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openaccountants/skills/uk-bookkeeping.md

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uk-bookkeeping.md444 lines17.6 KB
v10United Kingdom
Not yet verified by an accountantContact accountant
1---
2name: uk-bookkeeping
3description: >
4 Use this skill whenever asked about UK bookkeeping for sole traders, micro-entities, or small companies. Trigger on phrases like "chart of accounts", "nominal codes", "bookkeeping", "profit and loss", "balance sheet", "FRS 105", "FRS 102 Section 1A", "Making Tax Digital", "MTD", "bank reconciliation", "double-entry", "expense categories", "revenue recognition", "depreciation", "capital allowances", "micro-entity accounts", "small company accounts", "accrual basis", "cash basis", "general ledger", or any question about day-to-day transaction recording, financial statement preparation, or account coding for a UK business.
5version: 1.0
6jurisdiction: GB
7category: bookkeeping
8depends_on:
9 - bookkeeping-workflow-base
10---
11 
12# UK Bookkeeping Skill v1.0
13 
14---
15 
16## Section 1 -- Quick Reference
17 
18| Field | Value |
19|---|---|
20| Country | United Kingdom (England, Wales, Scotland, Northern Ireland) |
21| Currency | GBP (£) only |
22| Financial year | Flexible — companies choose their own year-end; sole traders align to 6 April -- 5 April (tax year basis from 2024/25) |
23| Accounting standards | FRS 105 (micro-entities), FRS 102 Section 1A (small entities), full FRS 102 |
24| Governing body | Financial Reporting Council (FRC) |
25| Tax authority | HM Revenue & Customs (HMRC) |
26| Key legislation | Companies Act 2006 (Part 15, s.382-384 for size thresholds); The Small Companies and Groups Regulations 2008 (SI 2008/409); Taxes Management Act 1970 |
27| MTD requirement | All VAT-registered from April 2022; ITSA for sole traders £50k+ from April 2026 |
28| Size thresholds (from 6 Apr 2025) | Micro: turnover ≤£1m, assets ≤£500k, ≤10 employees; Small: turnover ≤£15m, assets ≤£7.5m, ≤50 employees |
29 
30---
31 
32## Section 2 -- Standard Chart of Accounts (Nominal Codes)
33 
34UK practice uses 4-digit nominal codes. Ranges below follow the Sage/Xero/QuickBooks convention widely adopted.
35 
36### Assets (0001–1999)
37 
38| Code | Account | Type |
39|---|---|---|
40| 0010 | Freehold Property | Non-current asset |
41| 0020 | Leasehold Property | Non-current asset |
42| 0030 | Plant and Machinery | Non-current asset |
43| 0040 | Furniture and Fittings | Non-current asset |
44| 0050 | Motor Vehicles | Non-current asset |
45| 0060 | Office Equipment | Non-current asset |
46| 0070 | Computer Equipment | Non-current asset |
47| 0011–0071 | Accumulated Depreciation (paired) | Contra asset |
48| 1001 | Stock / Inventory | Current asset |
49| 1100 | Trade Debtors (Accounts Receivable) | Current asset |
50| 1101 | Other Debtors | Current asset |
51| 1102 | Prepayments | Current asset |
52| 1200 | Bank Current Account | Current asset |
53| 1210 | Bank Deposit Account | Current asset |
54| 1220 | Building Society Account | Current asset |
55| 1230 | Petty Cash | Current asset |
56| 1240 | PayPal / Stripe Account | Current asset |
57 
58### Liabilities (2000–2999)
59 
60| Code | Account | Type |
61|---|---|---|
62| 2100 | Trade Creditors (Accounts Payable) | Current liability |
63| 2101 | Other Creditors | Current liability |
64| 2102 | Accruals | Current liability |
65| 2200 | VAT Control Account | Current liability |
66| 2201 | VAT Input (Purchases) | Current liability |
67| 2202 | VAT Output (Sales) | Current liability |
68| 2210 | PAYE / NIC Liability | Current liability |
69| 2220 | Corporation Tax Liability | Current liability |
70| 2300 | Bank Loan (< 1 year portion) | Current liability |
