Guide to Creating and Importing Journal Entries on Tyms Without Errors

Creating journal on Tyms requires careful attention to formatting and accounting rules. This guide covers common errors to avoid when creating manual journal entries or importing bulk journal data into Tyms.

Section 1: Manual Journal Entries

1. Double-Entry Principle
Journal entries on Tyms follow double-entry accounting , every debit must have a matching credit.
2. Common Mistake
Unequal debit and credit values
You won’t be able to save a journal entry unless the debit and credit sides are equal.

For example:

• Debit: Bank – ₦10,000
• Credit: Sales – ₦10,000

If the values don't match,  Tyms will not allow the entry to be saved.

Section 2: Bulk Journal Entry Import

When importing journals using the Tyms Excel template, ensure the data is clean, properly formatted, and balanced.

 Required Columns and Field Descriptions

• Journal_no:  Unique reference number for the journal entry. All line items with the same journal number must have balanced debit and credit totals.
• Date: Journal entry date. Use supported formats: YYYY-MM-DD, DD-MM-YYYY, or YYYY/MM/DD. Avoid text formats like "12th Jan 2024."
• Account: Account name from your chart of accounts. Must match exactly (spelling and case) what exists in Tyms.
• debit_amount  / credit_amount:  For each row, provide either a debit or credit amount (not both). One must be zero.
• Journal_group_ref: Optional. Use this to group related journal entries.
• Description:  Detailed explanation or narration for the journal entry.
• Journal_title:  A short, general title for the journal entry.
• Currency: Transaction currency in ISO format (e.g., NGN, USD).
• Exchange_rate: Enter the exchange rate used for the transaction. If the journal currency is the same as your base currency (e.g., both are NGN), use 1. If the currencies differ (e.g., base currency: NGN, journal currency: USD), provide the applicable exchange rate at the time of the transaction (e.g., 1600 NGN per USD).
• Bank: Required only for bank accounts. Enter the bank account number. Must match what's saved in Tyms.
• Branch_name: The name of the branch originating the transaction. Must already exist in Tyms.
• Project_name: The associated project (if any). Must already exist in Tyms.
• Department_name: Department responsible for the transaction.
• Contact_name : Customer or vendor name involved in the transaction.

Sample Data for Correct Import

Kindly use this link to view the sample data required for a correct import: 

https://drive.google.com/file/d/1g2h1TMXZVOSplaWdrejxjo8K6NL2PVtq/view?usp=drive_link

Note:

• Both rows share the same journal_no (101).
• Total debit = credit (₦100,000).
• All reference fields (account, bank, branch, project, department) exist in Tyms.

Common Import Errors and Fixes

Final Checklist Before Upload

• Each journal_no has balanced debit and credit totals
• Dates use supported formats
• All accounts, branches, projects, and departments exist in Tyms
• Bank account numbers are specified where necessary