How do you mark a 941 return FINAL in QBO

Good day, @mweakley.

Welcome to the Community. I can help you mark a 941 return as final.

You will have to manually run and print the 941 form in QuickBooks Online. Then, put a check mark on Part 3, line 17 and enter the final date:

1. Click Taxes.
2. Choose the Payroll Tax tab.
3. Under Forms, click the Quarterly Forms link.
4. Choose 941.
5. Select the period from the drop-down, then select View.
6. Print the form.
7. Manually check the Part 3, Line 7 and write the final date.
8. File the form to IRS.

That should do it, mweakley. Let me know if you have more payroll questions for me. I'm still willing to help you further. Have a wonderful day ahead.

Hi!

What shall I do if I forgot to mark the form FINAL in IOP and I have already submitted it?

Thanks in advance!

Hi!

What shall I do if I forgot to manually mark the form FINAL and I have submitted it already?

For your help.

Thanks!

Hello there, @KitsMiranda.

Since you've submitted the form already, you'll have to call into our Payroll Support. Rest assured, they have the tools to help make the corrections for you on the form to prevent any complications. 

Let me know how it goes! I'll be here if you have any other questions. Have a beautiful day.

Thank you Ashley!

The support mentioned that I need to call IRS to let them know. There is no need to file a 941-X coz there is nothing to correct in the return itself. Just that part 3.

Hii I have been trying to get directions from IOP Chat for a couple of days and they are constantly saying not to file 941 from IOP and instead file it manually to IRS.  

Hi Farooq Mazhar,

You can actually file 941 forms in IOP as long as you enrolled in electronic services. This article will guide you to e-file your 941 forms: File quarterly tax forms

Feel free to reach back out if you need more help filing your form.

It's 2022 and we have to print, mark up a form, and mail it in? WTF?

The link in the "answer" post no longer works so I'm trying to understand how to do this.

The company is switching from S-Corp to LLC and we no longer need to do payroll as of 2023, so Q4 2022 will be the last payroll. What's the right way to mark it as final in 940/941 and the associated state forms (GA G-& and DOL-4)? Is there a way to let QBO know that it's it should mark the returns a final or does one need to disable the automatically file payroll forms, then after the payroll is done, manually print them out, make the modifications on the print out and then mail them into the IRA and the State (DOR/DOL)?

You've reached the right place for help, MB_BCE.

May I know which link are you referring to? If this is one of the links provided from the most recent reply, both links works. Since it's not working in your end, you'll want to try opening it in a private browser/incognito or a different browser.

Also, you can just cancel your payroll subscription after you're done filing the last quarter. Check this article for more information: Cancel Your QuickBooks Payroll Subscription

You might also need this guide for processing your year-end taxes: Year-end checklist for QuickBooks Online Payroll

Let me know how this goes and if your need more help with payroll. I'm here to assist. Have a great day ahead.

I'm referring to the link posted by @HoneyLynn_G  this one

What you said didn't answer the question (as is the topic of this post), after running the Q4 payroll how does one tell QBO to mark the 941/940/state returns as "final"?

Is there anyone who can assist here? Is there a way to tell QBO to mark the 940/941/state returns as final? If not how does one manually run and print the returns (the link in the first post is broken)? Is there any other way?

Hello there, MB_BCE.

Let me route you to the right department that can help mark your 941 return as final. That said, I encourage reaching out to our QuickBooks Care Team. This way, they can further help  you achieve your goal.

Here's how to reach them: 

1. Click the Help button at the top-right corner.
2. Enter a description of your concern, then select Let's talk.
3. Select Contact Us to connect with a live support agent.
4. Choose a way to connect with a live agent.

I'm adding this article to know our support hours for live agents: QuickBooks Online Support.

Come and visit us again if you need help while processing your payroll checks. Stay safe and have a great day ahead!

exactly,  they are ridiculous. I am struggling with them as well.

Hi there, @juniper2. Let me provide some clarification about how to print the 941 forms in QBO.

QuickBooks Online users need to print their final 941 and submit it outside QBO. 

To run and print the 941 forms, you'll need to check your Quarterly or Archive forms section in QuickBooks Online. 

Here's how:
 

1. Go to Taxes on the left navigation menu and choose Payroll Tax.
2. From the Filings tab, select 941 as your filter. Click on Apply.
   
   
    
3. Click View.
   
   
    
4. Click the Printer icon.
   
   
    

After printing the form, you can now mark the 941 return as final by following the steps shared by HoneyLynn_G above. 

For more information about filing federal forms in QuickBooks Online, see this article: Pay and file payroll taxes and forms in Online Payroll. 

If you need any additional help with your taxes, let me know in the comment below. I'll be right here ready to assist. Keep safe and have a good one!

