu and choose Employees & Payroll.
2. From the list of reports, choose Payroll Liability Balances.
3. Under Dates, choose the period This Calendar Year. This way you will have a clearer view of the payment that was applied to the wrong month or quarter.
4. On the report, locate the period that has an outstanding balance. A positive balance means that there isn't any payment created or applied to it.
5. If a liability check is applied to the wrong period, you will see a negative balance in there. A negative balance means an overpayment.
6. If you still can't find the discrepancy, double-click the Total Payroll Liabilities amount one at a time to see the Liability Check applied to it for payment.
7. Then update the liability check by double-clicking it and update the Period to the correct one.

If the same thing happens, please call our Payroll Support Team. They can pull up your account securely and further investigate why the semi-monthly 941 tax payments aren't showing up when you go to the Pay liabilities section. Just click this article on how to reach them: Contact Payroll Support.

I'm adding these articles for your reference on how to prepare and file quarterly forms in QBDT:

• E-file 940, 941, and 944 tax forms. 
• About Form 941, Employer's Quarterly Federal Tax Return
• How QuickBooks Populates The 941

I'm just a post away if you have any other concerns while working with payroll tax forms or any QuickBooks related. I’ll be more than happy to help you out. Take care and have a great day!