SJD Online Instructions Manual

SJD Online
Instructions Manual

www.sjdaccountancy.com

Contents
Dashboard...................................................................................................... 2 Dividends........................................................................................................ 8
Profit & Loss.............................................................................................. 3
Salaries............................................................................................................ 9
Assets............................................................................................................ 3
Liabilities...................................................................................................... 3 Bank Accounts......................................................................................... 10
Equity............................................................................................................. 4 Create new transaction.................................................................. 10
Director’s/Shareholder’s Account.............................................. 4 Create new transfer........................................................................... 10
Upload CSV............................................................................................... 10
Invoices............................................................................................................ 5
Create a Customer................................................................................ 5 Personal Tax................................................................................................ 11
Create an Invoice................................................................................... 6
SJD Online Bank Statement Upload......................................... 12
Expenses.......................................................................................................... 7

SJD Accountancy | KD Tower, Cotterells, Hemel Hempstead, Hertfordshire, HP1 1FW

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 SJD Online Instructions Manual

DASHBOARD

The figures on the dashboard are shown in real-time; they should be updated instantly whenever a
new piece of information is added to the system. In order to ensure that these figures are accurate
and up to date, it is important to ensure that the portal is updated regularly with any business
transactions; we recommend that this is at least once per month.

1. Profit & Loss 2. Assets

3. Liabilities

5. Director’s/ 4. Equity
Shareholders fund

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SJD Online Instructions Manual

DASHBOARD

1. PROFIT & LOSS

This is a report of the company’s trading figures throughout the reporting period resulting in the
profit or loss for the period, shown on the bottom line.
Turnover and salaries processed. You can view a breakdown of
This is the total income generated by the company in the expenses by clicking on the ‘Expenses’ heading.
period. It will include income from all invoices for which
work has been completed during the accounting period. Corporation Tax
This figure is shown excluding and VAT payable; however, This is an estimate of the corporation tax charge which
if you use the flat rate scheme it will include the is the tax due on the profits of the current year.
additional income resulting from being on this scheme. 
You can view a breakdown of this figure by clicking on
the ‘Turnover’ header. Dividends
This figure is the total amount of dividends that have
been declared by the company in the reporting period.
Expenses Dividends are a distribution of retained profits to the
This is a summary of company expenses incurred shareholders of the company, voted for by the directors
during the reporting period. They will be taken from of the company.
the information you have provided on expense sheets,
expenses that you have entered on the company bank

2. ASSETS
This is a summary resources controlled by the company, as a result of past events, which give rise
to some form of future economic benefit.
Fixed Assets Invoices Awaiting Payment
This includes any assets purchased by the company in This is the total amount owed to the company in respect
the past which will be used in the future for the purpose to invoices issued which have contributed towards the
of generating future revenues for the business. Typical turnover of the company. The figures contained under this
assets include computer equipment. header are based on the invoices and bank transactions
added to the system.
Cash at Bank
This is the amount of money in the company bank
account, based on the transactions that have been
entered onto the system. A breakdown of bank accounts
can be found under the separate ‘Bank Accounts’ header
on the dashboard.

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SJD Online Instructions Manual

DASHBOARD

3. LIABILITIES
This is a summary of amounts owed by the company to a third party – this is sub categorised into
payments of tax and payments to employees, directors and shareholders.
VAT PAYE
This is the amount of VAT owed by the company to HMRC. This is the amount of PAYE, National Insurance and
This is further broken down into the periods that the VAT Student Loans owed by the company to HMRC.
liability became due by clicking on the ‘VAT’ heading.

Director’s Account Corporation Tax

This is the total amount owed to employees, director and This is the amount of Corporation tax owed by the
shareholders of the company. This is further broken down company to HMRC. This is then further broken down by
on the dashboard in the Director’s/Shareholders Account clicking on the ‘Corporation Tax’ heading under liabilities
section. where you can see the outstanding balance for each
Corporation tax period.

4. EQUITY
This is the difference between a company’s assets and a company’s liabilities.
Share Capital Retained Profit Brought Forward
This is the nominal value paid for your shares in the This is the value of retained earnings from any previous
company. accounting periods.