71| 2310 | HP / Finance Lease (< 1 year) | Current liability |
72| 2400 | Bank Loan (> 1 year) | Non-current liability |
73| 2410 | Director's Loan Account | Non-current liability |
74| 2500 | Hire Purchase (> 1 year) | Non-current liability |
75 
76### Equity (3000–3999)
77 
78| Code | Account | Type |
79|---|---|---|
80| 3000 | Share Capital (Ordinary) | Equity |
81| 3001 | Share Premium | Equity |
82| 3100 | Retained Earnings | Equity |
83| 3200 | Dividends Paid | Equity |
84| 3300 | Owner's Capital Introduced (sole trader) | Equity |
85| 3301 | Owner's Drawings (sole trader) | Equity |
86 
87### Revenue (4000–4999)
88 
89| Code | Account | Type |
90|---|---|---|
91| 4000 | Sales — Standard Rate (20% VAT) | Revenue |
92| 4001 | Sales — Reduced Rate (5% VAT) | Revenue |
93| 4002 | Sales — Zero Rate (0% VAT) | Revenue |
94| 4003 | Sales — Exempt | Revenue |
95| 4004 | Sales — Exports (outside UK) | Revenue |
96| 4100 | Other Operating Income | Revenue |
97| 4200 | Discount Allowed | Contra revenue |
98 
99### Cost of Goods Sold (5000–5999)
100 
101| Code | Account | Type |
102|---|---|---|
103| 5000 | Purchases — Goods for Resale | COGS |
104| 5001 | Purchases — Materials | COGS |
105| 5100 | Carriage Inward | COGS |
106| 5200 | Direct Labour / Subcontractor Costs | COGS |
107| 5300 | Stock Adjustments | COGS |
108 
109### Operating Expenses (6000–6999)
110 
111| Code | Account | Type |
112|---|---|---|
113| 6000 | Rent | Overhead |
114| 6001 | Rates | Overhead |
115| 6010 | Light, Heat and Power | Overhead |
116| 6020 | Insurance | Overhead |
117| 6030 | Repairs and Maintenance | Overhead |
118| 6040 | Cleaning | Overhead |
119| 6100 | Wages and Salaries | Overhead |
120| 6110 | Employer's NIC | Overhead |
121| 6120 | Employer's Pension Contributions | Overhead |
122| 6200 | Advertising and Marketing | Overhead |
123| 6210 | Printing, Postage and Stationery | Overhead |
124| 6220 | Telephone and Internet | Overhead |
125| 6230 | Computer Software / SaaS | Overhead |
126| 6240 | Professional Subscriptions | Overhead |
127| 6300 | Travel and Subsistence | Overhead |
128| 6310 | Motor Expenses — Fuel | Overhead |
129| 6311 | Motor Expenses — Insurance | Overhead |
130| 6312 | Motor Expenses — Repairs | Overhead |
131| 6400 | Accountancy Fees | Overhead |
132| 6410 | Legal Fees | Overhead |
133| 6420 | Bank Charges and Interest | Overhead |
134| 6430 | Bad Debts Written Off | Overhead |
135| 6500 | Entertaining (non-deductible for tax) | Overhead |
136| 6510 | Staff Welfare | Overhead |
137| 6600 | Sundry Expenses | Overhead |
138 
139### Other Income / Expenses (7000–7999)
140 
141| Code | Account | Type |
142|---|---|---|
143| 7000 | Interest Received | Other income |
144| 7010 | Rental Income | Other income |
145| 7100 | Profit/Loss on Disposal of Assets | Other income/expense |
146| 7200 | Grants Received | Other income |
147 
148### Depreciation and Tax (8000–8999)
149 
150| Code | Account | Type |
151|---|---|---|
152| 8000 | Depreciation — Property | Expense |
153| 8010 | Depreciation — Plant and Machinery | Expense |
154| 8020 | Depreciation — Fixtures and Fittings | Expense |
155| 8030 | Depreciation — Motor Vehicles | Expense |
156| 8040 | Depreciation — Computer Equipment | Expense |
157| 8100 | Corporation Tax Charge | Tax expense |
158| 8200 | Dividends Receivable | Other income |
159 
160---
161 
162## Section 3 -- Revenue Recognition
163 
164### Cash Basis vs Accruals Basis
165 
166| Criterion | Cash Basis (Sole Traders) | Accruals Basis |
167|---|---|---|
168| Eligibility | Turnover ≤ £150,000 (from 2024/25 — previously £300k for ITTOIA) | All entities; mandatory for companies |
169| Income recognised | When cash received | When earned (invoice date) |
170| Expenses recognised | When cash paid | When incurred |
