If you are a subscriber to the new QuickBooks Enhanced Payroll Plus service (available starting in QuickBooks 2005), you know you can now use QuickBooks to automatically fill in your state payroll tax forms.

To complete your state forms, simply select your state and the form you need to file. QuickBooks then enters your payroll data automatically into the fields on the form. Once complete, you can print your tax form right from QuickBooks.

If you want to archive your tax forms electronically, you can click the Save as PDF button on the Payroll Tax Form window to create a PDF version of the form you filed. You can use this feature with your federal forms as well.

If you need more information about a particular form, click the "Details about this form" link on the Payroll Tax Form window. If you want general information about preparing state payroll tax forms in QuickBooks, click the Help button on that window.

To see whether the service includes the state unemployment forms, withholding forms, and payment coupons you need, see www.quickbooks.com/taxforms. To learn more about QuickBooks Enhanced Payroll Plus in general, see www.payroll.com/plus.


Other Tips for Using State Forms

If you want to verify the numbers that appear on your state form, run a Payroll Summary or Employee State Taxes Detail report. You can then compare the numbers in the report to those on your form. This comparison can help you feel confident that the right numbers are being pulled from QuickBooks. If you want to learn more about how QuickBooks generated a specific value on your form, you can drill down on the corresponding value in the report and see all the transactions that contributed to that number.

Most of the state forms in QuickBooks have been approved by the state agency for filing, even if they don't look exactly like what you are used to. Only forms that have a "Do Not File" watermark cannot be filed — usually, QuickBooks Payroll is waiting for the agency to approve our version of the form. Do not file these.


Other Enhancements to Forms in QuickBooks 2005

If you have QuickBooks 2005, you will notice that federal forms have been enhanced to allow you to edit numbers directly on the form itself. To modify a number that QuickBooks filled in automatically, right-click in the field and choose Override.

You will also notice that QuickBooks 2005 includes Form 940-EZ for companies that have simpler payrolls. If you are not sure whether you qualify to use Form 940-EZ, an interview helps you determine your eligibility.