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Archive old forms

SOLVEDby QuickBooksIntuit Online Payroll57Updated October 20, 2021

Learn how to archive or view archived forms from prior periods.

Do you want to archive or view an archived form from prior periods? We’ll show you how in your QuickBooks or Intuit Payroll.

Note: Not sure which payroll service you have? Here's how to find which payroll service you have.

Archive an old form

Notes:

  • If you previously submitted the forms through us or we have submitted the form for you, you don’t need to archive the forms manually.
  • Before you can archive a form, the tax payments for the period must exactly match the liabilities. If there's an outstanding liability, you'll need to record additional payments. If there's an overpayment, you'll need to resolve it first.
  • The available liability periods only extend back for a year or two. If you need to archive a form from an earlier period, contact us for assistance.

Some of the answers depend on if you have automatic tax payments and filings turned on or off in your QuickBooks Payroll product. If you aren't sure, check your automatic tax payments and form filing status.

If you have automatic tax payments and filings turned on

No actions needed. Forms filed by Intuit are auto-archived.

If you have automatic tax payments and filings turned off

  1. Select Taxes, then Payroll Tax.
  2. Select Quarterly Forms or Annual Forms, as appropriate.
  3. Choose the desired form.
  4. Select the liability period.
  5. Select Archive.
  1. Go to Taxes & Forms.
  2. Select Quarterly Forms or Annual Forms, as appropriate.
  3. Choose the desired form.
  4. Select the liability period.
  5. Select Archive.

If you filed a form electronically, you can't archive the form again after you make any corrections. In this case, to save a copy for your records:

  1. Go to the Taxes & Forms tab.
  2. On the Taxes & Forms Overview page, choose the appropriate form category.
  3. Select the form you want to archive.
  4. Choose the liability period.
  5. Select View.
  6. Make sure the correct form is displayed in the Adobe Reader window.
  7. In the form window, select the Save a copy icon (or press Shift+Ctrl+S).
  8. Close the window after saving.

View an archived form

  1. Go to Taxes, then Payroll Tax.
  2. Select Filings.
  3. Scroll down to the Filing Resources section and select Archived forms and filings.
  4. Select the form you want to view.
  5. Select View.
  1. Go to Taxes & Forms.
  2. Select View Archived Forms in the Quarterly Forms or Annual Forms section, as appropriate.
  3. Select the form you want to view.
  4. Select View.

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