Regenerating the Quarterly 941

Note:  The following instructions are for regenerating the Quarterly 941; if the 941 is regenerated, any changes manually made to the 941 will be lost.  If needed, follow the appropriate instructions for generating the 941 the first time for a particular quarter.

Steps to Generate the Quarterly 941

Tip:  If a Quarterly 941 that has been electronically submitted and accepted by the IRS is regenerated, the original 941 will be retained and a second 941 for that particular quarter will be created (a second line will show for the particular quarter on the 941 Search screen with a checkmark in the Regenerated After Electronic Submission field); if needed, a 941X form will need to be manually completed and filed with the IRS.

  1. From the Payroll screen, select the Government Reporting menu, Quarterly 941s, and Quarterly 941s.

  2. At the 941 Search screen listing all the Quarter Ending Dates for which there is data to be included on the Quarterly 941 (for Tax Year 2011 and greater), double-click on the Quarter Ending Date of the quarter for which to regenerate the 941.

Note:  All posted payroll calculation batches with a check date within the selected quarter will be included on the 941.  If applicable, the date the 941 was last generated (or regenerated) for the particular quarter appears in the Last Generated Date field.  The check date from the latest payroll calculation batch in the quarter appears in the Last Check Date field.  If applicable, the latest date for when a check was voided in the particular quarter appears in the Last Void Date field.  If there is an unposted payroll calculation batch with a check date in the particular quarter, a checkmark will appear in the Unposted Checks field; all payroll calculation batches must be updated before the 941 can be generated for that quarter.  If the 941 was electronically submitted for a particular quarter, a checkmark will appear in the Electronically Submitted field.  If a 941 that was previously electronically submitted and accepted was regenerated, a second line will appear for that particular quarter with a checkmark in the Regenerated After Electronic Submission field.

  1. A message may appear stating that there is a payroll calculation batch with a check date after the date the 941 was last generated; click Yes to continue regenerating the 941 and then skip to Step 6.

  2. At the Quarterly 941s screen, select the Options menu and then Regenerate.

Note:  If a Quarterly 941 for a particular quarter has been electronically submitted and is pending with the IRS, the Options menu will not appear as the 941 cannot be regenerated until the submission has been processed (either accepted or rejected).  The Options menu will also not appear for an original 941 if a 941 had been regenerated after it was electronically submitted and processed; the Options menu will only show for the second 941 for that particular quarter.

  1. When prompted to continue regenerating the 941, click Yes.

  1. Once the 941 has been regenerated, the Quarterly 941s screen will appear displaying the appropriate information for the specified year.

Note:  The Schedule B is also regenerated at this time if specified in the Payroll System File.  If the Schedule B has been generated, the Schedule B tab appears at the top of the screen along with the other tabs for the 941.

  1. If the Schedule B was regenerated with the Quarterly 941 and there is a negative amount included on the Schedule B (for example, from a voided check), a message will appear stating there is a negative amount; click OK and then edit the amounts as needed on the Schedule B in order to remove the negative amount and account for that difference in the correct place.

  2. If necessary, make any corrections or additions.

Note:  If using Option 2 to record the EFTPS payment (see EFTPS Options), or if you write payee checks for the Federal taxes through Accounts Payable (instead of through Payroll), Box 13 will reflect the amount of taxes calculated for the payrolls in the quarter; verify and edit the amount as needed to be the actual amount paid during the quarter.

Steps to Edit the Quarterly 941