Now I cannot create and file Q4 2023 Form 941! The payroll tax for December is is paid and recorded, but does not show yet in the checking register!

Hi there, octoberfermen. Let's find out why your payroll tax payment isn't in the check register.
 

May I know where you made your tax payment? When recording the tax payment and it's listed, you need to click Mark as paid. However, if it isn't, record it under Record tax payments (prior tax history).
 

I would also like to know if you've encountered an error message when you tried to create and file a 941 form. It's possible that there's a pending tax payment if you see an error.
 

Regarding the payment that doesn't show on the check register, it could be that the payroll payment isn't cleared yet by the bank.

For further information about entering payments or payments made outside of QuickBooks Online Payroll, check out this article: Record tax payments made outside of QuickBooks Online Payroll.

Additionally, I'll share this link to help you view your past forms and payments: View your previously filed tax forms and payments.

Comment below if you need further assistance managing your payroll tax payments. I'll be here to help.

For years I have been entering "pay taxes" in QBO but not using the Intuit autopayment tools.  It looks like Intuit has changed "how things work" without any guidance to me.  I run the taxes in QBO and pay my taxes manually using the IRS' EFTPS web site.  There is always a warning that I have to pay my taxes manually, and I do that, as I have always done.  Thank you for the guidance to Click "mark as paid;" however, there is no Mark as paid anywhere.  I will delete my previous tax payment, and process "pay taxes" again.  There are "record payment" and "done" buttons, both of which I used as I always have.  My payment is now in the Tax Payment History, but not in the Checking Register, and I do not have the opportunity to print and file a Form 941.  What has Intuit changed?  How much does Intuit charge to automate Payroll tax payments?  I hate to lose the control over my payments to the IRS, however.  I am the responsible person.  However, I absolutely depend on QBO to keep my records accurately!  

I used the Add Payment tool. and now QBO says I am overpaid.  So,....

I deleted all payments and use the ADD External payments to redo my taxes.  It worked, but it is really clunky.  Here is the method I have always used with QBO:

1.  Run payroll taxes, select checking, select record, print out the Tax Worksheet, and click done. 

2.Use the worksheet to pay the actual taxes at EFTPS.gov.

3.Make sure ample cash is in our bank checking account and record any transfer into QBO.

4. Check the QBO Checking register to make sure the cash transfer and the taxes are recorded properly.   

This month, the process did not work:  Taxes are recorded in the Tax Payment History but are not recorded in the Checking Register.   Please elevate this problem and get it fixed.  Thank you for a system that usually works very well!

After I got the added tax payment properly into the Checking register, I was able to print and file the Form 941.  I do NOT accept the workaround as a solution.  

Hello there, @octoberfermen.

Let me share information about your concern with Q4 2023 941 when tax payments are not showing in the checking register.

About the "change" that you mention with how things work without any guidance, I recommend checking if there is an update with UI in your state.

I would also love to see a screenshot of the issue where you can't find a "mark" as paid. It would help us provide an efficient resolution.

You can elevate concerns by reaching Payroll Customer Care team so they can check it further or create a ticket for the issue.

Here's how:

1. Click the Help (?) icon.
2. On the Assistant tab, enter Talk to a human.
3. Enter a short description of your concern and press Enter.
4. Select Contact Us to connect with a live support agent.
5. Choose how you'll want to get in touch with the support.

• Start a chat with a support expert.
• Get a call back from the next available expert.

For future reference, you can read these articles about running reports in QuickBooks Online:

• Run reports in QuickBooks Online.
• Customize reports in QuickBooks Online.
• Memorize reports in QuickBooks Online.

Let me know if you have questions about checking register in QuickBooks Online. I'm always here to help. Have a great day.

I just talked to a person and that person didn't even know what form 941 was. She kept telling me that I had made a 941 payment in December and something about IRS releasing the forms. She had no idea what I was talking about. I kept telling her that I was looking for a quarterly form not just a form for that particular payment and she started talking over me and not listening so I just hung up. 

