Quarter End Reports Quarter End Reports
Three types of reports are produced by this option: State, Federal, and Local. The reports produced by this option show end-of-quarter withholding tax information used in preparing the corresponding reports to be sent to state and federal governments. At the end of a quarter, select End of Quarter Reports from the Payroll Reports Menu. The following screen will come into view
The tabs are for sorting by Report Title, by User ID, and by Modify Date. These will be useful when the list of reports has grown.
Add or Change (button)
To modify the information used in generating the report, press the Add button, or highlight the desired report title and press the Change button. For more information, see Add or Change a Quarter End Report.
Press the Delete button and the following screen comes into view. Press the Yes button and the highlighted record will be deleted. If the No button is pressed, the program returns to the previous screen.
To print a report, press the Print button. For more information, see Printing Reports.
Note: If the message "Nothing to Print" comes into view when the Print button is pressed, there are two main causes:
A. There is no information within the selected limits. Remove all limits, then reinsert the limits one at a time. If the report still will not print, add a new report title.
B. No report title is selected. The report title is used to store the selected limits. A report title must be selected in order for the report to print.
There are four possible reports.
1. Federal Quarter End Report
2. Federal Form 941
3. State Quarter End Report
4. Local Quarter End Report
This button closes the program and returns to the main screen.
Help (button)
see How to use Help
Add or Change a Quarter End Report
To Add or Change a report, press the appropriate button and the following screen will come into view. This screen displays the possible limits that may be set.
Following is a description of each of the limits. Check the appropriate boxes and enter the desired limits. When all desired limits have been set, press the OK button to save the settings. Press the Cancel button to return to the browse screen without saving the settings.
Report Title
The title of the report. Warning: The title is used to store the selected limits. If no title is entered for the report, the message "Nothing to Print" will come into view when trying to print the report.
User
Enter the User ID of the report creator.
Lock (check box)
If this option is selected, only the User listed in the User field can change or delete this report.
Select the Federal or State report for printing.
Federal Quarter End Report (radio button)
Check the radio button to print a Federal report.
Federal Form 941 (radio button)
Check this radio button to print a Federal Form 941 Report.
State (radio button)
Check the radio button to print a State report. If the radio button is selected, the State ID field will be enabled. If a state is not specified, then all states will be printed.
State ID
If only one state report is desired, enter the state, or press the lookup button and the State Setup screen comes into view. Highlight the desired state and press the Select button.
Local (radio button)
Check this radio button to print a Local report. Type the name of the locality in the Localities data field.
Include Tax Deferred Deduction in Gross (check box)
If this box is checked, tax deferred deductions will be included in the reported gross wage.
Year To Date Reported is Correct for the Selected Quarter (check box)
If this box is checked, the Year to Date amounts from the Employee Deductions, Federal and State amounts will be included in the report.
If this box is not checked, it will calculate Quarter 1 plus Quarter 2 plus Quarter 3 plus Quarter 4 to get the total for Year to Date. For example: If the report was being printed for Quarter 3 and this box was not checked, the system would add Quarter 1, 2 and 3 totals together to get the Year to Date total.
Note: If the Year to Date Gross is incorrect when this report is printed, try printing the report both ways. First with the box checked then with the box unchecked. See if the correct totals are printed.
Include Employee Counts (check box)
If this box is checked, the number of employees that worked within the selected date range will be totaled on the report.
Day
Part of the employee count is the number of employees who were employed on a certain day of the month. Traditionally, this is the 12th day of the month, so the default when entering a new set of limits is 12.
Calculate Social Security & Medicare Wages (check box)
Check this box to automatically calculate social security and Medicare wages for this report.
Warn of Social Security Variance (check box)
Check this box to have the system flag the user if employee Social Security Withholding amounts do not appear to be correct.
Year
Select the earnings year for which data will be printed, then select the desired quarter.
Quarter 1 (January-March) (radio button)
Quarter 2 (April-June) (radio button)
Quarter 3 (July-September) (radio button)
Quarter 4 (October-December) (radio button)
Current Month to Date (radio button)
Fiscal Period (radio button)
This option is only available if a State Type Report is selected. Enter the a range of Fiscal Periods or enter the same Period in the From and To fields to limit the report to one Fiscal Period.
Use this section to limit the report by employee. Use the Range setting to set a range of employee numbers. Use the List setting to specify a list of employees to be included.
All, Range, List (radio buttons)
Select the All radio button to ignore Employee reporting limits. Select Range to enter a range of Employees in the From and To fields. Select List to report on a list of selected Employees.
These fields will be available if the Range radio button is selected.
From
Selects the first employee in a range of employees or a single employee. To select a limited number of employees, enter the first employee's ID number in the range of numbers. Press the lookup button and the Employees screen will come into view. Highlight the desired employee and press the Select button.
