Q1 2023 form 941 not available

It's good to have you here today.

I can share the latest payroll and release updates in QuickBooks Desktop (QBDT), so you'll be aware of the most current and accurate payroll tax forms.

QBDT provides payroll updates to QBDT Payroll subscribers. The latest payroll update is 22308, released on March 16, 2023. For Enhanced Payroll for Accountant subscribers, we have already updated the Federal Form 941 for Reporting Agents to the current version.

For more information, please see this article: Get latest payroll news and updates in QuickBooks Desktop Payroll.

Since you're having issues accessing the most current 941 forms, we can undo and redo the update to resolve the error. Doing so helps you get the full functionality of the payroll updates. Here's how:

1. Close your QBDT.
2. Right-click on the QuickBooks icon, and select Run as administrator.
3. Go to the Help menu and click Update QuickBooks Desktop.
4. Select the Update Now tab, and check the Reset Update box to clear all the previous downloads.
5. Click Get Updates to start downloading.
6. Once done, accept the option to install the new release.

You can also get the newest tax table in QBDT Payroll to stay in compliance with paycheck calculations. 

Moving forward, you can pay and file your 941 taxes and forms electronically with QBDT. It is the fastest and easiest way to be compliant with the IRS.

If you have any follow-up concerns, please don't hesitate to leave a reply below. We're always around to help anytime. Stay safe, and have a great day ahead!

That didn't work.  I still get the same message.

The form for reporting agents is correct for 2023, but since I normally file electronically using the employer's form I'm not sure it will work with the reporting agent form.

The file 941 for 2023 is currently unavailable, @jantco. I can guide you on what to do in the meantime.

I appreciate your effort performing my colleague's suggestions above. Although you can file 941 for the calendar year 2023 in April, it'll be available in the second week moving forward. That's why you're still getting the same prompt message since the form currently installed is for the 2022 tax year.

You can read about how QuickBooks populates Form 941 to learn more.

Let's continue updating your payroll tax tables. This way, you can get the accurate rates and calculations for federal and supported state taxes, payroll tax forms, and e-file and e-pay options.

See this article to learn more about paying your federal taxes and filing the necessary payroll forms on time: E-file and e-pay federal forms and taxes in QuickBooks Desktop Payroll Enhanced.

I've added this link in case you need to submit your W-2 forms to the Federal and state agencies: File your W-2 forms.

Ping me over if you have any concerns about accessing your quarterly tax forms. I'm only a few clicks away. Take care.

Thanks.  I'll see what happens in a week.

This is a huge issue for those of us that have several clients and are currently in a quarter end. Why have these forms not been updated yet? 

Thank you for asking the question - I have been online chat all morning with Intuit/QB help and they have had me try a million things to get the form to update.  So frustrating that they have not sent a notification that they are working on a KNOWN issue out to users and that their own helpdesk people do not know it's an issue.

I can't believe Intuit has dropped the ball again.  My 941 clients are stacking up - why isn't this form available?  It appears to be available for the reporting agent but not the owner account?  Intuit has been doing this for years what is the issue now?  Not available until next week - that puts all preparers with clients behind.  Very unprofessional of Intuit - especially if they are aware of the issue and not sent out a notice to QuickBooks Desktop users.  How many hours have been wasted by Advisors trying to troubleshoot this issue?

I have had the same issue and I ran both the update and the payroll update as administrator.  I went ahead and used the form anyway since I logged into the IRS website and it is the same form including the 2023 at the top marked with the 1st quarter.  I have had 5 different EIN reporting as the company (not agent) since they sign their own forms.  All have the same error message.  It is obviously a Quickbooks error that they aren't fixing.

I am getting the same message but I still went in and opened the report to complete  it and it is displaying 2023 even though the msg was saying it was 2022.

I just finished it and printed it, everything looks good. 

We also have many more clients that we need to print out the 941 and 2nd week after the quarter ends severely cuts back on the time to get the forms to our clients to mail in.

I completely agree, these forms should have been available a while ago. What makes the "reporting agent" form any different than the regular form? Should I just use that one? Very frustrating to pay for a service you can't use. I too have 941s for clients piling up. I hope they get this updated soon. I have many that need to be mailed, and this cuts things close. 

They seem to have fixed the Fed 941 - I still get the pop up box asking if I want to use the 2022 form,  go ahead and click yes, once you page forward a few pages, you can see that it's is the 2023 form.  However the state 941 for Illinois  is still showing 2022 if that happens to be your state.

I am having the same issue.  Have updated both Quickbooks and payroll but still not working.  I went ahead and used the forms since they say 2023 on them.  On the FL RT6, it went through electronically with a confirmation but I later received a notice from FL DOR of warning:  reported taxable wage does not equal calculated taxable wages.  

