TABLE OF CONTENTS
1. Getting set up
1a. Setting up the company information and creating accounting periods
When logging into a clients bookkeeping for the first time, it is good practise to begin by going into the settings section and identifying if the company information has been set up. The information will automatically be picked up from the initial onboarding of the client but you will be able make changes if need be. This is a crucial step before using Bookkeeping as it will prevent any complications moving forward.
Using the navigation panel, click on settings >> company info >> edit the information.
Within the settings you will also be able to create accounting periods.
1b. Bringing forward opening balances
To create opening balances, go into settings >> general settings >> opening balances.
You can then select the date for the opening balances and make the entry as need be.
1c. Setting up contacts
To create contacts in bookkeeping, go into contacts >> select the type of contact.
To create a contact individually, click on '+ contact'.
You can also bulk import all contacts by going into 'import' >> download CSV template >> fill in template >> reupload back into bookkeeping.
1d. Creating a bank account
From the navigation panel go into bank >> bank dashboard
Click on '+ Bank Account' and enter the bank detail accordingly
2. Creating invoices
2a. Creating sales invoices
The first step before starting to create a sales invoice is to update the system with the items that are sold in the company.
Go into sales >> items >> click on '+ item'
Once the items have been created, you can then go on to create the invoice. To do so, go into sales >> Invoices
Clicking on '+ New Invoice' will allow you to create a single invoice
You can use the 'Import' button to bulk import all of your sale invoices
2b. Creating purchase invoices
To create a purchase invoice, go into purchase >> purchases
Clicking on '+ New Purchase' will allow you to create a single invoice
You can use the 'Import' button to bulk import all of your purchase invoices
3. Setting up a bank account
3a. Creating a bank account
To create a bank account, go into bank >> dashboard >> click on '+ Bank Account'
Once the details have been entered in you'll be able to go into the back to start adding bank transactions
3b. Creating bank transactions
To manually create bank transactions, go into the bank account and click on manual import.
You can then enter in the transactions.
To bulk upload the transactions, click on bank import
You can then download and fill out the CSV template.
4. How to process bank transactions
4a. Manually processing a transaction
Once the transactions have been entered, you'll see them on the bank dashboard. The transactions that need to be reconciled will show with a question mark.
To explain the transaction, click on 'Select Action'.
4b. Using cash coding
You can also explain the transactions using cash coding.
Select the transactions that need to be reconciled using the search function and click on 'Cash Coding'
Select the transactions and enter the nominal ledger it needs to be processed to.
5. Submitting MTD VAT
You can submit the VAT's using 'Submit VAT' if you have done the bookkeeping within Capium or 'Bridging VAT' if its been done on another system.
The first step is to go into MTD and set up the agent authorisation. Go into 'View VAT details' and click on the link.
This will take you into HMRC's portal where you can log in using your agent details and set your clients up to for MTD VAT. Once this has been completed you'll be able to make the submissions.
5a. Using 'Submit VAT'
Navigate into 'Submit VAT' and click on '+VAT Period'
Enter the period of the VAT submission and click 'Next'.
The system will automatically pick up the sales and purchase VAT transactions.
Select the transactions and click Next.
To add and VAT transactions that are outside of the VAT period, click on 'Include'.
You can then search for the transaction by searching for the dates.
Select the transaction and click on 'Include'
Once all VAT transactions have been selected, click 'Next'.
Capium will generate the 9 box VAT summary for you to review.
When submitting to HMRC, you'll go through Capium's two step submission process.
'Submit to Capium' - saving the VAT return on Capium allowing you to come back to it at a later date
'Submit to HMRC' - making the submission to HMRC
5b. Using 'Bridging VAT'
To import sales and purchase VAT transactions into the system, go into bridging VAT >> + Vat Period
Fill in the VAT period and click 'Save & Next'
You will be able to download the template and fill in the information.
To reupload the the file back into Capium click on 'Choose File' and 'Import'
Capium will then create the VAT and go through the two step submission process.