171| Debtors / Creditors | Not used | Required |
172| Stock adjustments | Not required | Required (opening/closing stock) |
173| Capital items | Treated as expense when paid (except cars) | Capitalised and depreciated |
174| Interest restriction | £500 for cash basis | No restriction for accruals |
175 
176### Companies Act Recognition
177 
178Under FRS 102/105, revenue is recognised when:
179- Goods: risks and rewards of ownership transferred
180- Services: percentage of completion or when service delivered
181- Long-term contracts: stage of completion method
182 
183---
184 
185## Section 4 -- Expense Classification
186 
187### HMRC Self-Assessment Categories (SA103)
188 
189For sole traders, HMRC groups expenses on form SA103:
190 
191| SA103 Box | Category | Nominal Codes |
192|---|---|---|
193| Box 17 | Cost of goods sold | 5000–5300 |
194| Box 18 | Construction industry subcontractor costs | 5200 |
195| Box 19 | Wages, salaries and other staff costs | 6100–6120 |
196| Box 20 | Car, van and travel expenses | 6300–6312 |
197| Box 21 | Rent, rates, power and insurance | 6000–6020 |
198| Box 22 | Repairs and maintenance | 6030 |
199| Box 23 | Phone, fax, stationery, other office costs | 6210–6230 |
200| Box 24 | Advertising and business entertainment | 6200, 6500 |
201| Box 25 | Interest on bank/business loans | 6420 |
202| Box 26 | Bank charges, credit card charges | 6420 |
203| Box 27 | Irrecoverable debts written off | 6430 |
204| Box 28 | Accountancy, legal, professional fees | 6400–6410 |
205| Box 29 | Depreciation and loss on sale of assets | 8000–8040 |
206| Box 30 | Other business expenses | 6600 |
207| Box 31 | Total allowable expenses | Sum |
208 
209### Non-Deductible Expenses (UK Tax)
210 
211- Business entertaining (clients) — disallowed for income tax/CT
212- Personal expenses — not wholly and exclusively for trade
213- Fines and penalties — public policy
214- Capital expenditure — must go through capital allowances
215- General provisions — only specific bad debts are allowable
216 
217---
218 
219## Section 5 -- Asset vs Expense Thresholds
220 
221### Capital Allowances (Not Accounting Depreciation)
222 
223UK tax does NOT use accounting depreciation — it adds back book depreciation and substitutes capital allowances.
224 
225| Allowance | Rate | Notes |
226|---|---|---|
227| Annual Investment Allowance (AIA) | 100% up to £1,000,000 | Most plant & machinery; NOT cars |
228| First Year Allowance (40%) | 40% | From 1 Jan 2026 for unincorporated businesses |
229| Full Expensing | 100% | Companies only, new P&M (from April 2023) |
230| Main Pool WDA | 18% reducing balance (14% from April 2026) | Items not covered by AIA |
231| Special Rate Pool WDA | 6% reducing balance | Long-life assets, integral features, high-emission cars |
232| Cars: CO₂ ≤ 0 g/km | 100% FYA | Electric/zero-emission |
233| Cars: CO₂ 1–50 g/km | 18% main pool | |
234| Cars: CO₂ > 50 g/km | 6% special rate | |
235| Small Pools Allowance | Write off pool balance ≤ £1,000 | |
236 
237### Accounting Depreciation (Book Purposes)
238 
239For FRS 105/102 accounts, depreciate over useful life:
240 
241| Asset Class | Typical Book Rate | Method |
242|---|---|---|
243| Freehold property | 2% | Straight-line |
244| Leasehold improvements | Over lease term | Straight-line |
245| Plant and machinery | 15–25% | Reducing balance or straight-line |
246| Fixtures and fittings | 15–20% | Straight-line |
247| Motor vehicles | 25% | Reducing balance |
248| Computer equipment | 33% | Straight-line (3-year life) |
249 
250### Low-Value Items
251 
252No statutory de minimis in UK GAAP, but common practice: items under £100–£500 expensed directly. Firms should set and document their own capitalisation policy.
