How do I adjust the number of employees listed on the form 941 that QB generated? It shows the incorrect number

Hi there, @DWM.

I'm here to provide some insights with the number of employees showing in the 941 tax form.

The employees in the system are those with a pay period of March 12 (for Q1), June 12 (Q2), September 12 (Q3), or December 12 (Q4). We can run the Payroll Details report to check the number of employees that should be on the form.

Here's how:

1. Choose the Reports menu at the left navigation pane.
2. Type in Payroll Details in the Find report by name field and click it to open.
3. Select the period for the quarter you need.
4. Check the pay date below the employee name. See screenshot below.

I've added this article to guide you about the form: How QuickBooks Populates The 941.

Please don't hesitate to click the Reply button if you need further assistance. I'd be glad to assist you. Keep safe and healthy.

Thank you for your explanation but I am aware of how to run those reports.  The problem is Quickbooks is generating a form 941 with 4 employees when the report says 5(which is the accurate number).  What I need to know is how I can edit the form 941 before electronically sending it.

Thank you for checking the report, DWM.

I can also see that RubielynJ shared the article that explains how QBOP shows payroll data on the 941 form. I assume you've run through it. For this reason, we'll look into a different side of the scenario. A browser issue could be causing this.

Please try the browser troubleshooting steps and pull up the form after. If the same thing happens, you'll want to contact our Payroll support to check this further. They can start a screen-sharing session to see what's going on with your form.

1. Click on Help and choose Contact Us.
2. Paste your question in the text box and click Let's talk.
3. Choose between Message an agent or Get a callback. These options are available during their office hours.

You can always go back to this thread if you have other questions in mind. Have a good one!

I have this same issue...spent hours on the phone with support and they were unable to help me.  Told me to contact an accountant to figure it out.  In my opinion there is a glitch in the newest form incorporating Employee Retention Credit items.  I am hoping they will get it figured out soon.  On my most recent 941 I right clicked on the number of employees (mine is showing 0 when I actually have 2) and click on override and input the correct number.   

I had the same issue and was on the phone with support for hours and they were unable to help.  Eventually she told me to contact an accountant?   I believe it is a glitch in the new form that is incorporating the Employee Retention Credit items and they will get it worked out.  In the meantime, you can right click on the number of employees on the form and select override and input the correct number.  Mine actually says 0 employees, however, the income information is correct.  

If I have already electronically filed this form how do I file for a correction ?

I electronically filed and the number of employees reported was incorrect. How do i file a correction with the IRS ?

Hi there, @gregss1.

It's very important to review all the details before filing to avoid correction. 

You’ll want to file an Amend or Forms 941-X to correct all the details you need to change. 

As soon as you discover an error on a before filed Form 941, you can correct the error using Form 941-X. You must complete all three pages of the form. 

Be sure to file a separate Form 941-X for each Form 941 you are correcting, and please file the Form 941-X. 

For more help with Form 941-X, refer to the IRS Instructions for Form 941-X. 

You can visit this article for more information about filing methods: File quarterly tax forms. 

Please know you can continue to reach me here with any additional questions. I'm always happy to help. Keep safe always.

did you get an answer?  I have the same problem?

The IRS says not to use the 941_X if you are only changing the number of employees. They refer you to the instructions for the Schedule B. 

So which form is it to change employees only?  941x or schedule B?

Let me share what I know about submitting a 941-X form, Cristy196402.

You only process and submit a 941-X form if the amounts in the 941 form are incorrect. However, if the only error is the number of employees who received wages, you don't need to file it. You can refer to this article for more information: Instructions for Form 941-X.

You may also reach out to the IRS for confirmation. 

If you need something else, don't hesitate to get back to this thread. We'll available 24/7 to address your concerns. Take care!

I know and that's exactly what I said, but the directions for filing a 941-X doesn't answer the question so you referring me to it is mute. 

Hello @cristy196402,

Let me help share how you can fix the needed correction of the 941 forms you've already submitted successfully.

Normally, instructions for filing your 941 forms are mandated by your tax agency. With this, I'd recommend contacting them for the instruction of you on how you can file the correction. Or if it is needed to submit one based on the number of employees reported.

In the same manner, here's an article you can read to learn more about how you can connect with them: Internal Revenue Service Payroll Tax Compliance.

On top of that, I've got you this helpful article for guidance in preparation for the 2020 tax season: 2020 Year-End Resources.

If there's anything else that I can help you with, please let me know by leaving any comments below. I'll be here to lend a hand.

It's been a long time since your post but I was looking for and answer today.  You probably have if figured out already but for anyone else wondering about this, right click on the incorrect number and type in the correct number.

I thought it had something to do with the fact that a couple of our employees are ministers and tax exempt.  But the number was way too far off for that to be a factor.  So I checked all the dollar amounts, etc. and everything else checked out ok.

I have to agree here that it has to be a glitch. Have used qb for over ten years and it always put the correct number of employees in that line. This time instead of the correct number which should be one it is now saying zero. 

It appears there is no way quick to edit that here right now. I hope they fix it soon. 

From another thread, the answer here MAY be that the way the IRS regs are written, you put the number of employees who got paid eligible wages for a pay period that includes *the specific date* for that quarter.  So if it's the Q4 form 941, the number of employees is NOT:

    "how many people did we pay in Q4?"

but RATHER

    "how many people did we pay in the pay period that includes the date December 12th?"

So if you paid 15 people in October, 20 people in November, but only 5 in December, the number reported in this box will be 5, even though you paid a lot more people in that quarter.  

It's pretty confusing, but I suppose the IRS has some reason for it (or at least did at some point...)

Hope this helps anyone who finds this in search...

 On my most recent 941 I right clicked on the number of employees (mine is showing 0 when I actually have 2) and click on override and input the correct number.   

THIS IS THE SOLUTION!!!!

Right-click on the incorrect number of employees, click on "Override", change the number to the correct one. THANK YOU.