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Limitations of QuickBooks payroll tax forms

Keep the following things in mind when creating payroll tax forms in QuickBooks

  • QuickBooks only exports data into forms when you first create a form. If you open a draft of a form you already created, QuickBooks does not re-export data into the form. If you have made changes to employer or employee information since you saved a draft of the form, those changes are not reflected. In that case, start a new form.

  • QuickBooks' payroll tax forms can only support numbers up to 9,999,999.99. The limit is nine "9"s, with or without cents.

    If you have a number that is larger than that, including a field that is a sum of other fields, QuickBooks won't be able to create your form for you.

  • QuickBooks does not support payroll tax forms for a company with more than 800 employees.

  • Payroll tax forms that you Save and Close do not get backed up when you back up your company file.

    If you back up your company file to send to an accountant for review, for example, your tax forms will not be included in the backup. Instead, you will have to remember to include the folder that contains the tax forms in the material you send them. Alternatively, if you are subscribed to QuickBooks Enhanced Payroll, you can create a PDF copy of a form and send that to your accountant to review.

  • QuickBooks stores only the latest version of a payroll tax form template. Annual forms are available for one year. After QuickBooks updates your annual forms, you can't print a form from a prior year.

  • You cannot add or remove employees from the forms.

    If you are preparing a tax form that lists employees individually, but you do not track all your employees in a single QuickBooks company file, you will have to prepare your form by hand.

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