Retained Profit
This is the value of the retained profits earned by the
company in the current year, this should be exactly the
same as the amount retained (after dividends) on the P&L
section of the Dashboard.

5. DIRECTOR’S / SHAREHOLDER’S ACCOUNT

This is a breakdown of monies owed by the company to individuals associated with the company.
If there is more than one person, you can view a breakdown of amount owed to that individual by
clicking on their name. If there is only one individual then the breakdown will be displayed on the
face of the dashboard.

Salary Dividends
This is the total amount of salary owed to the individual, This is the total amount of dividends, as entered into
by the company. the system previously, owed to the individual, by the
company.
Expenses
This is the total amount of expenses, as entered into Loan
the system previously, owed to the individual, by the This is the total amount owed to an individual, by the
company. company, in the form of a loan. If this is showing as a
negative number then money will be owed to the company
by the individual.

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SJD Online Instructions Manual

INVOICES

CREATE A CUSTOMER
In order to create an invoice, you will first need to enter
standing data to the application relating to your customer/
agency. This information will then be used to populate any
invoices that you create for that customer.
The following details should be entered into this screen:
• Customer name.
• Address (if known).
• VAT – Assuming you are billing for taxable services to
a UK company, you should select Standard for the VAT
status; if your work differs to this or you are unsure then
please ask for further guidance.
• Payment terms – the number of days that your
customer has to make payment for your services, this
should have been agreed with your customer/agency.
• IR35 status – The IR35 status should be selected based
on the result of your contract review.

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SJD Online Instructions Manual

INVOICES

CREATE AN INVOICE
SJD Online can be used to create invoices to be sent on
to your customers, or, if you use a self-billing scheme; to
record sales for accounting purposes. In order to do this,
please follow the below steps:
1. Go to the ‘Invoices’ tab and select ‘Create new invoice’.
A template should then appear containing the standing
data assigned to the customer.
2. Enter the date and reference number for the invoice on
the top right of the template.
3. For each invoice line, enter the quantity, rate and a brief
description of the services provided. The total for each
line will calculate automatically based on what has been
entered.
4. In order to add another line press the ‘+’ icon, and to
remove a line press the ‘-‘ icon.  This can be useful when
creating a monthly invoice in order to break up the
weeks.
5. If you are VAT registered then VAT will be applied to
the invoice in accordance with the VAT status of the
contract, set at the customer level.
Once you have finished your invoice, you either have the
option to ‘save draft’ or ‘save final’. By saving as draft, you
can return to the invoice to make changes and saving
it will not affect your dashboard. By saving as final, the
invoice will update the dashboard figures and you can
access a PDF version to be sent to your customer.
If your company is registered on the Flat Rate Scheme,
when you create an invoice the turnover derived from that
invoice will be adjusted to include the extra income gained
as a result of being on this scheme.

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SJD Online Instructions Manual

EXPENSES

The expense sheets function in the software should be

used to record details of any business expenses which
have been incurred by you personally; any mileage that
you wish to claim should also be recorded on these
sheets. The sheet should be finalised at the point that you
are ready to reimburse yourself for these expenses so that
a single transfer corresponding to the amount owed can be
made to your personal account – generally we recommend
doing this monthly. For any expenses that have been paid
from the company bank account, these should simply
be allocated to the relevant expense account when the
bank transaction is entered and should not appear in this
section.
Please refer to the following steps when creating an
expense sheet:
1. Go to the ‘Expenses’ tab and select ‘Create new
expense’.
2. Select the date for the expense sheet and a name for
the sheet (we suggest the month). You should also
select who incurred the expenses (and thus who
should be reimbursed) from the ‘directors’ menu.
3. You should then add the expenses you have incurred
during the month on a line by line basis, or by entering a
summary for the period based on the expense type (if a
separate record has been kept elsewhere).
4. In order to add another line press the ‘+’ icon, and to
remove a line press the ‘-‘ icon.
5. For each expense you should select a category, enter
the date description and amount. If you wish to upload
a receipt against an expense line then you can use the
‘receipt’ button.
Once you have finished your expense sheet, you either
have the option to ‘save draft’ or ‘save final’. By saving as
draft, you can return to the sheet to make changes and
saving it will not affect your dashboard. By saving as final,
the expenses will update the dashboard figures.

