# How to Access PD7A in QuickBooks: Guide to Viewing, Reconciling & Sending Remittance Forms
Managing payroll taxes and remittance forms accurately is essential for every Canadian business. If you use QuickBooks, understanding **how to access your PD7A form**, reconcile payroll liabilities, and send remittance slips can save you time and prevent costly compliance errors.

This comprehensive guide walks you through **how to access your PD7A in QuickBooks**, resolve **discrepancies between payroll liability amounts and the PD7A report**, and **send remittance slips in QuickBooks Online**. Follow these step-by-step instructions to stay compliant and keep your payroll tax records organized.

## What Is a PD7A Form and Why It Matters?

The PD7A is a payroll remittance form required by the Canada Revenue Agency (CRA). Employers use it to report and remit payroll deductions such as:

* Canada Pension Plan (CPP) contributions
* Employment Insurance (EI) premiums
* Federal and provincial income tax deductions

Filing this form accurately and on time ensures your business remains compliant with Canadian payroll regulations. Failure to remit deductions correctly can result in penalties and interest charges.

Using QuickBooks payroll simplifies the entire process by organizing your remittance forms within the system, allowing you to generate reports instantly.


## How to Find Your PD7A in QuickBooks?

If you need to view, print, or archive your PD7A form, follow these clear and simple steps inside QuickBooks:

### Step 1: Navigate to the Payments Tab

First, log into your QuickBooks account and go to the Payroll section. From there:

* Select the **Payments** tab.

This section houses all payroll-related remittance records and tax payments.

### Step 2: Locate the Remittance Forms Section

Under the Resources section within Payments, you will see two options:

* Remittance forms (monthly)
* Remittance forms (quarterly)

Choose the option that matches your CRA remittance frequency. Most businesses remit monthly, but some qualify for quarterly remittance depending on their payroll size and CRA classification.

### Step 3: Select the PD7A Form

Once you enter the Remittance Forms section:

* Click on **PD7A**.

QuickBooks automatically organizes PD7A forms by reporting period, making it easy to retrieve past submissions.

### Step 4: Choose Your Desired Reporting Period

After selecting PD7A:

* Choose the **specific time period** you want to generate.

QuickBooks allows you to select previous months or quarters so you can review historical payroll deductions, confirm submitted amounts, or download records for audits.

## Alternative Access: Payroll Tax Centre

You can also access remittance forms directly from the bottom of the Payroll Tax Centre page. This shortcut is useful if you are already reviewing payroll tax liabilities and want quick access to related forms.

## How to View, Print, or Archive PD7A Form?

After generating your PD7A form, you can take several actions:

### 1. View the Form Digitally

QuickBooks displays your remittance details in an organized format, allowing you to:

* Review CPP, EI, and tax deduction totals
* Confirm employer contributions
* Verify payment dates

Always double-check amounts before submitting to ensure accuracy.

### 2. Print a Physical Copy

To print your PD7A:

1. Open the **generated form**.
2. Click the **Print** option.
3. Save as a **PDF or print** directly from your device.

Maintaining physical copies is recommended for businesses that keep paper records or require documentation for accounting purposes.

### 3. Archive for Record-Keeping

For digital record management:

* Download the PD7A as a PDF.
* Store it in your secure payroll or accounting folder.
* Back up records to cloud storage or external drives.

Canadian employers must retain payroll records for at least six years, so proper archiving is essential for CRA compliance.

## Why Accessing PD7A in QuickBooks Is Important?

Using QuickBooks to manage payroll remittance forms offers several key benefits:

### 1. Centralized Payroll Management

All payroll deductions, tax payments, and remittance reports live in one system. This reduces administrative work and eliminates manual tracking errors.

### 2. Accurate Payroll Reporting

QuickBooks calculates payroll deductions automatically, minimizing miscalculations and ensuring accurate PD7A totals.

### 3. Easy Audit Preparation

If the CRA conducts a payroll audit, you can quickly retrieve historical PD7A forms without searching through paper files.

### 4. Time Efficiency

Instead of manually preparing remittance reports, QuickBooks generates them instantly based on recorded payroll data.

