Record Keeping Overview
The Record Keeping Section helps you keep track of your clients transactions in a digital format. Transactions can be automatically uploaded directly from your clients bank feed, imported by CSV-file or manually added.
Adding transactions manually
You or your client can add individual transactions to their Record Keeping to ensure all transactions are digitally logged and included in the tax return.
How to add a manual transaction
Go to Record Keeping and select Add Transactions Manually
Select Income or Expense
Enter the description, recipient, business source and category
Choose the Account and input Date and Value
Mark as refund if applicable by changing the slider
Attach receipt/ invoice and add notes if required
Select Add transaction to save
Document Explorer - Importing a CSV-file (spreadsheet)
If you or your client records their tax return in a spreadsheet you can import individual items into the Record Keeping section. If your client prefers not to connect a bank feed you can also import bank statements directly.
CSV-file checklist
Save the spreadsheet as CSV-file, this is possible from most devices
Ensure all cells are formatted as text
Ensure no rows are empty
Delete any ‘Total’ rows or rows where the transaction value is ‘0’
How to import
Go to Record Keeping and select Import Document
Select Upload new document and Import
Select the transaction source from the dropdown
Select Choose File to upload your CSV, then click Continue
Map the fields by matching your file headers to APARI column headers
Select Import to finalise the upload
The data will be added to your unassigned transactions.
AI document extractor
Once your client's bank feed is connected and the transactions are fed into ApariPro, you or your client can allocate them to the correct categories which will update the correct boxes on your tax submission form. This will allow you to keep on top of your clients income and tax-deductible payments such as business expenses, charitable donations and pension contributions.
Select Transactions to Assign: Select the circle next to the transaction(s) you want to assign. You can assign them individually or group them together by selecting multiple transactions. You can filter the unassigned transactions by name, date, bank account, income or expense.
Choose Business Source & Category: From the dropdown menus in the bottom right corner, select the appropriate Business Source and Category for the transaction(s). Select ‘Apply’ to confirm and assign the transactions.
By selecting the 3 dots on the transaction and selecting ‘Edit’ you can also add notes and upload an invoice/ receipt to a transaction by uploading via browse files or dragging and dropping your file into the upload box.
If your client has a transaction that falls into multiple sources or categories you can split the transaction appropriately. By selecting the 3 dots on the transaction and selecting ‘Spli’t you can then assign the correct proportions to each category including splitting transaction into income and expenses eg. split a single transaction from a letting agent into gross rent and their management fee.
Private Transactions
If your clients transaction doesn’t relate to your clients Self Assessment Tax Return, or they don’t want it included, you can either delete the transaction or set the Business Source and Category to Private.
Editing transactions
You can edit an individual transaction both before and after assigning the transaction at any time, you can also reassign the business source or category in bulk for assigned transactions.
Individual transactions
For manually added transactions you can edit all of the transaction details and completely delete the transactions, for transactions originating from a bank feed you are unable to edit any of the original transaction details such as the date and amount.
To edit a transaction
Navigate to the Record Keeping section
Find the transaction you wish to edit in the assigned or unassigned transaction list
Select the 3 dots and edit
You should now edit the details you need to change
Select update transaction to secure the changes
If transactions have wrongly been assigned or you need to change the business source or category to a number of transactions to the same category you can do this in bulk
To change the business source or category
Navigate to the Record Keeping section
Select Edit transactions at the bottom of the page
Check the box of the transactions you wish to change
Select the Business source and category you wish to change them to
Select apply to secure the changes
Documents, invoices and receipts can be added to individual transactions either at the point of adding a manual transaction or at any other point in the future.
To add receipts & invoices
New manually added transactions
Navigate to the Record Keeping section
Select Add transactions manually
Fill out the details of the transaction
Drag and drop or browse files to add the receipt or invoice required
Select Add transaction to create the transaction
Existing transactions
Navigate to the Record Keeping section
Find the transaction you wish to edit in the assigned or unassigned transaction list
Select the 3 dots and edit
Drag and drop or browse files to add the receipt or invoice required
Select update transaction to secure the changes
Top tip
You can take photos of receipts & invoices and upload directly to the transaction on mobile devices
You can export a data file of your clients reviewed transactions which will include all the transaction information from the date, Account Business, Income and Expense category and transaction value.
You can export the reviewed transaction data by selecting the Record Keeping Section and selecting ‘Export Data’ under reviewed transactions. You can use the search bar or filter button if you wish to create an export of certain transactions like expenses or by date period, when the desired filters have been set select Export Data.
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