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Level 3

Balance Due on annual 940 form

I e-filed our 940 Employer's Annual Federal Unemployment (FUTA) Tax Return and have a Balance Due which i paid on EFTPS. How do i record this payment in QB? 

3 Comments 3
Community Champion

Balance Due on annual 940 form

Record all payroll tax payments in QuickBooks as payroll liability checks. Create them from the payroll center on the tax liability tab.

QuickBooks Team
QuickBooks Team

Balance Due on annual 940 form

I've got some steps on how you can record the 940 tax payments in QuickBooks, lilavalv.


It's great to know you paid the tax payments on time through the EFTPS website. To record them in the software, we need to open the 940 liability and apply for the payment on it.


Here's how:


  1. Click Employees on the top menu.
  2. Choose Payroll Center.
  3. Hit Pay Liabilities.
  4. Select Federal 940.
  5. Tick View/Pay.
  6. In the Memo column, enter that the payment already made in the EFTPS.
  7. Choose Check.
  8. Tap Save & Close.

If you already created a check in QuickBooks, you can record the tax payments by not affecting the bank account. This way the prior payment will not show up in the bank register since your checking account has the correct balance.


Here's how:


  1. Click Help on the menu and choose About QuickBooks.
  2. Press Ctrl + Alt + Y or Ctrl + Shift + Y to open the Setup YTD Amounts window.
  3.   Hit Next until you reach the Enter prior payments section.
  4. In the Enter Prior Payments window, tap Create Payment.
  5. Enter the Payment Date and For Period Ending date accordingly (in many cases these dates will be the same).
  6. In the Taxes and Liabilities field, choose the Federal Unemployment tax item that you've already paid and want to record in QuickBooks Desktop. And enter the amount. You can add a memo to remind you what the payment is for
  7. Tick the Account Affected button and select test the Affect liability accounts but not the bank account option. Then, OK.
  8. Press Done to save your work.
  9. Hit Finish to close the window.

To learn more about this one, just check out the Enter historical tax payments in Desktop payroll article.


I have a link here where you can find articles about managing your employee's payroll:


Keep me in the loop if you need a hand with filing other payroll year-end forms or any QuickBooks related. I'm always here to ensure your success.

Level 3

Balance Due on annual 940 form

I am able to see the 940 every time i process payroll, not right now because i have already paid all taxes. But the balance due i have is from the annual form, the one we file yearly along with W2. Untitled.png

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