253 
254---
255 
256## Section 6 -- Profit & Loss Format
257 
258### FRS 105 Micro-Entity Format (Format 2 — by nature)
259 
260```
261PROFIT AND LOSS ACCOUNT
262 This Year (£) Prior Year (£)
263Turnover xxx xxx
264Other income xxx xxx
265 ──── ────
266Raw materials and consumables (xxx) (xxx)
267Staff costs (xxx) (xxx)
268Depreciation and amortisation (xxx) (xxx)
269Other charges (xxx) (xxx)
270 ──── ────
271Tax (xxx) (xxx)
272 ──── ────
273Profit (loss) for the financial year xxx xxx
274```
275 
276### FRS 102 Section 1A Small Company (Format 1 — by function)
277 
278```
279PROFIT AND LOSS ACCOUNT
280Turnover xxx
281Cost of sales (xxx)
282 ────
283Gross profit xxx
284Administrative expenses (xxx)
285Distribution costs (xxx)
286 ────
287Operating profit xxx
288Interest receivable xxx
289Interest payable (xxx)
290 ────
291Profit before tax xxx
292Tax on profit (xxx)
293 ────
294Profit for the financial year xxx
295```
296 
297---
298 
299## Section 7 -- Balance Sheet Format
300 
301### FRS 105 / Small Company Balance Sheet (Vertical Format)
302 
303```
304BALANCE SHEET as at [date]
305 £ £
306FIXED ASSETS
307Intangible assets xxx
308Tangible assets xxx
309 ────
310 xxx
311CURRENT ASSETS
312Stocks xxx
313Debtors xxx
314Cash at bank and in hand xxx
315 ────
316 xxx
317CREDITORS: amounts falling
318 due within one year (xxx)
319 ────
320NET CURRENT ASSETS xxx
321 ────
322TOTAL ASSETS LESS CURRENT LIABILITIES xxx
323 
324CREDITORS: amounts falling
325 due after more than one year (xxx)
326PROVISIONS FOR LIABILITIES (xxx)
327 ────
328NET ASSETS xxx
329 ════
330 
331CAPITAL AND RESERVES
332Called up share capital xxx
333Profit and loss account (retained earnings) xxx
334 ────
335SHAREHOLDERS' FUNDS xxx
336 ════
337```
338 
339---
340 
341## Section 8 -- Bank Reconciliation Patterns
342 
343### Common UK Bank Formats
344 
345| Bank | Export Format | Key Fields |
346|---|---|---|
347| Barclays | CSV, OFX | Date, Description, Amount, Balance |
348| HSBC | CSV, PDF | Date, Payment Type, Description, Paid Out, Paid In, Balance |
349| Lloyds | CSV, OFX | Transaction Date, Description, Debit, Credit, Balance |
350| NatWest / RBS | CSV, OFX | Date, Type, Description, Value, Balance |
351| Starling | CSV, QIF | Date, Counter Party, Reference, Type, Amount, Balance |
352| Monzo Business | CSV | Date, Name, Amount, Category, Notes |
353| Tide | CSV | Date, Description, Money In, Money Out, Balance |
354 
355### Common Transaction Descriptions
356 
357| Pattern | Likely Classification |
358|---|---|
359| FPO / FPI (Faster Payment Out/In) | Transfer — check counterparty |
360| DD (Direct Debit) | Regular expense (insurance, utility, subscription) |
361| STO (Standing Order) | Regular expense (rent, loan repayment) |
362| BGC (Bank Giro Credit) | Income — customer payment |
363| CHQ (Cheque) | Varies — check payee |
364| DEB / VIS / MC (Card Payment) | Expense — check merchant |
365| HMRC VAT, HMRC PAYE, HMRC CT | Tax payment — exclude from P&L expenses |
366| STRIPE, PAYPAL, GOCARDLESS | Payment processor — match to invoices |
367| TFR (Transfer) | Internal — possible own-account transfer |
368 
369---
370 
371## Section 9 -- Micro-Entity / Small Business Simplifications
372 
373### FRS 105 Simplifications (Micro-Entities)
374 
375| Feature | Simplification |
376|---|---|
377| Financial statements | Balance sheet + P&L only (no cash flow, no directors' report) |
378| Disclosures | Minimal — only advances/credits to directors, guarantees |
379| Revaluation | Prohibited — historical cost only |
380| Deferred tax | Not recognised |
381| Financial instruments | All at cost or amortised cost |
382| Leases | All treated as operating leases |