I called back and talked to another person and they were able to make the forms show up in the Archives. So its just some type of QB online error where the forms are hidden or something. I'm hoping this is some weird server issue and I don't have to all every quarter. 

Please explain what has changed.  for the last five years I have recorded my monthly federal payroll taxes using Quick Books Online, and the payment is automatically entered into the check register, and I do get a warning that I have to actually pay the taxes manually.  Now I still get the warning that I have to pay the taxes manually, but the tax payment is NOT entered into the Checking register.  What has changed?  a month from now when I am paying taxes again, I will get your help team to walk with me through the process to find out what has changed.  I appreciate the Tax Worksheet, in that it is program-generated, and I do not have to transcribe the data.  The EFTPS.gov web site also has computer checks so that any data entry errors will be caught.  I do NOT want to take a huge step backward where I have to enter data manually into the check register, fearing that I would tangle up the year-end data for forms W-2, for example.  I have always trusted Intuit to keep payroll and payroll tax records complete and accurate.  I am losing that trust!

This is a reply specifically to Ethyl_A, writer of the most recent reply:

1.  Churches and church employees are not required in Alaska to pay or withhold Unemployment Insurance.  My problem is dealing with paying Federal Taxes:  Social Security, Medicare and Federal Income Taxes withheld.  I do not understand how State UI might keep QBO from entering Federal Tax Payments from the checking register.  

2.  How can I take a screen shot of something that is not there? If a "mark as paid" box should appear when recording our federal taxes, please give me a path that should lead me there.  

3.  I addition, I would NEVER expect to see a non-zero amount in the Payroll Tax History list, if there is not a corresponding entry in the proper bank register.  (We pay our Federal taxes out of the checking register)

I cannot even imagine how hard this experience has been, octoberfermen. Let me share further details. 

Since you recently encountered this issue, I recommend contacting our support team. They have the resources to assist you with accurately identifying what's causing this issue. 

Here's how: 

1. Go to (?) Help menu. 
2. Hit the Search tab and click Contact Us. 
3. Select a specific tab relevant to your concern. 
4. Choose how you would like to connect with us: 

• Have us call you - we'll save your spot in line and call you back. 
• Schedule appointment - pick a time that's best for you. 
• Chat - you can start a conversation with a support person. 

To determine the availability of these services, see their supporting hours. 

In addition, I've added this article about accessing your tax data: View your previously filed tax forms and payments.

We value your time with us, octoberfermen. If you have follow-up questions or clarifications regarding taxes, hit the Reply button. Stay safe always! 

Thank you, Erika;

I will wait at least until the date of the actual payment I have made using EFTPS.GOV, which is January 16.  The situation is stable today; I have made the payment, the payment is recorded properly in QBO, and I have generated and mailed Form 941 for 4th Quarter 2023.  I used your process for entering a tax payment made outside of QBO, and I still will try to find out what went wrong.  Buried in my thread comments are two questions:

1.  If I ask Intuit to automate tax payments to EFTPS.Gov, will there be a fee charged?  If so, what?

2.  If a payment is entered to occur in the future, is the entry into the Checking Register possibly delayed?  I have always used Quicken and Quick books to record future payments, and the payments have, up until now, appeared immediately. 

I will be calling Customer Service after January 16 to answer these and any other questions.  Thank you for your help.  Customer service has always been excellent. 

Hello there. I'd be pleased to help you clear things up.

You won't face any extra fees as it's already part of the subscription plan. Just make sure that the automated tax filing and payment option is activated. For further information, please consult this article: Set up QuickBooks Online Payroll to pay and file your payroll taxes and forms.

Additionally, please be aware that once you create the payment, it will automatically be posted in the register. The ability to delay the payment isn't available in QuickBooks.

Learn how to enter your employee’s year-to-date paycheck info, and company totals by reading this article: Add pay history to QuickBooks Online Payroll.

If you have any further questions or need additional assistance with managing your federal forms, kindly comment down below. I'm all ears and ready to help you make the most out of your accounting experience.