941 Summary Report

Hi there, AbbyHCU. 

Glad to have you here in the Community space. I am here to help you sorted out the payroll reports in QuickBooks Desktop. 

Before you prepare your form:

• Update QuickBooks Desktop to the latest release.
• Get the newest payroll tax table in QuickBooks Desktop.
• Ensure that all Federal Income Tax, Social Security, Medicare, and Federal Unemployment Insurance tax payments are properly recorded in QuickBooks Desktop.

Once done, here's how you can prepare your forms:

1. Select Employees, then Payroll Forms & W-2s, then Process Payroll Forms.
2. Select Quarterly Form 941/Schedule B or Annual Form 940/Sch. A.
   Note: Only semi-weekly depositors are required to file form Schedule B, when any other deposit frequency is selected a Schedule B will not be e-filed and you will likely receive a tax notice.
3. Select Create Form
4. Choose the Year or Quarter from the small arrow ▼ then choose your Quarter Ending date.
5. Select OK.
6. Complete the interview for your form. Select Next.
   Review the information on your form to confirm it is correct.
   Note: If you need to add or change, data select the field and enter the amount. New data displays in blue and changed data displays in green.
7. Select Check for Errors to identify and fix any form errors.
8. Select Save and Close to save your changes and come back later or select Print for Your Records to print your form.

I've also added an article to help learn how QuickBooks populates the lines on form 941: How QuickBooks populates the 941.

Please let me know how it goes. I'll be around to help if you have any other questions about your reports. Have a good day ahead. 

@LeizylM 

It would be better if you answered questions in areas where you know QuickBooks, and after reading the question and understanding it. Your answer clearly does not answer the question.

Thank you!  That is exactly what I was looking for.

Thank you for the information on the report.  Do you know if that can be printed in the right networks base without having the "extra" subscription to Microsoft Office.  I already own the program, and refuse to purchase a second copy.  

Hi, I am trying to submit Q4 2023 form 941 right now, but i am getting an error message "you can not file a prior year return. Form 941 si for the current tax year. quick boooks only store one version of the federal 941 tax form." does anyone know how i can go about filing this form?

I'll share information about the error message you encountered and help you submit your Q4 2023 Form 941, canonenterprise. 

The error you encountered, you can not file a prior year return. Form 941 is for the current tax year. QuickBooks only store one version of the federal 941 tax form, was due to the forms being updated for 2024.  

As a workaround, we manually submit your quarterly taxes by downloading the form and filing it outside the program. To start, we can pull up the Quarterly 941 report and use it as a reference for your Form 941.   

Here's how: 

1. Go to the Reports menu. 
2. Choose Employees & Payroll and select More Payroll Reports in Excel. 
3. Hit Tax Form. 
4. Turn on the Macros. 
5. Under Which worksheet do you want to create?  and choose  Quarterly 941.
6. Key in the dates, then click Create Report.

Afterward, you can submit it directly to the Internal Revenue Services (IRS). 

I'll add these articles to help you get to know the latest payroll update and the different tax deadlines for your tax forms: 

• Get the latest payroll news and updates in QuickBooks Desktop Payroll
• Tax dates for 2024 | QuickBooks

Let me know if you have additional queries about filing your quarterly taxes in QuickBooks. I'll be here to offer a helping hand. 

I need a 941 for year 2022 that I can fill in manually

I need a form 941 for 2022 please? I can't access it on the irs site.

@TXtea  Here is a link to the IRS webpage containing all of the prior iterations of their 941 form. You can either type into them, or print them out to handwrite if you prefer:

https://www.irs.gov/prior-year-forms-and-instructions?find=941&items_per_page=200

Thanks for the advice & links, but for some reason I can't access year 2020-2022. It pops up with this message

For the best experience, open this PDF portfolio in
Acrobat X or Adobe Reader X, or later.

I'm so confused!!!

Hello FishingforAnswers

Thanks for the response and for the link.

For some reason I can't access the 941 for years 2020-2022. I keep getting this message

For the best experience, open this PDF portfolio in
Acrobat X or Adobe Reader X, or later.

I've tried it on 2 different computers.  I'm so confused!!

@TXtea  I received the same message.

If you look on the left-hand side, you'll see a section with the following:

f941--2022-00-00.pdf

f941--2022-00-03.pdf

f941-2022-00-06.pdf

Clicking on either the -03 or -06 options should open up the report properly in your browser. It did in Firefox on my end.

@TXtea  To save me having to guess what you're seeing, please provide a screenshot of what you do see.