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SJD Online Instructions Manual

DIVIDENDS

The dividends tab is used to record dividends in SJD

Online – tax vouchers and board minutes for each declared
dividend will also be saved here. The maximum amount
that can be declared as a dividend is the amount of
retained profit in the company (shown in the Company
Overview on the right of the screen), though cash-flow
should also be considered if retained earnings have been
used to finance fixed asset purchases, or there are unpaid
sales invoices. If your contracts are caught by IR35 then
advice should be sought prior to declaring any dividends.
When declaring a dividend, please refer to the following
steps:
1. Go to the ‘Dividends’ tab and select ‘Create new’.
2. Enter the date of the dividend and the total amount to
be paid by the company and press ‘save’.
3. You can now transfer these funds to the personal
bank accounts of each shareholder, in line with their
respective shareholding.

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SJD Online Instructions Manual

SALARIES

We will run payroll for the company between 20th and

28th of each month and enter the details onto SJD Online
for you. Once the payroll has been prepared, you will be
able to obtain a payslip through SJD Online and the amount
owed to you will be displayed on the dashboard under the
Director’s Account.

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SJD Online Instructions Manual

BANK ACCOUNTS

It is necessary for your bank transactions to be reflected in SJD Online in order to present an
accurate dashboard. This can be done manually on a transactional basis, or a formatted CSV can
be uploaded directly to SJD Online.

Create new transaction Upload CSV

This allows you to manually add a bank transaction This allows you to upload a CSV file to the portal; this
details (date, description, amount) to the system, from means that several transactions can be uploaded at the
here you will have the option to go directly to allocate click of a button. Each transaction must be explained (or
the transaction. allocated) after upload.

Create new transfer

This allows you to record a movement of money
between two separate accounts associated with
the company.

Once a bank transaction has been entered (or a group of transactions uploaded), each must
then be explained (allocated) by one of the following:
Invoices Share capital
Select this account when you receive payment for Select this account when allocating the payment for
a sales invoice. You will then be able to allocate the your shares in the company.
transaction to the relevant invoice.
Taxes
Expenses Select this account to allocate any payments that you
Select this account for any expenses paid directly from have made to HMRC from the company – you will be
the company bank account. You should then allocate required to sub-categorise this in accordance with the
the transaction to the relevant expense category type of tax that was paid. I will notify you in advance
regarding any liabilities due, however you can also
Fixed assets refer to your important dates on SJD Online.
Select this account if you have purchased an asset
directly through the company bank account.
Director’s account
Select this account for any money being paid to or from
the director/shareholder. This includes expenses paid
personally (entered on an expense sheet), salaries,
dividends and loans to or from the company. Once you
have selected the director’s account, you will be able
to allocate the transaction to the relevant category.

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SJD Online Instructions Manual

PERSONAL TAX

The Personal Tax area provides an estimate of the personal

tax due on your dividends, based on the level of income
that you have received to date. In order to ensure that the
estimate includes all income for the year, please confirm
in writing any additional income that you have received
or expect to receive from outside this company in the tax
year.

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SJD Online Instructions Manual

SJD ONLINE BANK STATEMENT UPLOAD

First, you will need to either download or input your bank transactions in to a CSV spreadsheet
and ensure that there are no blank rows or columns at the top or left i.e. the content of the
statement starts on row 1 and in column A. When you then upload a bank statement, you’ll be
presented with the screen below.

If you have headings in your statement at the top of each column then it’s important that you tick the box at the top of
the screenshot below which says: ‘Skip First Line’. If you do not have headings at the top of each column then do not
tick this box. You can then change the column headings using the dropdown selections along the top and then when
you click ‘import transactions’ in the bottom right corner then will all of the transactions will be imported with the full
description showing.

N.B. When you try to upload a statement that has irrelevant information then just select the heading from the drop
down that says ‘None (Skip)’ – some statements will have more irrelevant information than others.

Please note, any transfers between accounts will need to be entered manually using the ‘create new transfer’ option.

Please ensure that you follow this guide and if you have any issues then please contact your dedicated accountant
at SJD Accountancy.

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