To
Selects the last employee in a range of employees or a single employee. To select a limited number of employees, enter the last employee's ID number in the range of numbers. Press the lookup button and the Employees screen will come into view. Highlight the desired employee and press the Select button.
Edit Employee List (button)
Click the Edit Employee List button to add or remove Employees from the list of Employees to be included in the report. The following screen will come into view.
Retrieve a Saved List / Save This List for Future Use (buttons)
Use these buttons to save the current list of included records for future use, or to retrieve a previously saved list. See Saved Report Limit Lists for more details.
Available Records
All Available Employees that are not included in the list are displayed in these columns.
Included Records
All Included Employees are listed in these columns. Use the arrows to move selected records or all records between the Available and Included areas.
Print Inactive Employees (check box)
If this box is checked, all inactive employees will be included in the report. Employees that have been laid off or terminated may be marked as inactive in their employee records. For information on changing the status of an employee, see the Personal Tab in Employees. The main purpose of this flag is so these employees may be excluded and thus avoid cluttering reports with information about employees who are not currently working
If the Federal report type is selected, these options will be disabled. If the State or Local report types is selected, select the desired format for the report.
Standard Format (radio button)
If this option is selected, the program will print a standard report with state earnings and withholding information.
Generate Text File (checkbox)
This box will only appear if the Standard Format is selected. If this box is checked, the program will also generate a text file modeled after the required format for California DE-7 information upload.
Earnings Register for State Tax Withholdings (radio button)
State Unemployment Quarterly Tax Report (radio button)
If this option is selected, the program will print the State Unemployment Quarterly Tax report.
Generate ICESA File (checkbox)
This box will only appear if the Standard Format is selected. If this box is checked, the program will also generate a text file modeled after the ICESA requirement.
Account Number for ICESA Text File
In the entry field below the checkbox, enter the appropriate ICESA account number.
Employer's Quarterly Wage Report (radio button)
Health Insurance Contribution Report (radio button)
If this box is checked, enter the Annual Limit in the open field.
Show Wages for All States (check box)
If this box is checked, the report will show taxes and worker's comp for the selected state. The report will include the wages earned by employees in all states.
Include 401k in State Gross Wages (check box)
Check this box to include each employees 401k amount in State Gross Wages.
Exclude Section 125 Deductions from Gross (check box)
Check this box to exclude amounts deducted using a deduction flagged as "Section 125" from the employee's State Gross Wages.
Portrait (radio button)
Specifies how the report is positioned on the page when printed. Portrait is the standard. Portrait is printed vertically.
Landscape (radio button)
Specifies how the report is positioned on the page when printed. Landscape is printed horizontally.
Click this button to save the current settings and print the report immediately, without having to return to the Report Title browse window.
The Federal Form 941 must be completed quarterly. All the information necessary to print a 941 Form will be entered through the four tabs on this screen. The accounting system will automatically enter the information and complete the form based on information taken from the Payroll module.
Check the Federal Form 941 radio button. Select the desired Date Range to Print.(Quarter). When the OK button is pressed, the accounting system returns to the report browse screen. Press the Print button on the browse screen to print the report.
The Header Information tab is the default tab. It contains the name and address of the company, the Quarter and Year of the report and employer identification number. In addition, it is possible to indicate if the company will not be filing returns in the future and/or is a seasonal employer.
The following screen will come into view.
Name (as distinguished from trade name)
The name of the company.
Trade name, if any
The trade name or Doing Business As (DBA) name of the company.
Address (number and Street) and City, State, and ZIP Code
The physical address of the company
Quarter
Check the radio button next to the Quarter (1, 2, 3, or 4) of the report.
Year
Enter the Year, or use the down arrow to select the year.
Mail form to this IRS Address
This box contains the proper IRS address to which the form must be mailed. The address can change depending on the State entered to the left and on whether a payment is included with the form.
Enter state code for state...
If deposits were made in a state other than that in which the company is located, enter the two-letter abbreviation for the state. Use the down arrow to select the state from a list of all 50 states.
Click on the Lines 1-8 tab and the following screen comes into view.
The accounting system will automatically enter the information and complete Lines 1-8 based on information taken from the Payroll module. The information in the active fields may be changed if desired.
1. Number of employees in the pay period that includes (the Date)
This is the total number of employees during the pay period.
2. Wages and tips, plus other compensation
This is the total amount of employee earnings.
3. Income tax withheld from wages, tips, and other compensation
The total amount of tax dollars withheld from employee paychecks is shown here.
4. No wages, tips, and other compensation are subject to social security or Medicare tax
Check this box if none of the wages paid to employees were subject to social security or Medicare.
