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Editing payroll tax forms

Resolve critical diagnostic messages for reconciliation forms

Scenario

You may get a critical or informational diagnostic message for a number of reasons depending on the federal or state forms you are processing.  The types of critical diagnostic messages you may receive are as follows:
  • Critical: You can't process paper type payroll tax forms until you resolve the issues.
  • E-file critical: You can't process payroll tax forms using the internet or electronic methods until you resolve the issues.
  • E-file payment critical: You can't process internet with payment or electronic with payment files until you resolve the issues.

Message: The following item(s) are missing and/or incorrect

Resolve missing setup information
Missing setup information
Resolution
Client PIN
Add the Client Pin in the
Additional Information
 dialog.
Client payroll name
Select
Setup
,
Clients
, the
Main
 tab, and add the client payroll name.
Tax Preparer signature
Select a staff name from the
Preparer
 drop-down list in the Additional Information dialog.
To change the list of names you can choose from in the
Preparer
 list, go to
Setup
,
Staff
, then the
Main
 tab, and use the
Payroll form preparer
 checkboxes.
Preparer phone
  1. Select
    Setup
    ,
    Staff
    , then the
    Main
     tab.
  2. Enter the business phone number for the staff person selected as the preparer in the
    Additional Information
     dialog.
Taxpayer name
Select a name from the Taxpayer drop-down list in the Additional Information dialog.
The names available in that list are:
  • contacts of the client that have been added in the
    Additional Contacts
     dialog and have the
    Payroll signer
     checkbox marked or
  • contacts of the firm that have been added in the
    Additional Contacts
     dialog and have the
    Reporting agent
     checkbox marked.
Taxpayer business phone
Enter the business phone number for the taxpayer in the Phone and fax Numbers section of the
Additional Contacts
 dialog.
Make sure that the taxpayer is selected in the
Taxpayer
 dropdown list in the
Additional Information
 dialog.
All files using the Modernized e-File (MeF) format must include the taxpayer phone number, not just those files that include a payment.
Taxpayer Business Name Control
Enter the client's Business Name Control in the
Federal 94x Additional Information
 dialog.
Unemployment ID
Select
Setup
,
Clients
, the
Payroll Taxes
 tab, and enter the
Unemployment ID
 for the client.
Withholding ID
Select
Setup
,
Clients
, the
Payroll Taxes
 tab, and enter the
Withholding ID
 for the client.
Employer Name, City, or ZIP
Select
Setup
,
Clients
, the
Payroll Taxes
 tab, and enter the
Employer Name
,
City
, and
ZIP
.
Social Security number
Select
Setup
,
Employees
, the
Main
 tab, and enter the Social Security number.
Taxpayer payment information
This can refer to various types of payment information. For example, Account number for [[checkbook]]. Select
Setup
,
Bank Accounts
, the
Main
 tab, and enter the checkbook name.
Tax year of discrepancies
This displays when Form 94x Schedule D is incomplete, or if you do not need to file a Form 941 Schedule D. You can either:
  • Complete the form.
  • Select
    Setup
    ,
    Clients
    , the
    Payroll Taxes
     tab, and mark the
    Do Not File
     checkbox for the
    941 Schedule D
     in the Forms section.
Firm Name Control
Select
Actions
,
Process Electronic Forms
, then the
Transmission Information
 window. Select the staff member from the dropdown in the
File Contact
 field. Enter the
Firm Name Control
.

Negative value on Line 12

This message is uncommon, but you can also get it for a number of lines and fields other than Line 12. If you have a field that contains a negative amount, you'll need to override the amount on the form:
  1. Select
    Actions
    , then
    Edit Payroll Tax Forms
    .
  2. Change the amount to make the total in that field zero or higher.

Line 12 does not equal the Schedule B (941) or Line 12 does not equal Line 16

This message will differ depending on the client's deposit schedule:
  • For semi-weekly filers, the messages is Line 12 does not equal the Schedule B.
  • For Monthly filers, the message is Line 12 does not equal Line 16.
This diagnostic message displays if the Form 941 tax deposit was under-paid and will continue to display even after you process liability adjustments. There are two ways to clear this diagnostic:
  • Clear overrides in the Schedule B.
  • Delete and re-enter the original payroll checks with the correct taxability settings. This method would be necessary only in certain cases, and should be a last resort. It may be necessary to make sure that none of the tax item calculations are overridden and to ensure that all checks have pay items with the same taxability (in a situation where the taxability of a pay item has changed mid-year).

Balance of ($0.02); Open liabilities of $0.00; Final balance of ($0.02) (Form 941 Informational message)

This can generally be resolved by processing liability adjustments.

Open liabilities do not equal the balance due

There are a few ways to clear this diagnostic:
  • Process liability adjustments.
  • Add historical/closed liabilities.
  • Add or delete unpaid liabilities.

Balance due >$2500

This message displays if you choose the Electronic with payment filing method and the balance due is greater than $2500. The IRS requires that you paper file the form.

Form NNN is not yet available for the selected filing period

This message requires no action from you.

No employee wages present, no filing is required

This message requires no action from you.

Form 940 cannot be filed electronically for the following reasons: No SUI taxable wages to determine line 1a or 1b

This message is rare, but it displays if you are processing the form for a credit reduction state but you have no SUTA wages. In this case, you will need to file using the paper filing method.

Form 94x cannot be filed electronically for the following reasons:Filing period too old

Electronic filing is available for the current and prior year forms. In this instance you must file using the paper filing method.

This article applies to:

  • Product: Accounting CS
  • State: All states
  • Subject: Payroll tax forms
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