Everyday journal examples

Most transactions come from invoices, bills, payments, claims and advances. These are the ones you journal yourself. Codes are from TinERP's ready-made charts - the same in the business and NGO charts, except where only the name is given.

1. 1

   Common transactions

   Each of these is one Normal journal with two lines, unless it says otherwise.

   Transaction	Debit	Credit
   Buy laptops for ₦4,800,000	1140 Computer equipment	1310 Bank - current account
   Pay quarterly rent of ₦1,500,000	6200 Rent and rates	1310 Bank - current account
   Bank loan of ₦15,000,000 received	1310 Bank - current account	2210 Long-term loans
   Repay ₦500,000 of the loan	2210 Long-term loans	1310 Bank - current account
   Withdraw ₦400,000 for cash on hand	1330 Cash on hand	1310 Bank - current account
   Diesel of ₦250,000 paid in cash	6220 Diesel and generator	1330 Cash on hand
   Monthly depreciation of ₦370,000 (type Adjustment)	6320 Depreciation	1160 Accumulated depreciation
   A donation of ₦2,000,000 received (NGO)	1310 Bank - current account	Donations
   Owners put in ₦25,000,000 (business)	1310 Bank - current account	Share capital

2. 2

   Payroll

   Until TinERP's Payroll arrives, record each month's payroll as one journal. Gross salaries ₦4,000,000; PAYE withheld ₦360,000; pension 8% from staff (₦320,000) and 10% from the employer (₦400,000). Tag the salary line with the department.

   Next month, when you remit them: debit 2170 PAYE payable ₦360,000 and 2180 Pension payable ₦720,000, credit 1310 Bank ₦1,080,000.

   Account	Debit	Credit
   6100 Salaries and wages	4,000,000
   6110 Pension - employer contribution	400,000
   2170 PAYE payable		360,000
   2180 Pension payable (staff and employer)		720,000
   1310 Bank - net pay to staff		3,320,000

3. 3

   A cost you've used but not been billed for

   September's electricity, estimated at ₦210,000, not yet billed: type Accrual - debit 6210 Electricity and utilities, credit 2120 Accruals, with the automatic reversal left on. On 1 October the reversal is posted by itself; when the real bill is posted in October, September carries the cost and October only the difference.

4. 4

   NGOs: a programme cost paid from the general account

   A ₦300,000 workshop for a donor-funded programme, paid from the general bank account: debit 5120 Workshops and trainings with the programme's grant on the line, credit 1310 Bank. The grant brings its fund, and when you post, TinERP adds two Interfund lines so each fund still balances - you don't add them yourself.

5. 5

   A mistake in a posted journal

   A generator service posted to Diesel instead of Repairs: open the journal and Reverse it with a reason, then post a new Correction journal to the right account. The original, the reversal and the correction are linked, so auditors can follow them.