This guide explains how to add and manage transactions in the Books section of Capium 365, whether manually, via bank feeds, or by importing statements.
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.
Navigation: Capium 365 Module > Client > 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 > Client > Books > + Transaction
1. Go to Client > Books.
2. Click on the "+ Transaction" button.
3. Fill in the transaction details:
- 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.
4. Save and Exit
See screenshot below for reference:
Bringing in transactions with a Bank Feed
Connect your bank accounts directly to Capium to automatically pull transactions into the Books section. Bank feeds are free and unlimited with Capium 365.
Navigation: Capium 365 > Client > Bank Feeds >
Steps:
Go to Client > Bank Feeds.
Click "+ Add New Account".
Select your banking provider from the list.
Click "Allow" and follow the prompts to connect your account.
Once connected, your bank transactions will start appearing automatically.
See screenshot below for reference:
Adding Bank Statements Via CSV or PDF
You can upload statements in bulk if you prefer not to use a bank feed.
Navigation:
Capium 365 > Client > Settings (top right) > Imports > Bank Statements
Steps:
Click the Settings (cog icon) in the top right of Capium.
Select "Imports".
Choose "Bank Statements" and click Next.
Select the format you want to upload (PDF or Excel/CSV).
Upload the statement file into Capium.
Note: If you upload via CSV you can download a template file and upload it back into Capium.
See screenshot below for reference:
Editing Transactions
Use this option to make changes to individual transactions after they’ve been added.
Navigation: Capium 365 > Client > Books
Steps:
Go to Client > Books.
Find the transaction you want to edit.
Click the pencil icon on the right-hand side.
Make the necessary changes.
Click "Save and Exit".
Bulk Editing Transactions
Edit multiple transactions at once by changing the account name or source.
Navigation: Capium 365 > Client > Books
Steps:
Go to Client > Books.
Tick the boxes beside each transaction you want to edit.
Or click the checkbox in the top-left to select all.
Click "Bulk Edit".
Update the Source and/or Account Name as needed.
Click "Save".
See screenshot below for reference:
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
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