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Quarterly Processing Guide

Blackout period will begin Wednesday, April 1, 2026. Begin quarterly processing on Wednesday, April 1, 2026. 

Quarter End Dashboard 

  1. Review the quarter end dashboard
    1. Franchises review this screen throughout the quarter to clear errors 

Quarter End Refresh – Tax processor will refresh for their service group  

The Quarter End Refresh screen allows the user to refresh and regenerate pending tax forms with updated information such as address, EIN, rate, filing method, SSN, or employee name. Companies will populate on this screen if an update has been made prior to the last day of the month following the end of the quarter.   

University Article: https://learning.myisolved.com/library/articles/570  

  1. Navigate to Tax Filing Management > Tax Quarter End > Quarter End Refresh  
    1. Filter for the year  
    2. Filter for the quarter   
    3. Select filter   
  2. Select all clients (Note: The refresh will take 6 minutes per client)  
  3. Select Refresh QE  
  4. IMPORTANT – You will only preform the Quarter End Refresh once at the beginning of the quarter 


Quarterly Processing Guide - 1
Run an Expected Tax Return Checklist – Tax processor will run for their service group  

  1. In iSolved navigate to Production Utilities > Service Bureau Reports   
  2. Search for Report named Expected Tax Return Checklist   
    1. Filter for year and quarter you are going to process   
    2. Format: Excel  
    3. Insert a column in column A named Service Group and enter the SG name in each row 
    4. Do NOT rename any tabs within spreadsheet
  3. Send a copy to SARA to format into a Master Spreadsheet   

Quarterly Processing – Auto Close Quarter End – Tax processor will close for their service group  

University Article – Quarterly Processing: https://learning.myisolved.com/library/documents/890  

University Article – Auto Close Quarter End: https://learning.myisolved.com/library/articles/568  

  1. Navigate to Tax Filing Management > Tax Quarter End > Auto Close Quarter End   
  2. Filter the year   
  3. Filter the quarter   
  4. Uncheck mark hide companies that cannot be auto closed   
  5. Select Filter   
  6. Select all clients  
  7. Select Close Quarter End   
  8. If there are any companies that are greyed out that you are unable to auto close. Reach out to the franchise and let them know they'll need to process a zero payroll to close the quarter. CC pvtax@payrollvault.com on the email  
  9. Make note to go back to this service group and check for any remaining auto closes 

Quarterly Processing Guide - 2

Quarterly Processing – Quarter End Approval   

University Article: https://learning.myisolved.com/library/articles/571  

Note: 941 payments will need to be paid prior to 941s being approved and transmitted to prevent 941-v vouchers and payment due. 
Filing Form 941

  1. Navigate to Tax Filing Management > Tax Quarter End > Quarter End Approval   
  2. Filter year   
  3. Filter quarter   
  4. Filter Group by: tax group   
  5. Filter Return Type: Quarter End  
  6. Service Level: All  
  7. Filter bubble: Approve Quarter End   
  8. Select Filter   
  9. Select forms to approve 
  10. Select Approve Quarter End   
    1. If the forms are set to paper they will land in the Print Tax Forms Screen   
    2. If the forms are set to e-file they fill land in the Create Tax E-Files screen   

Quarterly Processing Guide - 3

Quarterly Processing – Print Tax Forms   

  1. Navigate to Tax Filing Management > Tax Quarter End > Print Tax Forms   
  2. Filter for year  
  3. Filter for tax period (quarter)   
  4. Filter Return Type: Quarter End  
  5. Filter Federal/State: ALL  
  6. Filter Tax Type: ALL   
  7. Select Next   
  8. Add any mailing to +Printing_New list   
    1. Any batches containing 10+ items to the same agency will need to be FedEx
    2. Review the form mailing address and the mailing label  
    3. Mailing label: Mailing labels can be found in Teams under Teams > Tax Department > Files > Mailing Labels folder  
    4. If you need to create a label: copy the address from the tax form, open a word document – choose landscape and paste the address in the word doc. Center the address to the page and increase the font to 26.  Upload to teams Mailing Labels folder  
    5. Cheryl will be in the office on Monday and Wednesday printing (Sara will also be in the office assisting)

Note: You can preview in the print utility what the person printing will see on their end  

Quarterly Processing Guide - 4

Quarterly Processing – Create Tax E-Files   

  1. Navigate to Tax Filing Management > Tax Quarter End > Create Tax E-Files   
  2. Filter for year  
  3. Filter for tax period (quarter)   
  4. Filter Return Type: Quarter End  
  5. Filter Federal/State: ALL or your state you are filing  
  6. Filter Tax Type: ALL   
  7. Select Next   
  8. Select the form to e-file  
  9. This step will depend on how the e-file is setup!!!  
    1. If you are able to transmit the forms in the system select Create and Transmit E-file   
    2. If you are creating a file to upload to the state, select Create E-files   
  10. Navigate to Tax Filing Management > Tax Quarter End > E-File History  
  11. Filter your date range   
  12. Select your batch   
  13. Under Batch Reports choose your file and save to computer   
  14. Upload file to applicable state   
  15. Enter confirmation number in notes in iSolved as well as Confirmation Number Area and Save   
  16. Print a copy of the confirmation to the OneDrive folder   
    1. OneDrive > Payroll Vault Franchising > Payroll Service Group > PV Tax > 2026 > Q1 Filing > Your folder   
  17. If there is an issue with the upload immediately reset the batch in iSolved on the black bar, Reset All Companies. Reach out to the franchise immediately and let them know of the error that needs to be corrected ASAP. They will need to submit a ticket if they need assistance.   
  18. Re-create the file taking out the client with errors and resubmit file  
  19. If payment needs to be made on state site, compare amount to open liabilities in Tax Filing Management > Tax Payment Processing > Process Payments screen  
  20. Pay from the Georgia Bank Account (only pay amounts of money we have already collected)  
    1. Date the payment in iSolved as the same date you are processing the payment   
    2. ACH – Override due date to two business day out from date you are making the payment  
  21. Print a copy of the payment confirmation to the OneDrive folder   
    1. OneDrive > Payroll Vault Franchising > Payroll Service Group > PV Tax > 2026 > Q1 Filing > Your folder   
  22. In 24-48 hours you will need to go back into the state to ensure all the file were accepted. If the file has failed, the return has not been filed and you will need to correct the errors and resubmit the file at the state level. Reopen the file in iSolved  

Quarterly Processing Guide - 5

Double Check – Each Tax processor will check their SG’s 

  1. Navigate to Production Utilities > Service Bureau Reports   
  2. Search the Report Tax Return Checklist (This will be pulled per service group)  
    1. Filter the year   
    2. Filter tax period  
    3. Format Optional: PDF or EXCEL   
    4. Generate Report  
    5. View Report for any pending status  
  3. Navigate to Tax Filing Management > Tax Quarter End > E-File History   
  4. Use the Tax Return Checklist Report and E-File History screen to check per state that all files have been uploaded and accepted  
  5. Navigate to Tax Payment Processing > Process Payments   
  6. View if there are any outstanding payments that need to be made  
    1. If so, check with original filer so they can make the payment  

  

  Review SG’s to check for any remaining filings and payments