Welcome to this Capium 365 article on books! This article will walk you through the books section of Capium 365. It will show you the best practices and processes within books.
Please Note: Books section is only available for individuals and sole traders who are not registered for VAT. For customers above the VAT threshold or other entities (i.e. Limited Companies and Partnerships) the software will post the invoices and purchases directly to the Bookkeeping module.
Books section
Navigation: Capium 365 Module > Select a Client (Individual or Sole Trader) > Click "Books"
This section displays transactions from multiple bank banks under the books section, which makes it easier for the accountants to classify the information based on account name and source.
Adding a New Transaction
New Transactions can be added in three ways:
- Adding transactions one at a time
- Bank Feeds Import
- Bank statement import
Adding Transactions one at a time
Navigation: Capium 365 > Books > Click “+ Transaction” > Fill in the fields of the transactions > Click “Save and Exit”
Click here to go to the + Transactions
Please see below the fields within a transaction:
- Transaction Type: Choose between Income or Expense.
- Supplier: Select or add a supplier.
- Date: Set the transaction date. (Mandatory Field)
- Transaction Amount: Enter the amount for the transaction. (Mandatory Field)
- Payment Account: Select the relevant payment account or create a new account (Mandatory Field). Here you can only add transactions based on the bank entries.
- Payment Status: Mark as paid (if applicable).
- Account Name: Assign the transaction to a specific account.
- Reference: Enter a unique reference if needed.
- Source: Select the transaction source.
Bringing in transactions with a Bank Feed
Navigation: Capium 365 > Bank Feeds > Click “+ Add new Account” > select your banking provider > Click “Allow” > Follow the steps of the bank > Once done this should bring in the bank feed
Within Capium 365, Bank Feeds are free and unlimited.
Click here to add a new bank feed
Adding Bank Statements Via CSV or PDF
Navigation: Capium 365 > Click the settings cog in the top right corner > Click “Imports” > Click “Bank Statements” > Click “Next” > Select PDF or Excel > Upload back into Capium.
If you upload via CSV you can download a template file and upload it back into Capium.
Click here to go to bank statements import
Understanding The Books Tab
Filtering Transactions in the books tab
You can filter transactions based on:
- Search: Enter any characters to quickly locate transactions across all recorded data, including references, amounts, and sources.
- Bank Accounts: Select specific bank accounts to view related transactions.
- Rec Status: Filter transactions based on reconciliation status.
- Status: View transactions based on their current state (e.g., active, archived).
- Financial Year: Narrow down records to a specific financial period.
- Exporting Transactions: You can also export transactions to Excel, CSV or PDF.
Understanding the Transactions List
Each transaction entry includes the following details:
- ID: Unique identifier for the transaction.
- Date: Date when the transaction was recorded.
- Reference: Description or reference name.
- Bank Name: The bank associated with the transaction.
- Account Name: The specific account under which the transaction falls.
- Source: Origin of the transaction (e.g., income, expense, adjustment).
- Amount: Displays positive (income) or negative (expense) values.
- Paid Status: Indicates whether the transaction is marked as paid.
- Reviewed Status: Shows if the transaction has been reviewed.
- Status: Displays the current state of the transaction (e.g., Active).
- CIS Deduction: Allows you to add CIS deduction to your Books
- Edit Transaction:
- Attach Receipt:
- Query Transaction: Allows accountants to query transactions added by their clients
- Delete: Removes the lines from the Books.
Managing Transactions
There are several ways where a user can manage the transactions in the books section.
- Categorisation (Allocating nominal accounts and sources to transactions)
- Adding CIS transactions
- Creating queries and reviewing them (Sole trader +individual)
- Attaching Invoices or Scans to payments
- Matching transactions to purchases and sales
Editing Transactions
Editing Transactions
Navigation: Capium 365 > Books > Find the transaction you want to edit > Click the pencil icon labelled “Edit” on the right hand side > Make any changes > Click “Save and Exit”
Bulk Editing Transactions
Navigation: Capium 365 > Books > Check the boxes on the left you want to edit > OR > Click the check box in the top right to check all transactions > Select “Bulk Edit” > You can change the “Source” and “Account Name” > Select “Save”
Adding a CIS Deduction
Navigation: Capium 365 > Books > Find an income transaction which you want to add a CIS deduction to > Click the + on the right hand side of the transaction > Type in the % of CIS deduction > Click “Save”
You will then see the CIS deduction, where you can save the percentage of the deduction. This will create two new entries as shown in the image below.
Removing a CIS Deduction
Navigation: Capium 365 > Books Find an income transaction which you want to remove the CIS deduction from > Click the – icon on the right hand side of the transaction > Click “yes”
Querying transactions
Navigation: Capium 365 > Books > Find the transaction you want to query > Type the query into the box in the top right > Click “Post” > The end user will be notified of their query by email
Attaching purchase invoices or invoices to transactions
There are two ways to add receipts or invoices to transactions. These are:
- Attaching and uploading a purchase invoice or invoice directly to a transaction
- Matching an invoice or purchase invoice directly to the transaction.
Attaching a purchase invoice or invoice directly
Navigation: Capium 365 > Books > Find the transaction you want to attach the invoice to > Click into the ID on the left hand side of the transaction > Click either “Upload Invoice” or “Upload Receipt” > Select the file > This will link the file to the transaction
Matching a receipt or purchase invoice
Navigation: Capium 365 > Books > Find the transaction you want to attach the invoice to > Click into the ID on the left hand side of the transaction > If a receipt or purchase invoice matches similar details to the transaction it will appear on the bottom > Click the Link icon in the bottom left corner > This will link the file to the transaction