This is a major issue this late into April.  We have 60 companies that we must file payroll quarterly reports for and this causes a major delay.

Anyone have suggestions without calling Quickbooks and staying online for hours?

Thanks for chiming in on this thread, Vonda.

I'm here to help you figure out why the reported and calculated taxable wages in QuickBooks Desktop (QBDT) and the state differ.

Since there's a discrepancy in the taxable wages, it's likely that some employees aren't set up for Florida State Unemployment Insurance (SUI). Also, it's possible that certain contributions or deductions were inadvertently subject to SUI. 

First, you'll have to determine the disparities by running the Payroll Checkup or Payroll Summary reports.

To fix the reported amounts in QBDT, you can perform a liability adjustment per employee. Make use of the generated reports so you'll know which employees to adjust. Here's how:

1. Go to Employees, select Payroll Taxes and Liabilities, then click Adjust Payroll Liabilities.
2. Select the last paycheck date of the affected month or quarter in the Date and Effective Date sections.
3. To correct your employee's YTD information, select Employee Adjustment in the Adjustment is for: section. Then, choose the employee's name. Do this even if the item being adjusted is company-paid.
4. Under the Item Name column, select the payroll item you want to adjust.
5. Enter the Amount of the adjustment.
6. Enter the amount under the Income Subject to Tax column if you need to make a wage base adjustment.
7. Enter a note in the Memo field about the adjustment for reference.
8. Select the Accounts Affected, then click OK.
9. Select OK to close the Affect Accounts window.
10. Select Next Adjustment if you have additional employees to enter an adjustment for. Otherwise, click OK to save the changes.

For more information, please visit this link: Adjust payroll liabilities in QuickBooks Desktop Payroll.

Moreover, QBDT allows you to view and print previous forms. The steps to access your tax forms depend on if you e-file the form or print and file manually. Please refer to this article: Access payroll tax forms and tax payments.

If you have any additional queries concerning filing quarterly taxes, please reach out to us at any time. We're here to assist you in any way we can. Stay safe.

This issue is directly related to the update and 1st quarter forms not ready.  These employees have been set up for years and have been correct every quarter thus far.  

For what it's worth...  I just got off the phone with support (4/7/23 1:30 pm CDT) and was told this is a KNOWN ISSUE and that the form itself is fine (some have noted that once launched, it does display 2023), and their developers are working on clearing the warning message. I asked them to post this information and my request was denied. 

Thanks for posting this. It is helpful to know

I'm still getting the same notification as everyone else.  You'd think they would let us know that they even know about it, let alone that it's a wrong notification.  I'm so frustrated (even more than usual) with Intuit lately, both desktop and online. 

So is everyone else going ahead and processing quarterly reports even though the error message pops up?

I did for about 5 Florida companies and got notices back from FL DOR that the calculations are incorrect.

I have the latest update for payroll taxes. I am still getting the error that Q1 2023 form 941 is not available. Is the error bogus or is the form not yet released and updated in QB. Would appreciate an answer from QB that is definitive. I have over 50 clients that need to be prepared and I don't want to file them  and have them all rejected.

I am confused. The form say 2023 but it's 2022? Has the issue been resolved?  Your response was from a week ago. Is the form correct in QB Online?

Hi there, @DJC76. Allow me to help share insights about the 941 forms for QuickBooks Desktop.

For now, these are the current updates we have for the federal 941 forms in QuickBooks Desktop:

• Federal form 941 for reporting agents updated to the current version for Enhanced Payroll for Accountants subscribers.
• Federal Form 941 is updated to the current version for Standard Enhanced Payroll subscribers.

Since you're still getting the error for your 941 forms, I'd suggest downloading the latest tax table update in QuickBooks Desktop Payroll. 

These updates provide the most current and accurate rates and calculations for supported state and federal tax tables, payroll tax forms, and e-file and payment options.

Here's how:

1. Go to Employees, then select Get Payroll Updates.
2. Select Download Entire Update.
3. Click Update. An informational window appears when the download is complete.

For more details, see this article: Get the latest tax table update in QuickBooks Desktop Payroll.

Also, for QuickBooks Online, we haven't received any updates about the 941 tax forms. Please note that we will update you once the forms are available.

Additionally, I'll be sharing these resources that will help you set up and fill your 941 forms in QuickBooks:

• Set up Federal e-file and e-pay in QuickBooks Desktop Payroll Enhanced
• E-file and e-pay federal forms and taxes in QuickBooks Desktop Payroll Enhanced

Keep me posted if there's anything I can help you with filing your returns. I'm always here whenever you need help.

That doesn't work, I've actually done that several times on different clients today and none of them change the error message.