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BalletChristina
October 7, 2022
Question

My saved filings keep disappearing

  • October 7, 2022
  • 2 replies
  • 0 views

Every few months, all of the saved filings in my payroll form reporting history disappear. This happens at more than one of the places I work. Can you tell me why this is happening, and if my old forms are hidden somewhere? I've gotten into the habit of saving them to my computer, but it's still annoying.

    2 replies

    M
    Mich_S
    October 7, 2022

    I recognize that you want to retrieve previously saved payroll forms in QuickBooks Desktop, @BalletChristina. Let me give you some tips so you can get the information you need.

     

    Make sure you have the most recent version of QuickBooks Desktop installed, along with the payroll tax table, before continuing. This enables you to have the most latest software features, fixes, and payroll updates.

     

    After that, you may use the same company file to view the old forms once more. If not, you can use the most recent backup file by restoring it. Since the archived forms are typically saved on that computer's C drive, I advise using the same computer where you filed them while accessing the forms. 

     

    Here are the steps to see the forms:

     

    1. Open the Employees menu.
    2. Select Payroll Center.
    3. Go to the Saved Filings tab.

     

    For future use, see this guide in case you want to make some corrections on payroll liabilities: Adjust payroll liabilities in QuickBooks Desktop Payroll.

     

    Fill me in if you need extra help with payroll or QuickBooks in particular. I'm always ready to back you up. Keep safe!


     

     

    BigRedConsulting
    BigRedConsulting
    November 5, 2022

    RE: Can you tell me why this is happening, and if my old forms are hidden somewhere?

     

    The saved tax forms for a company file are stored outside of the company file in a folder under the folder where the file is located. The folder uses the name of the company QBW file as the key.

     

    When you open the payroll center, QuickBooks locates this folder and reads the entire set of folders under it (one per payroll form) and builds out the payroll center's list of saved filings based on what it finds.

     

    So, if someone renames the company file, or moves it, or deletes the folder or the files in it, then the saved filings will disappear from the payroll center.

     

    I've had clients that saved their company files on their desktop (which is a bad idea) and were bothered by the extra files and folders QB created there and so they deleted them, and then this happened, but it could happen for other reasons as mentioned above.

     

    To help support our BRC Enterprise to Pro/Premier Conversion Service  customers after the conversion process, we've created this page that describes in more detail how attachments and tax forms are saved: https://bigredconsulting.com/post-conversion-help/

     

    Could that be what's been happening in your case?

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