5a. Taxable social security wages
Enter the amount of wages paid that were subject to social security tax.
5a(i). Qualified sick leave wages
Enter the amount of qualified sick leave wages paid.
5a(ii). Qualified family leave wages
Enter the amount of qualified family leave wages paid.
5b. Taxable social security tips
Enter the amount of tips paid that were subject to social security tax.
5c. Taxable Medicare wages & tips
Enter the amount of wages and tips paid that were subject to Medicare tax.
5d. Total social security and Medicare taxes
Enter the total amount of tax from lines 5a, 5b and 5c.
5e. Section 3121(q) Notice and Demand--Tax due on unreported tips
Enter the the appropriate amount.
6e. Total taxes before adjustments
The system will calculate the total taxes before adjustments.
7. Current quarter's adjustment for fractions of cents.
Enter the amount of the appropriate adjustments.
8. Current Quarter's adjustment for sick pay
Enter the amount of the appropriate adjustments.
Click on the Lines 9-14 tab and the following screen comes into view.
The accounting system will automatically enter the information and complete Lines 11-19 based on information taken from the Payroll module. The information in the active fields may be changed if desired.
9. Current quarter's adjustments for tips and group-term life insurance .
Enter the amount of the appropriate adjustments.
10. Total taxes after adjustments
The system will calculate the total taxes after adjustments.
11a. Qualified small busiess payroll tax credit for increasing research activities. Attach Form 8974
Enter the appropriate amount.
11b. Nonrefundable portion of credit for qualified sick and family leave wages from Worksheet 1
Enter the appropriate amount.
11c. Nonrefundable portion of employee retention credit from Worksheet 1
Enter the appropriate amount.
11d. Total nonrefundable credits. Add lines 11a, 11b, and 11c
This field will be totalled automatically, and is not editable by the user.
12. Total taxes after adjustments and credits. Subtract Line 11d from Line 10
13a. Total deposits this quarter, including overpayment applied from prior quarter
13b. Deferred amount of the employer share of social security tax
13c. Refundable portion of credit for qualified sick and family leave wages from Worksheet 1
13d. Refundable portion of employee retention credit from Worksheet 1
13e. Total deposits, deferrals, and refundable credits. Add lines 13a, 13b, 13c, and 13d.
13f. Total advances received from filing Form(s) 7200 for the quarter.
13g. Total deposits, deferrals and refundable credits less advances. Subtract line 13f from line 13e.
This field will be totalled automatically, and is not editable by the user.
14. Balance due
If line 12 is more than line 13, enter the difference here.
Click on the Lines 15-25 tab and the following screen comes into view.
15. Overpayment
If line 13 is more than line 12, enter the difference here.
Applied to next return (check box)
If it is desirable to apply the overpayment to the next Quarters return, check this box.
Refunded (check box)
If it is desirable to receive a refund for the overpayment, select this box.
16. Type of Deposits
Line 10 is less than $2500 (radio button)
Select this radio button if there is less than $2,500 due in total taxes.
Monthly schedule depositor (radio button)
If the company is on a monthly pay schedule, select this option. Fields for the entry of monthly deposits will appear.
Month 1
Enter the amount of tax liability for the first month.
Month 2
Enter the amount of tax liability for the second month.
Month 3
Enter the amount of tax liability for the third month.
Total
Enter the total amount of tax liability for the Quarter.
Semiweekly schedule depositor (radio button)
Select this radio button if the company is on a biweekly pay schedule. The fields for the entry of monthly deposits ill not be seen, and the Schedule B-Daily Tax Liability form must be completed.
17. My business has closed, and I do not have to file returns in the future (check box)
Check this box if the business is now closed. Enter the date the final wages were paid.
18. I am a seasonal Employer and do not have to file a return for every quarter of the year (check box)
Check this box if appropriate.
19. Qualified health plan expenses allocable to qualified sick leave wages
20. Qualified health plan expenses allocable to qualified family leave wages
21. Qualified wages for the employee retention credit
22. Qualified health plan expenses allocable to wages reported on line 21
23. Credif from Form 5884-C, line 11, for this quarter
24. Reserved for future use
25. Reserved for future use
Click on the Parts 4-5 tab and the following screen comes into view.
Part 4: Third Party Designee
If a third party is authorized to discuss this return with the IRS, check the box and enter the appropriate information.
Part 5: Signature
Ener the name and title of the signer, the date of the signing and a contact phone number. Remember to sign the actual printed form.
Fields are also available for Paid Preparer use.
Schedule B-Daily Tax Liability
Click on the Schedule B - Daily Tax Liability tab and the following screen comes into view.
The accounting system will automatically enter the information and complete the form based on information taken from the Payroll module. Information may be added or changed as desired.
