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