What Is Needed to E-File 941/943/944/940 Forms
You must register for a Personal Identification Number (PIN) to be eligible to transmit 941, 943, 944, and/or 940 forms electronically. A PIN is a number assigned by the IRS that replaces your signature on the paper form. Once the registration has been received, the IRS will mail you a PIN. Be sure to register using the company name under which the company filed for the EIN.
For more information on obtaining and using a PIN, please see the 941, 943, 944, or 940 PIN Information article.
If you have any questions regarding your application, please contact the IRS at 866-255-0654.
How to Enter Deposits on Form 941
- Log in to your Yearli account.
- Click the Form Data Entry button.
- Select 941 from the form type list.
- Click Start Form next to the desired payer in the list or click Add Payer to add a new payer.
- Select the desired quarter and click Continue.
- Select the appropriate PIN type.
- Enter the PIN information and click Continue.
- Enter the necessary information on lines 1 through 13 of the 941.
- In line 13, enter the total deposits made during the quarter.
- Line 14 will reflect the balance due if the deposits were less than liabilities.
- Line 15 will reflect any overpayment if the deposits were more than liabilities.
- Select the overpayment option as desired.
- Proceed with filling out the remainder of the 941 and/or Schedule B.
- Click Save and then Finish to move to the checkout process.
Unable to Complete the 941 Schedule B
There cannot be data in the Monthly Schedule depositor section of the 941, line 16 and on the Schedule B. Monthly scheduled depositors should use only line 16 of the 941. Semi-weekly depositors must use the Schedule B.
Monthly Schedule Depositors
- Go to form 941, select page 2.
- Choose the option "You were a monthly schedule depositor for the entire quarter" on line 16.
- Enter the tax liability for each month.
- Verify data entered matches line 12 of the 941.
- When finished entering data, click Save and then Next.
Semi-Weekly Schedule Depositors
- Go to form 941, select page 2.
- Choose the option "You were a semiweekly schedule depositor for any part of this quarter" on line 16.
- Select the Data Entry Sch. B tab and enter the daily tax liability for each month of the quarter.
- Verify the data entered matches line 12 of the 941.
- When finished entering data, click Save and then Next.
"Total Tax Liabilities Do Not Match What Is Calculated on Line 12."
This error occurs when the total liability for the quarter amount on the 941 line 16 or the Schedule B does not match the amount on the 941, line 12. This usually happens when the total deposits made for the quarter are entered on the 941 line 16 or on the Schedule B instead of the total liabilities.
Return to the 941 line 16, if you are a monthly scheduled depositor and enter the tax liability for each month. If you are a semi-weekly scheduled depositor, return to the Schedule B and enter the tax liability for each day of each month. Then, verify that the deposit amount was correctly entered on the 941, line 13.
The 941, 943, 944, or 940 Image Says "Copy Of E-File Return. Do Not File."
Each 941, 944 or 940 data entry screen has a bold heading that states "Copy of E-filed Return. Do Not File." This text is in place to prevent accidentally printing the data entry screen and sending an invalid document to the IRS.
When the forms are electronically filed to the IRS, the heading is removed from the form and a valid copy is submitted to the government.