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Tax forms worksheets in Microsoft Excel

QuickBooks includes an Excel workbook with worksheets designed to show you which transactions QuickBooks has used to calculate the numbers that appear on your most common payroll tax forms--quarterly Form 941 and annual Form 940, Form 943, Form 944, Form W-2, and Form W-3--as well as the state unemployment insurance wage listing. These worksheets provide valuable assistance for troubleshooting payroll tax form amounts if a QuickBooks calculation differs from your expectation.

Important: You must have either the free Microsoft Excel Reader or Microsoft Excel 2000, 2002, 2003, 2007, or 2010 to create and view tax form worksheets.

To do this task

  1. Go to the Reports menu, choose Employees & Payroll, then choose More Payroll Reports in Excel, and finally click Tax Form Worksheets.

  2. If necessary, follow the prompts to enable macros in Excel. The QuickBooks Tax Worksheets window appears after you enable macros.

  3. Select the tax form you want to examine, and enter a date range.

  4. Customize your workbook settings, if necessary.

    1. Click Options/Settings.

    2. Select or clear the options that you want applied to the workbook. By default, the most commonly used settings are selected.

    3. Click OK when complete.

    You can make changes to these settings any time you create a payroll tax form report.

  5. Click Create Report.

    The workbook retrieves payroll tax form data from QuickBooks and displays it in the appropriate places in the worksheet.

    When you move your cursor over various amounts on the worksheet, your cursor changes to a pointer and the words 'QuickZoom to see details' appear.

  6. To see the results of an amount in question, click the amount.

    The QuickBooks detailed transactions that were used to calculate the amount appear in an Excel PivotTable in the workbook.

Save the tax form workbook

You can save the tax form workbook so that you don't have to re-generate it every time you want to use it.

Important: You must have Microsoft Excel 2000, 2002, 2003, or 2007 to edit or save the workbook.

To do this task

  1. In Excel, go to the File menu and click Save As.

  2. Choose a location on your computer to store the workbook, give it a name, and then click Save.

See also

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