Adding & Managing Income or Expenses for Self Assessment Clients

Add transaction data on behalf of your self assessment clients and categorise them into HMRC set codes. Categorised transactions can then be organised into reports on the reporting summaries page, in preparation for sending to HMRC.


Adding Income & Expenses

To add income and expense data on behalf of a client:

  1. Go to Self Assessment in the sidebar to see a list of clients, and click on the business that you want to add transactions for in the Businesses column.  
  1. You will be taken directly to the Costs inbox or Bank workspace, depending on the submission method.
  2. Click on the green + Add Documents button at the top of the screen.
  1. You will see several methods for adding transaction data, depending on which Transaction Collection Method has been chosen:

For Costs & Sales:

For Bank


Categorising Costs & Sales Items

The list of codes you can use to categorise transactions is preset by HMRC, and depends on the type of business selected.

You can see a list of these categories by going to Lists in the sidebar, then Categories.

You can apply these categories to individual items, in bulk to multiple or set a supplier rule that will be automatically applied to specified transactions.

To Categorise a Costs or Sales item:

  1. Go to Costs or Sales in the sidebar. You will automatically be taken to the Inbox.
  2. Then go to the Category column and select the relevant category from the drop down list.
  1. Alternatively, you can click on the relevant costs or sales item listed in the Inbox. Then, on the Item details tab, select a category for the item.

To Categorise multiple Costs or Sales item in bulk:

  1. Tick the checkbox next to the relevant items
  2. Click Tools in the top left of the page, then Bulk edit.
  3. Select the category and click Bulk edit.

Set a Supplier Rule to Automatically Categorise Items:

To save time and automate the process as much as possible you can also set up supplier rules, that will applied whenever documents from a specific supplier is uploaded to Dext Prepare. See how to set supplier rules here.


Categorising Bank Transactions

You can apply categories to individual transactions, in bulk to multiple or set a bank rule that will be automatically applied to specified transactions.

To Categorise Individual Transactions:

  1. Go to the Bank workspace in the sidebar.
  2. Then Transactions.
  3. Select the relevant category for the transaction in the Category column.

To Categorise Multiple Transactions in Bulk:

  1. Tick the checkbox next to the relevant transaction,
  2. Click Tools in the top left of the screen, then Bulk edit.
  1. Select the category and click Bulk edit.

Set a Bank Rule to Automatically Categorise Transactions:

You can also set up bank rules that will be automatically applied to multiple transactions.

To set up a rule:

  1. On the Transactions page in the Bank section, go to Tools in the top left of the screen, then click Create rule.
  1. To create a bank rule you must enter a rule name, description text and select a category.
  1. Then, enter the matching criteria you would like to establish for the rule, eg. if the transaction is Paid in or out, the dates between which the transaction happens or the range the amount the transaction is in.
  1. When ready, click Create.

Splitting Costs or Sales Items

You may to split out line items within a costs or sales transaction, for example to differentiate between a business or personal expense shown on one receipt.

To split a transaction:

  1. Go to the Costs or Sales Inbox.
  2. Click on the relevant transaction.
  3. On the Item details page, scroll down to Line Items, and click Create line items.
  1. Click Add a new line item.
  1. Select the relevant category, and enter any information needed including quantity, unit price, net, tax or total.
  2. Click Add a new line item to add additional line items.
  3. When completed, click Done.