## Common Issues When Accessing PD7A in QuickBooks

Although the process is simple, some users encounter minor issues. Here’s how to resolve them:

### 1. Missing PD7A Option

If you don’t see the PD7A form:

* Confirm that payroll is fully set up.
* Ensure you are using the Canadian version of QuickBooks.
* Check that your payroll subscription is active.

### 2. Incorrect Reporting Period

If your totals appear inaccurate:

* Review payroll transactions for the selected month or quarter.
* Verify that all payroll runs were finalized.
* Confirm that tax payments were recorded correctly.

### 3. Access Restrictions

If you cannot access remittance forms:

* Ensure your user role includes payroll permissions.
* Contact your QuickBooks administrator for access rights.

## Best Practices for Managing Payroll Remittance in QuickBooks

To stay organized and compliant, follow these expert tips:

### 1. Maintain a Monthly Payroll Review Routine

At the end of each payroll cycle:

* Review deductions.
* Confirm tax calculations.
* Generate your PD7A early.

Proactive reviews prevent last-minute errors.

### 2. Keep Digital and Backup Copies

Even though QuickBooks stores data securely, maintaining an additional backup ensures protection against unexpected data loss.

### 3. Monitor CRA Deadlines

The CRA assigns remittance deadlines based on your business category. Mark these due dates on your calendar to avoid penalties.

## Payroll Liability Amounts Do Not Match the PD7A Report: How to Fix It

One common issue QuickBooks users encounter is a mismatch between payroll liabilities shown in the Pay Liabilities/Taxes screen and the amounts listed on the PD7A report.

This discrepancy often occurs due to year-to-date (YTD) adjustments entered without recording corresponding prior payments.

### Why Do Payroll Liability Discrepancies Happen?

When you enter YTD payroll adjustments for employees, QuickBooks creates payroll liabilities. If you do not enter prior remittance payments made to the Receiver General, those liabilities remain open—causing your Pay Liabilities screen to show amounts that don’t match the PD7A report.

To resolve this issue, you must record prior payments properly.

### How to Correct Payroll Liability Discrepancies in QuickBooks Desktop?

Follow these steps to align your payroll liability amounts with your PD7A report:

1. Select **Payroll Setup**.
2. Click **Set Up YTD Amounts**.
3. Select **Next four times** until you reach the Enter Prior Payments screen.
4. Choose **Create Payment**.
5. Enter:
* The payment date
* The pay period ending date for the first payment related to your YTD adjustments
**Example:** If February 15 is the first payment date, it applies to the pay period ending January 31.
6. Input the actual amounts remitted for each payroll item for that payment.
7. Select **Next**.
8. Continue entering each prior payment made up to your QuickBooks Desktop start date.
**Example:** If your QuickBooks start date is **September 1**, your last entered payment should be **August 15** for the pay period ending **July 31**.

Once you complete these steps, your payroll liabilities should match the PD7A report totals.

### Best Practices to Prevent Future Mismatches

* Always record prior payroll tax payments when entering YTD adjustments.
* Reconcile payroll liabilities monthly.
* Review PD7A reports before submitting remittances.
* Maintain consistent payroll entry dates.

These habits help prevent reporting errors and ensure smooth payroll tax processing.

## How to Send a Remittance Slip in QuickBooks Online?

A remittance slip acts as proof of payment from a customer to a supplier. It confirms that outstanding bills have been paid and helps vendors reconcile their accounts efficiently.

In QuickBooks Online, you can send multiple remittance slips quickly through the transaction screen.

### Step-by-Step: Send a Remittance Slip in QuickBooks Online

1. Open the **Transactions** dropdown menu.
2. Select **Bill Payment**.
3. Click **Filter**.
4. Choose the desired filters:
* Transaction type
* Date range (From / To)
* Payee
5. Select **Apply**.
6. Choose the transaction for which you want to send a remittance slip.
7. Click **Send Remittance**.
8. **Review and update** the email message if necessary.
9. Select **Send**.

The system immediately delivers the remittance details to the supplier via email.

### Important: Missing Supplier Email Address

If you attempt to send a remittance slip to a supplier without an email address on file, QuickBooks prompts you to enter one.