First Month, Second Month, Third Month
These are the three months of the quarter.
Day
This is the day of the month.
Amount
This is the tax liability dollar amount for that day.
Change Highlighted Day (button)
If the tax liability dollar amount for a particular day needs to be added or changed, press this button. The following screen comes into view.
Enter the dollar amount and press the OK button.
The Federal Form 940 must be completed annually. All the information necessary to print a 940 Form will be entered through the tabs on this screen. The accounting system will automatically enter the information and complete the form based on information taken from the Payroll module.
Check the Federal Form 940 radio button. When the OK button is pressed, the accounting system returns to the report browse screen. Press the Print button on the browse screen to print the report.
The following screen will come into view.
Restore Figures from Last Session
This option allows for the restoration of the figures from the last printed 940 Form. When this button is pressed, the following message appears.
If the Yes button is pressed, all data fields will be restored to the values at the last printing. If the No button is pressed, the accounting system will return to the previous screen.
When all information is complete and accurate, press the Print button. For more information, see Printing Reports.
This is the default tab. It contains the name and address of the company, the Calendar Year of the report and employer identification number.
The following screen will come into view.
Header Information
The Header Information tab is the default tab. It contains the name and address of the company, the Calendar Year of the report, and employer identification number.
General Information
Enter the employer identification number (EIN), employer name and address and calendar year for the report in these fields.
Type of Return
Check a box to indicate what type of return this is.
Mail form to this IRS Address
This box contains the proper IRS address to which the form must be mailed. The address can change depending on the State entered to the left and on whether a payment is included with the form.
Click on the Part 1 tab and the following screen comes into view.
Part 1: Tell us about your return
Enter the two-letter abbreviation of your unemployment state, or check the box to indicate multiple states. If either box is checked, the information on the Schedule A tab will need to be filled in.
Click on the Part 2 tab and the following screen comes into view.
The system will fill in many of these figures automatically from the payroll module, depending on the Calendar Year selected in Part 1. Make any necessary modifications to the numbers here.
Click on the Part 3 tab and the following screen comes into view.
The system will fill in many of these figures automatically from the payroll module, depending on the Calendar Year selected in Part 1. Make any necessary modifications to the numbers here.
Click on the Part 4 - 5 tab and the following screen comes into view.
The system will fill in many of these figures automatically from the payroll module, depending on the Calendar Year selected in Part 1. Make any necessary modifications to the numbers here.
Click on the Part 6 - 7 tab and the following screen comes into view.
Fill in the necessary information for parts 6 and 7.
Click on the Schedule A tab and the following screen comes into view.
Part 1
Place a check mark in the box for each state in which Unemployment was accrued.
Part 2
Fill in the taxable FUTA amounts paid in the listed states, the system will calculate the credit reduction.
Report Description - Federal End-of-Quarter Report
The Federal End-of-Quarter Report lists total gross wages, taxable wages and withholding taxes as well as total ‘other income’ information (for the quarter) for each employee. In the Gross Wages column, the year-to-date figures are also shown. The Taxable Wages columns show that portion of the gross earnings for the quarter which are within the earnings limits for federal Unemployment and FUTA , respectively. For example: if the earnings limit at which taxation stops for Federal Unemployment is $7,000, only those wages (during the quarter) paid before the $7,000 limit was arrived at would be taxable. The Non-Taxable Wages are also listed. At the bottom of each column, a grand total is shown.
Report Description - FICA End-of-Quarter Report
The FICA End-of-Quarter Report lists total gross wages, deductions, social security taxes and Medicare for each employee. In the Gross Wages column, the year-to-date figures are also shown. The Taxable Wages columns show that portion of the gross earnings for the quarter which are within the earnings limits for FUTA. For example: if the earnings limit at which taxation stops for Federal Unemployment is $7,000, only those wages (during the quarter) paid before the $7,000 limit was arrived at would be taxable. The Non-Taxable Wages are also listed. At the bottom of each column, a grand total is shown. Along the bottom of the report, the amounts owed by the company for Social Security and Medicare are shown.
Report Description - State Report
When End-of-Quarter Reports are generated, a separate report is printed for each state in which taxes are to be paid. Instead of dealing with Federal taxes, a state report deals exclusively with those deductions or accruals that apply to the state.
For each employee, the gross wages paid in that state are shown for both the year and the quarter. In addition, quarterly wages taxable by the state for State Unemployment are shown. The State Withholding column shows the amount of state taxes withheld from each employee’s paychecks during that quarter.
Each column on the State Report has a grand total and a table at the bottom that shows the amount owed for State Unemployment.
Report Sample - Federal End of Quarter Report
Report Sample - FICA End of Quarter Report
Report Sample - State End of Quarter Report
