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greenhillpharmac
February 26, 2024
Question

How can I reconcile my payroll tax history for years prior to converting to Quickbooks online?

  • February 26, 2024
  • 2 replies
  • 0 views
I converted from QB desktop to QB online at the beginning of 2023.  I have had no trouble, until I tried to file my 940 in Jan 2024 for 2023.  It keeps telling me that I need to reconcile my tax history prior to 01/01/2023.   I have filed and paid outside of Quickbooks before the due date, but I hate the past due action needed notice showing up.   I have spoken with QB help desk for several hours with no solution.  Anyone know how to fix this?

2 replies

Nicole_N
Nicole_N
February 26, 2024

I understand how important it is to receive timely and effective support when you need it, @greenhillpharmac. Don't worry, I'm here to provide some information on how to handle prior tax payments in QuickBooks Online Payroll (QBOP).

 

Since you've filed and paid taxes outside of QuickBooks but still showing as a tax due on your payroll product, you'll need to record these payments in QBO. Keeping track of all payroll tax payments ensures that your financial records in QuickBooks are accurate and up-to-date even if it's paid outside of the software.

 

Moreover, recording tax payments depends on whether you've already entered your liability or created paychecks. If you've already documented your liability or added paychecks, follow these steps to enter prior tax payments:

 

  1. Go to Taxes, then Payroll Tax.
  2. Select the Payments tab.
  3. Review the payments listed and locate the tax you want to record a payment for.
  4. If the payment is listed, from the ▼ dropdown choose the option Mark as paid then select Yes, mark paid.

 

If the payment is not listed, please see this article to guide you on how to log your transaction: Record tax payments made outside of QuickBooks Online Payroll.


Nonetheless, if you haven't generated paychecks or monitored your liabilities in QBOP, you can document your previous tax history using journal entries. Utilize this article for the process: Manually enter payroll paychecks in QuickBooks Online.


There are different payroll reports available that can provide you with important information about your business finances and employees. If you want to learn how to run, print, and customize them, you can refer to this link: Payroll reports in QuickBooks Online Payroll.

 

Let me know in the comments below if you have follow-up questions about managing your tax payments in QBOP. I'll be around to help you out.

G
greenhillpharmacAuthor
February 28, 2024

This does not work.  It is not listed under payments, only under filings (past due).  The payment has been posted to quickbooks.

E
Erika_K
February 28, 2024

Hi there, green. I'm here to ensure you can resolve your payroll tax issues. 

 

In QuickBooks Online (QBO), we can remove the past due status for your tax forms by selecting the Record filing option. This way, the program can track that you have manually filed the form outside QuickBooks. 

 

Here's how: 

 

  1. Go to Payroll Tax Center and choose the Filings tab. 
  2. Find the tax form with a Past Due status and select File. 
  3. Click Record filing and then Done. 

 

Afterward, this will be saved in the Archive section. 

 

Moreover, if you want to get a snapshot of your payroll data, you can run payroll reports that allow you to personalize them according to your preferences.  

 

Feel free to hit the Reply button or comment below if you have additional questions about managing payroll taxes made outside the program. Stay safe always! 

V
Vdrake
January 10, 2025

Just curious... were you able to find a solution to this problem.  I am running into the same problem.  I have been able to file and pay all my taxes except the annual 940. It's giving me the same rejection when I push the file button.  That I need to reconcile my previous tax history prior to 01/01/2024.

T
ThomasJosephD
January 10, 2025

I understand the value of refining your tax management and consistently ensuring timely filings in QuickBooks Online, VDrake. Allow me to provide you with some insights on this topic.

 

In this thread, there are several troubleshooting steps you can follow, such as marking the paid taxes as paid and clearing the past due status on your tax forms by using the record filing option. However, if you've already tried these solutions and the issue persists, I recommend reaching out to our live expert for assistance. Our experts possess the necessary tools to examine and investigate the issue thoroughly and can guide you through the process of managing your tax forms effectively.

 

Here's how you can connect to our live experts:

 

  1. Log in to you QBO account.
  2. Click (?)Help.
  3. Enter your concern, then hit Let's Talk.
  4. Select Contact Us to connect to live support agent.
  5. Choose a way connect with us:
  • Start a chat with a support expert.
  • Get a callback from the next available expert.

 

Please be guided that our support hours are as follows:

  • Plus, Essentials, Simple Start M-F 6AM to 6PM PT and Saturday 6AM to 3PM PT
  • Advance, they are open 24/7

 

You might find this article useful as it can guide you with your next steps moving forward: File your state 1099 forms.

 

Don't hesitate to give us a Reply if you have more questions about filling out your forms in QuickBooks Online. The Community is here to assist you.

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