Finance · Accountants · about 5 min
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. 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. 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. 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. 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. 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.