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Edit data on your payroll tax form

You can edit most of the data on a payroll tax form, except the types of data listed below.

Edits you can make

Editing a blank field

To enter information into a blank field, click your cursor in the field to activate it, then start typing. QuickBooks displays the new data in a blue font, to indicate that it is new. (It will not be blue when you print your form, however.)

Editing a field that was prefilled with data that was exported from QuickBooks

To edit data in a field that was prefilled from QuickBooks:

  1. Right-click in the field and choose Override.

  2. Type the new data in the override box, and press Tab.

  3. The new data appears in the field. It is green on the screen, to indicate that you manually overrode the data that was exported from QuickBooks. (It will not be green when you print the form, however.)

Canceling an override of data that was exported from QuickBooks

To undo an override, right-click in the field and choose Cancel Override.

Data you cannot edit

You cannot edit the following types of data on a payroll tax form:

  • Filing period

    You cannot change the filing period that you specified when you created the form.

    To create a form for a different filing period, close your existing form and create a new one.

  • Totals

    You cannot edit any field that is a sum of other fields on the form. QuickBooks calculates these automatically, based on the values in other fields.

    To change a total, change one of the fields it was calculated from.

  • Federal Employer Identification Number (EIN)

    You cannot edit your EIN on the form.

    If you need to change your EIN, close the payroll tax form window, edit your EIN in the Company Information window, and start a new form.

    Important: It is important that you start a new form instead of reopening your draft. QuickBooks only gathers information for the form when you first create it. If you make changes to external data, like changes to company information, you need to start a new form. That allows QuickBooks to gather up-to-date data as it prefills entries on your new form.

  • State employer identification number (select forms only)

    Some forms will not let you edit your state employer identification number. Click the Details about this form link on the form worksheet to see if you can edit this number on your form.

  • Employee Social Security numbers (on forms where employees are listed individually)

    You cannot edit an employee's Social Security number on the form.

    If you need to edit an SSN, close the payroll tax form window, edit the SSN on the employee's record, and create a new form.

    Important: It is important that you start a new form instead of reopening your draft. QuickBooks only gathers information for the form when you first create it. If you make changes to external data, like changing an SSN, you need to start a new form. That allows QuickBooks to gather up-to-date data as it prefills entries on your new form.

  • Adding an employee to or removing an employee from a form (on forms where employees are listed individually)

What the colors mean

Most of the fields on your form will be black. Some, however, might be green, blue, or red. The table below explains the meaning of the colors.

When data is this color

It means

Black

Data was imported from QuickBooks

Green

You edited the data in that field

Blue

QuickBooks does not have all the data it needs to complete the field

Example

On the Maryland form MW508, Line 1 asks for the number of W-2s and 1099Rs you filed. QuickBooks tracks the number of W-2s you created, so it exports that number into the field. But it does not track 1099Rs. Instead, it makes the field blue, to let you know you have to manually add that information.

Red

There is an error in that field

See also

KB ID# H_PAY_FORM_EDIT
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