Quarterly Filing

Quarterly Filing

Quarterly filing is a separate workflow from year-end filing. Use it for the quarterly forms and reporting periods displayed for your organization.

Select the filing period

The quarterly filing screen uses cascading selections. Complete them in this order:

1. Select Company. -> The available form types for that company are loaded.
2. Select Form Type. -> The available years for that form are loaded.
3. Select Year. -> The available reporting frequencies are loaded.
4. Select Reporting Frequency. -> The available reporting periods are loaded.
5. Select the reporting period. -> The filing workflow opens for the selected date range.

The period buttons are not available until a reporting frequency is selected. If a selection is disabled, complete the earlier selection first.

Quarterly filing steps

Step 1: Return List

The Return List shows the returns available for the selected date range.

1. Confirm the displayed company, form type, year, and date range. -> The return list represents the period you selected.
2. Review each return row. -> The row shows the available action and any summary or parameter options.
3. Choose the action shown for the return. -> ZenTax opens the appropriate filing step.

Return List actions

Use Start as New from the return history or summary area only when you intentionally want a new filing based on the available return information. Starting a new return does not replace the original return.

Parameter and details view

The parameter icon opens the information used for the return. For a return marked Fix Issue, the same area becomes the correction form.

1. Open the parameter or issue icon. -> ZenTax displays the fields required for that return.
2. Enter or select the requested values. -> ZenTax checks required fields and any format rules.
3. Correct all highlighted fields. -> The Save or Update action becomes available when the form is valid.
4. Select Save or Update. -> ZenTax saves the values and returns to the return list when the update succeeds.

Depending on the return, the fields may be text, a checkbox, a dropdown, or a date. A field may also require a specific format shown by its hint or validation message.

Step 2: Overview & Exceptions

The Overview & Exceptions step displays a summary of the selected return and any issues that must be reviewed.

1. Review the form type, jurisdiction, and summary values. -> The summary confirms which return is being prepared.
2. Review the exceptions list when it is displayed. -> Each exception identifies information that may prevent filing or require correction.
3. Select Fix Exceptions Here or the exception link. -> ZenTax opens the related correction area.
4. Correct the information and save. -> The exception list refreshes.
5. Continue only when the page shows that no blocking exceptions remain. -> The return becomes available for the next filing step.

For state forms such as SUTA or SIT, a state exception may prevent the return from proceeding. For federal forms such as Form 940 or Form 941, use Add/Edit Information to review or update the federal form when the option is available.

Federal form editing

1. Select Add/Edit Information. -> ZenTax opens the federal form editor.
2. Enter or correct the required information. -> The form checks required values and field formats.
3. Review highlighted fields. -> Each highlighted field must be corrected before saving.
4. Select Save. -> The form information is saved and the return summary is refreshed.

The Add/Edit Information option may be unavailable while an e-file submission is in progress or after the filing has been accepted. If it is disabled unexpectedly, contact Aqore Support before creating another return.

Form 941 e-file workflow

When the Form 941 e-file option is available, ZenTax presents a submission consent step.

1. Review the return and any high-priority exceptions. -> You can correct required issues before submitting.
2. Select whether you authorize ZenTax to submit the federal file on your behalf. -> Yes starts the authorization workflow; No keeps the filing responsibility with you and provides a file for manual submission.
3. If ZenTax requests Form 8879-EMP, open the form. -> The authorization form displays the information required for approval.
4. Complete every required field in Form 8879-EMP. -> ZenTax highlights missing or incorrectly formatted values.
5. Select Save. -> ZenTax saves the authorization information.
6. Select the available submission or completion action. -> ZenTax begins the submission or records the manual-filing choice.
7. Review the submission status and any submission ID or electronic postmark shown. -> The return shows whether it is waiting, processing, accepted, or rejected.

If the form is rejected, review the displayed rejection errors, correct the return information, and follow the available correction action. Do not submit the same rejected file repeatedly without correcting the reported issue.

Step 3: Summary & Download

The summary becomes available after the return reaches the appropriate filing stage.

1. Open the summary icon for the return. -> ZenTax displays the return totals and filing outcome when available.
2. Review totals, jurisdictions, and the e-file status indicator when shown. -> You can compare the result with the payroll records for the selected period.
3. Select Download Summary or the available file action. -> ZenTax downloads the summary or filing file in the format offered for that return.

Quarterly review checklist

Before you finish a quarterly return:

• Confirm the company, form type, year, frequency, and period.
• Review every return row in the selected date range.
• Resolve high-priority and blocking exceptions.
• Confirm federal form changes before saving.
• Confirm the e-file choice before authorizing submission.
• Review the acceptance or rejection status.
• Download the summary or filing file needed for your records.