Welcome to our Onboarding Guide for Charities Accounts Production! This guide will walk you through the essential steps and best practices to ensure a smooth setup and successful deployment.
Charity
Navigation: Charity > Client Specific
Firstly select the charity you want to create accounts for as shown on the picture below by clicking on the charity drop down menu.
Charity Profile
Navigation: Charity > Client specific > Manage > Charity Profile
Before you start working on Accounts Production, you will need to navigate to Manage > Charity profile so you can check the details provided for the charity are accurate or if they need any amendments.
Charity Type
We currently support 3 types of charities at Capium:
- Un-incorporated
- CIO
- Charitable Company
You can select one from the drop down that applies to that specific charity.
Report Type
You have the option to select the Report Type. (Tick the box if the charity is audited)
Accounting Period
Here you can add in the accounting period for this specific charity.
To add a new period click on 'Add New Period'.
You also have the ability to delete or lock accounting periods as shown on the picture below.
Accounting Details
In this section you will be able to select your 'Accounting Method'
You can choose between Accrual Basis or Cash Basis for producing your account.
Is the charity registered for VAT?
In this section, you can specify whether the charity is VAT registered.
If the charity is VAT registered, select 'Yes' as shown below and provide the appropriate VAT details.
After this step has been completed you can now navigate back to Accounts Production and begin the import of the trial balance.
Accounts Production: Trial Balance
Navigation: Charity > Client specific > Accounts Production > Trial balance
Firstly you will need to select the period for which you're uploading the trial balance for, from the 'Period' drop down as shown in the picture below.
Once that step has been completed you can now import you're trial balance.
You have 3 different ways in which you can import your trial balance:
- Import from bookkeeping: You can directly import the trial balance from the bookkeeping system, for this you will need transactional level detail in the bookkeeping system.
- Import using Excel file: If you're using a third-party service to do your bookkeeping, you can import them into Capium, to do this click on the 3 dots show in the picture below and select 'Import'. This will take you a new page where you can download a template which you can use to input your bookkeeping data. (Pictures below)
- Manual Input: You can manually enter the data into the trial balance if you don't want to use the methods mentioned above, to do this click on the 3 dots show in the picture below and select 'Manual'. This will take you a new page where you can manual enter in the trial balance (shown on the picture below).
Firstly select the trial balance Period, click on the 'Period' drop down and select the relevant trial balance. Now you can enter all the data into the trial balance. 
Click on 'Add New Line' to create a new line in your trial balance. If you want remove all the data in the trial balance click on 'Clear All Line'.
Once a trial balance is brought in, you will be able to view the trial balance by selecting the 'Period'. (shown on the picture below)
Accounts Production: Management Reports (Statement of Financial Activities and Balance Sheet)
Navigation: Charity > Client specific > Accounts Production > Management Reports > Statement of Financial Activities and Balance Sheet
In this section you can view and verify the Statement of Financial Activities and the Balance Sheet.
If your charity operates on a cash basis you will have Receipts and Payments instead of Statement of Financial Activities.
You can change the accounting period by clicking on the 'Period' drop down and view data for pervious or other accounting periods.
You can also click on the 3 dots button to:
- Send the Statement of Financial Activities or Balance Sheet via email to your client.
- Export the Statement of Financial Activities or Balance Sheet as CSV
- Export the Statement of Financial Activities or Balance Sheet as PDF
- Export the Statement of Financial Activities or Balance Sheet as Excel
Accounts Production: Report Settings
Navigation: Charity > Client specific > Accounts Production > Report Settings
In this section you can customise your report settings.
You are able to add in your contacts for this charity such as:
- Patrons
- Trustees
- Banker
- Solicitor
- Investment Advisors
You can add in your Independent Examiner details. (Show below)
You also have the ability to customise the Trustee's Report Disclosures and Balance Sheet Disclosures. To do this click on the 'Pen' icon.
Accounts Production: Trustee's Report
Navigation: Charity > Client specific > Accounts Production > Trustee's Report
In this section you can copy and past the trustee's report into the system and format it within the system as well.
Accounts Production: Independent Examiner Report
Navigation: Charity > Client specific > Accounts Production > Independent Examiner Report
In this section you will have a standard template like shown in the picture below, you can customise it to your liking and format it within the system as well.
Click on this click for more information:
Accounts Production: Notes
Navigation: Charity > Client specific > Accounts Production > Notes
In this section you can customise the notes you want in your annual accounts and format it within the system as well.
You can pick and choose which notes you want in your annual accounts by clicking on the check box next to the note (shown below).
You can also use the Search bar to search up the relevant notes.
You can click on the period drop down and select previous accounting periods and compare the notes.
If you don't want to rewrite all the notes you have the ability to copy from the pervious year. To do this click on 'Copy From Pervious Year' and this automatically bring in all the notes from the pervious year.
Accounts Production: Annual Accounts
Navigation: Charity > Client specific > Accounts Production > Annual Accounts
For unincorporated Charites and CIOs, you just need to produce the accounts, once its produced you can download the annual accounts as a PDF and email it to the charities commission.
In this section you can preview the report by clicking on the 'Preview Report' button. Once you're happy with the report you will be able to download it as either a PDF or Word Doc.
Accounts Production: Companies House Submission
Navigation: Charity > Client specific > Accounts Production > Companies House Submission
If you're dealing with a charitable company, you can use this section to submit to companies house and charities commission.
To do this click on '+ Submit Accounts', select the 'Period' then select the annual account you wish to submit and click 'Submit'.