@Nicole_N great tip. I have a clarification however. Should quickbooks be set to automatically file the tax forms and then one prints them out, adjusts them and re-files them? Or should the automatically file option be turned off and will quickbooks still generate the forms which can then be printed, adjusted and manually mailed out?

Allow me to chime in and provide an answer to your clarifying question, MB_BCE.

You have the option as to how you want your payroll taxes and form filings handled when you use our payroll services. It can be extremely time-efficient to have Intuit file and process your tax payments for you. 

The automated tax payment and filing feature are turned on by default. We'll pay and file your payroll taxes for you once you've finished setting up your payroll. Then, you can view and print the form by following the steps below:

1. Go to Taxes, then Payroll Tax.
2. Select the Filings tab.
3. View your current tax forms in the ACTION NEEDED or COMING UP section
4. If you want to print past form click Resources.
5. Choose Archived forms and filings.

If you want to adjust the filed form, you'll have to check with the IRS for confirmation and instructions. Then, you can manually file form 941-X since amended or corrected forms aren't supported in QuickBooks Online Payroll.

On the other hand, you can turn off automatic tax payments and form filing to give yourself more control over making tax payments and filing forms. This way, you can generate the form, print and manually mail it.

Here's how:

1. Click the Settings ⚙ icon, then select Payroll Settings.
2. In the Taxes and forms section, select Edit ✎.
3. Clear the Automate taxes and forms checkbox.
4. Select how you plan on making your tax payments and filings.
5. Once done, hit Save.

Check out this article for more details: Manage automatic tax payments and form filings.

Additionally, you can review this link to assist you in handling your year-end taxes: Year-end guide for QuickBooks Online.

If you have further questions about payroll taxes, let us know. We're always here to lend a hand.

@Giovann_G that actually muddied the water a little and didn't answer my question. I know how to turn the tax filing and payments options on/off.

My question very specifically was if I turn OFF the automatic tax form filing option, will the system still generate the 940/941 and state specific forms which I can then download, manually correct them and mail them in?

I'm relying on Quickbooks to generate the form with the payroll/tax information that's already in the system - WITHOUT submitting it, so I can manually print it out, make corrections to it and then mail it in myself. Is that possible? If so will I still find the generated forms (which have NOT been submitted) in the Archive section?

Also, to clarify, can the system pay the taxes but not file the forms (but still generate them for me to download and mail them in)?

Hello, MB_BCE.

Yes, the system will still generate the payroll tax forms needed if we turn off the automatic tax form filing option. I'll elaborate some details about it below. 

As mentioned before, the system will still generate the tax forms. We can also manually fill them in and mail them to the IRS or to the applicable government institution. 

If you need help manually filing your forms (after turning off the setting), here's how we can get them: 

1. Go to Taxes.
2. Click the Payroll tax tab. 
3. Go to the Filings tab. 
4. Open the form you want to file manually. 

In regards to the payment, the system can pay your taxes. Given that we've turned off the automatic tax filing option, we'll also want to pay those due taxes manually. Under the Payroll tax tab, simply go to the Payments tab and record the payments from there. 

The system can still generate the forms, and we can download and mail them when we're ready. 

If you'd like a reference in managing your tax payments and forms within QuickBooks, I'll share this article with you: Pay and file payroll taxes and forms in Online Payroll. 

In case you need help crunching the numbers for your tax forms in the near future, I'll add this article to assist you in running those payroll reports: Run payroll reports in QuickBooks Online Payroll. 

The year-end is about to come and I see that my colleagues had linked you this article before. For convenience, I'd like to add this in case you need help with the year-end tasks: Year-end guide for QuickBooks Online. 

You can always drop by if there's something else you'd like to clarify or raise about payroll taxes and forms. Do you have any concerns regarding your entries within QuickBooks? Let me know and I'll help you out again. 

This is the most horrible payroll service I've ever encountered.  You have to go through hoops to get a box checked!!  If you are going to provide payroll processing and filing, do it 100% and stop hiding the fact you can't provide accurate filings.

Hi - Closing business and good with marking Fed returns Final but there is no box or line item to mark quarterly State returns Final.  How do you do it?  Thanks!

Hi there, @Linnie.

Some of the forms have a specific checkbox or line you need to mark when closing your business and filing your final forms. If the Automate payroll taxes and forms option is turned on, I recommend contacting our payroll support for guidance. Otherwise, check with your accountant or agencies for assistance.

To ensure you are aware of the necessary steps to take when closing your business, I recommend reading the following article: Close Business and Finish Payroll Tasks. This resource will provide you with valuable information on what needs to be done during this process.

Don't hesitate to ask more questions if ever you need more help with QuickBooks. We'll make sure everything is sorted out.