Where Do I Find QuickBooks Payroll Reports 941, 940, DE9, DE9C, and W-3

Payroll tax reports are of great significance in all businesses that do payroll in QuickBooks. Such reports ensure that you file the federal and state taxes properly and on time. Inability to locate the suitable payroll report may lead to delays, fines, and errors in filing.

The most frequently asked question by many QuickBooks users is: Where can I find QuickBooks payroll reports, such as Form 941, Form 940, DE9, DE9C, and W-3?

This article will provide the answer to that, as well as a step-by-step guide to help you with each report.

We will cover:

• Purpose of each payroll report.
• QuickBooks Desktop location of these reports.
• Where to find them in QuickBooks Online.
• Hints in case you are unable to view or open the reports.

Understanding Payroll Reports in QuickBooks

QuickBooks Payroll summaries are summative reports that display the amount of wages that you paid to employees and the taxes that you withheld. The IRS and state tax agencies need these reports.

The most widely used payroll tax returns are:

• Form 941 (Quarterly Federal Tax Return)
• Form 940 (Annual Federal Unemployment Tax Return)
• Form DE9 and DE9C (California Quarterly Wage Reports).
• Form W-3 (Annual Wage Summary)

All reports serve a purpose, but as long as payroll is configured properly, they are all generated automatically by QuickBooks.

Where to Find Payroll Reports in QuickBooks Desktop

Provided you use QuickBooks Desktop Payroll, the majority of the payroll reports can be found in the Payroll Centre and the Reports menu.

Open the Payroll Center

• Open QuickBooks Desktop
• Go to the Employees menu
• Select Payroll Center

Payroll taxes and forms are primarily managed in the Payroll Centre.

How to Find Form 941 in QuickBooks Desktop?

What Is Form 941?

The Form 941 is a quarterly tax form. It reports:

• Employee wages
• Federal income tax withheld
• Medicare and Social Security taxes.

It should be filed four times a year.

Steps to Find Form 941

• Go to Employees
• Click Payroll Center
• Select the File Forms tab
• Choose Quarterly Form 941
• Select the quarter and year
• Click Create Form

QuickBooks will automatically enter the numbers using the payroll numbers.

How to Find Form 940 in QuickBooks Desktop?

What Is Form 940?

Form 940 is a federal form that is reported annually to disclose:

• Federal Unemployment Tax (FUTA).
• It is filed once per year.

Steps to Find Form 940

• Open Payroll Center
• Click the File Forms tab
• Select Annual Form 940
• Choose the tax year
• Click Create Form

The form can also be reviewed, printed, or e-filed in QuickBooks.

How to Find DE9 and DE9C in QuickBooks Desktop?

What Are DE9 and DE9C?

Such forms are California state payroll reports:

• DE9: Quarterly Contribution Return.
• DE9C: Wage and Withholding Report every quarter.

These will be needed in case your business has California workers.

Steps to Find DE9 and DE9C

• Go to Employees
• Select Payroll Center
• Click the File Forms tab
• Scroll to State Forms
• Choose California DE9 or DE9C
• Select the quarter and year
• Click Create Form

When California payroll is configured, QuickBooks automatically fills in the data.

How to Find Form W-3 in QuickBooks Desktop

What Is Form W-3?

Form W-3 contains an overview of all W-2s. It shows:

• Total wages
• Cumulative taxes withheld from all employees.

Such a form is filed at the Social Security Administration.

Steps to Find Form W-3

• Open Employees
• Click Payroll Center
• Select the File Forms tab
• Choose Annual Form W-3
• Select the year
• Click Create Form

QuickBooks prepares the W-3 using the W-2 data of employees.

Where to Find Payroll Reports in QuickBooks Online

The layout is different with the use of QuickBooks Online Payroll; however, the reports remain accessible.

How to Find Form 941 in QuickBooks Online

• Sign in to QuickBooks Online
• Go to Taxes
• Select Payroll Tax
• Click Forms
• Choose 941
• Select the quarter and year
• Click View or Print

QuickBooks will file it on your behalf in case you use automated payroll.

How to Find Form 940 in QuickBooks Online

• Go to Taxes
• Click Payroll Tax
• Select Forms
• Choose 940
• Select the year
• View or download the form

The status of filing can also be checked in the same area.

How to Locate DE9 and DE9C in QuickBooks Online

• Click Taxes
• Choose Payroll Tax
• Select Forms
• Look under State Forms
• Choose DE9 or DE9C
• Select the quarter and year

It is subject to what you are subscribing to and the state of your payroll.

How to Find Form W-3 in QuickBooks Online

• Go to Taxes
• Select Payroll Tax
• Click Forms
• Choose W-3
• Select the year
• In case you need to, you can also choose to download and print the form.

The W-3 is created from the employee’s W-2 data.

Using the Reports Menu for Payroll Reports

QuickBooks offers payroll summary reports as well as tax forms.

Payroll Reports You Can Run:

• Payroll Summary
• Payroll Detail
• Employee Earnings Summary
• Payroll Tax Liability

Steps to Access Payroll Reports:

• Go to Reports
• Search for Payroll
• Select the report you need
• Choose the date range

These reports come in handy when considering the number of payrolls to file tax forms.

Common Issues When You Cannot Find QuickBooks Payroll Reports

In some cases, payroll reports are not visible. Common reasons include:

• Payroll Not Set Up Correctly: QuickBooks cannot create tax forms if the QuickBooks payroll is not set up correctly.
• Inaccurate Payroll Subscription: There are those reports whose subscriptions need an active payroll.
• Wrong Date Range: The right quarter or year should always be chosen.
• State Forms Not Enabled: State-specific forms, such as DE9 and DE9C, are only used when the state is added to payroll setup.

Tips to Avoid Payroll Reporting Problems

• Always make sure that you upgrade QuickBooks to the new version.
• Conduct periodic payroll on time.
• Check payroll statements and submit.
• Back up your company file
• Reconcile payroll tax accounts every month.

Conclusion

Locating payroll reports in QuickBooks is not necessarily complicated. The following reports are available in the Payroll centre and Payroll tax sections of QuickBooks (whether you need Form 941 quarterly, browser, Form 940 annual, DE9 and DE9C quarterly, or Form W-3).

You can find it so easy to review these forms, print them, or store them once you know where to find them. Maintaining payroll records clean and tidy assists in keeping out of trouble with the tax authorities and prevents fines. When you take good care of your payroll and check reports regularly, payroll tax reporting becomes a lot more comfortable and stress-free with the help of QuickBooks.

Frequently Asked Questions