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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
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 |
|
Taxpayer name | Select a name from the Taxpayer drop-down list in the Additional Information dialog. The names available in that list are:
|
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:
|
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:
- SelectActions, thenEdit Payroll Tax Forms.
- 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.