383| Government grants | Recognised when receivable |
384| Filing | Abbreviated accounts at Companies House (P&L not public) |
385 
386### Qualifying Thresholds (from 6 April 2025)
387 
388| Regime | Turnover | Balance Sheet | Employees |
389|---|---|---|---|
390| Micro-entity (FRS 105) | ≤ £1,000,000 | ≤ £500,000 | ≤ 10 |
391| Small company (FRS 102 s.1A) | ≤ £15,000,000 | ≤ £7,500,000 | ≤ 50 |
392 
393### Cash Basis for Sole Traders
394 
395From 2024/25, sole traders with turnover ≤ £150,000 may use the cash basis. Under cash basis:
396- No debtors/creditors accounting
397- No depreciation (capital items expensed — except cars)
398- Interest expense capped at £500
399- Loss relief restricted to current trade only
400 
401---
402 
403## Section 10 -- Interaction with Tax Skills
404 
405### Income Tax (Self-Assessment SA103/SA105)
406 
407- Bookkeeping P&L feeds directly into SA103 (self-employment) or SA105 (property)
408- Add back: entertaining, depreciation, personal element of mixed expenses
409- Deduct: capital allowances (in place of depreciation), trading losses brought forward
410- Cash basis taxpayers report income/expenses as per bank, with no accruals adjustments
411 
412### Corporation Tax (CT600)
413 
414- Start with accounting profit per FRS 105/102
415- Adjust: add back book depreciation, non-deductible entertainment, general provisions
416- Deduct: capital allowances, R&D enhanced deduction if eligible
417- GAAR / transfer pricing for connected parties
418 
419### VAT Return (Making Tax Digital)
420 
421| BAS Box | Description | CoA Mapping |
422|---|---|---|
423| Box 1 | VAT due on sales | 2202 (output VAT) |
424| Box 2 | VAT due on acquisitions from EU | 2202 |
425| Box 3 | Total VAT due (Box 1 + 2) | Calculated |
426| Box 4 | VAT reclaimed on purchases | 2201 (input VAT) |
427| Box 5 | Net VAT to pay or reclaim | 2200 (control) |
428| Box 6 | Total sales excl. VAT | 4000–4004 |
429| Box 7 | Total purchases excl. VAT | 5000–5300 + 6000–6600 |
430| Box 8 | Supplies of goods to EU | 4004 (subset) |
431| Box 9 | Acquisitions from EU | 5000 (subset) |
432 
433### Payroll (RTI — Real Time Information)
434 
435- Report PAYE/NIC to HMRC on or before each pay date via Full Payment Submission (FPS)
436- Employer Payment Summary (EPS) for recoverable amounts
437- Nominal 6100 (gross wages) + 6110 (employer NIC) + 6120 (employer pension) = total staff cost
438 
439---
440 
441## Disclaimer
442 
443This skill and its outputs are provided for informational and computational purposes only and do not constitute tax, legal, or financial advice. Open Accountants and its contributors accept no liability for any errors, omissions, or outcomes arising from the use of this skill. All outputs must be reviewed and signed off by a qualified professional (such as a chartered accountant, ACCA member, or equivalent licensed practitioner in your jurisdiction) before filing or acting upon.
444 

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About

Use this skill whenever asked about UK bookkeeping for sole traders, micro-entities, or small companies. Trigger on phrases like "chart of accounts", "nominal codes", "bookkeeping", "profit and loss", "balance sheet", "FRS 105", "FRS 102 Section 1A", "Making Tax Digital", "MTD", "bank reconciliation", "double-entry", "expense categories", "revenue recognition", "depreciation", "capital allowances", "micro-entity accounts", "small company accounts", "accrual basis", "cash basis", "general ledger", or any question about day-to-day transaction recording, financial statement preparation, or account coding for a UK business.

GBty-2025

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