To avoid repeating this step in the future:

1. Enter the **supplier’s email address**.
2. Select **Save** email addresses for future use.

This action stores the contact details in the supplier’s profile for future remittance communications.

## Benefits of Using QuickBooks for Payroll and Remittance Management

Using QuickBooks for payroll and remittance processes provides several advantages:

* **Centralized Payroll Reporting:** Access PD7A forms, payroll liabilities, and payment history in one place.
* **Automated Recordkeeping:** Store digital copies of reports and remittance slips for compliance and audit purposes.
* **Improved Accuracy:** Reduce manual errors by reconciling payroll liabilities directly within the system.
* **Faster Supplier Communication:** Send remittance slips instantly via email without generating separate documents.
* **Compliance Support:** Stay aligned with Canadian payroll tax reporting requirements.

## Final Thoughts

Accessing your PD7A in QuickBooks is a simple but crucial task for Canadian employers. By navigating to the Payments tab, selecting the appropriate remittance form, and choosing the correct reporting period, you can quickly view, print, or archive your payroll remittance documents.

Efficient payroll management not only ensures compliance with the Canada Revenue Agency but also protects your business from unnecessary fines and administrative stress.

With the right process in place, QuickBooks transforms payroll tax reporting into a streamlined, organized system—giving you more time to focus on growing your business instead of managing paperwork.

By following this step-by-step guide, you can confidently access and manage your PD7A forms whenever needed.

## Frequently Asked Questions
### Q. How to run a PD7A report in QuickBooks Online?

To run a PD7A report in QuickBooks Online, follow these steps:

1. Go to **Taxes** from the **left menu**.
2. Select **Payroll Tax**.
3. Click **Filings or Resources** (depending on your payroll subscription).
4. Choose **Remittance Forms** (Monthly or Quarterly).
5. Select **PD7A**.
6. Pick the desired reporting period.
7. Run the report to **view, print, or download** it.

Make sure your payroll data is up to date before generating the report to ensure accurate figures.

### Q. How to find a PD7A report that was not saved in QuickBooks?

If you didn’t save the PD7A report earlier, you can regenerate it:

1. Navigate to **Taxes > Payroll Tax**.
2. Open the **Filings or Archive** section.
3. Select the appropriate **month or quarter**.
4. Re-run the **PD7A report** for that period.

QuickBooks stores payroll data, so even if you didn’t save the original file, you can recreate the report as long as payroll records haven’t been deleted or altered.

### Q. How to pay source deductions in QuickBooks Online?

To pay source deductions in QuickBooks Online:

1. Go to **Taxes**.
2. Select **Payroll Tax**.
3. Review the **outstanding payroll liabilities**.
4. Click **Record Payment or Make Payment**.
5. Enter the **payment date** and **payment method**.
6. Confirm the **remittance amount**.
7. Save the **transaction**.

QuickBooks will update your payroll liability balances once the payment is recorded.

### Q. How to download the PD7A report in QuickBooks?

To download your PD7A report:

1. Open the **PD7A report from** the **Payroll Tax Centre**.
2. Select the **correct reporting period**.
3. Click **View or Run Report**.
4. Choose the **Download or Export** option (usually PDF format).
5. Save the file to your computer for your records.

Downloading your PD7A ensures you maintain backup documentation for compliance and audit purposes.

### Q. What are payroll deductions and remittances in QuickBooks?

Payroll deductions are amounts withheld from employees’ pay, including:

* Income tax
* Canada Pension Plan (CPP) contributions
* Employment Insurance (EI) premiums

Remittances are the payments you send to the government to cover those deductions plus employer contributions.

QuickBooks automatically calculates payroll deductions when you process payroll and tracks the amounts you must remit. The PD7A report summarizes these totals for reporting purposes.

### Q. How to change payroll remittance filing frequency in QuickBooks?

To update your payroll remittance filing frequency:

1. Go to **Payroll Settings**.
2. Select **Tax Setup or Payroll Tax Settings**.
3. Locate the **Remittance Frequency** section.
4. Choose the correct filing schedule (Monthly, Quarterly, or other applicable frequency).
5. **Save** your changes.

Before making changes, confirm your official remittance frequency with the tax authority to avoid filing errors.