How to import sales record to your account on the Tyms Accounting Software

Sales represent the revenue generated from selling products or providing services. Sales can be added manually or imported from a spreadsheet document, which is particularly useful for recording bulk sales details. Importing sales directly reduces the time required to create records and enhances consistency by minimizing the risk of human error.

Tyms allows you to import sales data in bulk to save time and improve accuracy. Under Sales, you can import three types of records:

• Invoices: customer has not paid yet

• Receipts: payment has been received in full

• Prepaid Income: payment received in advance and recognized over time

Below is a brief guide on how to import sales to your record.

Step 1: Manually Importing Sales Data to Tyms

A. Invoice Import

1. Click on the “New Button" and select “Invoice Import” from the options.

2. Click Click here to download a sample spreadsheet for invoice upload

3. Download the spreadsheet template provided. This template will guide you on how to format your data for a smooth import.

4. Open the downloaded template and enter your data following the column headers and required fields format.

   • (Note: Ensure each entry is accurate to avoid import errors).

   • date: Date of the sales transaction

   • description: A short note or description of the sale

   • document_number: Unique ID or reference for the sale

   • item_name: Name of the item sold / Service provided

   • item_price: Price per item

   • item_quantity: The quantity of the item sold or service provided

   • category: Sales account from your chart of accounts

   • currency: Transaction currency in ISO format (e.g., NGN, USD)

   • contact_name: Customer full name

   • contact_email: Customer email address

   • contact_phone: Customer phone number

   • payment_type: Payment method (Bank or Cash)

   • payment_account: Account the customer paid into (bank account number)

   • is_prepayment: TRUE or FALSE

   • prepayment_duration: Duration in months to split the prepayment

   • amount_paid: Amount received from the customer

   • shipping_fee: Shipping fee collected

   • discount: Discount percentage

   • project_name: Project name (must already exist in Tyms)

   • client_name: Client name (if project-based)

   • tax: Tax percentage

   • wht: Withholding tax percentage

   • branch_name: Branch name

   • department_name: Department name

   • employee_name: Employee who performed the transaction

5. Save your file in xls, xlsx, or CSV file format.

B. Import Receipt

Receipt means the payment has been made in full.

1. Click on the “New Button" and select “Sales Import” from the options.

2. Click Click here to download a sample spreadsheet for sales upload

3. Download the spreadsheet template provided. This template will guide you on how to format your data for a smooth import.

4. Open the downloaded template and enter your data following the column headers and required fields format.

Note: Receipt import uses all the same columns as Invoice import, excluding: amount_paid, is_prepayment, prepayment_duration, shipping_fee, and wht

5. Save your file in xls, xlsx, or CSV file format.

C. Prepaid Income Import

Prepaid Income refers to payments received in advance, which are recognized over a set duration.

Note: Prepaid Income import uses all the same methods and columns as Invoice import.

Step 2: Upload the saved sales data document

1. Once your file is saved in the recommended format, go back to Tyms, and upload the saved file.

   • (Note: Before uploading your file on Tyms, select the appropriate Date Format from the dropdown, this will make it easy to identify and process the date columns).

2. Optionally if you want the uploaded data to be saved as drafts, check the box "Save all the uploaded data as draft" before proceeding.

3. Once you have uploaded, click on the "Next button"

Step 3: Map and Review the Data

1. Tyms will auto-detect the best matches for each field in your file to match Tyms fields.

   • Ensure all required fields (marked with a red asterisk, *) are mapped correctly. and adjust mappings as needed to ensure data accuracy.

2. After mapping, preview the mapped data to confirm everything is correctly matched.

3. If any adjustments are needed, click the “Prev” button to re-map fields.

4. Once you’re satisfied with the mappings, click “Upload” to proceed with the import.

This process allows you to efficiently import your sales data while ensuring all fields are correctly mapped and ready for use in Tyms.