Basic Accounting Sample

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Excel Skills
Skills || Basic
Basic Accounting
Accounting Template
Template
About
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template
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Excel Skills | Basic Accounting Template
Instructions
www.excel-skills.com
This innovative accounting template enables users to record income & expenses and automatically produces a trial balance
income statement, cash flow statement and balance sheet. The template is easy to use and can be customized by editing
the default accounts and adding an unlimited number of additional accounts. It also accommodates sales tax calculations
and multiple bank accounts. After completing the initial template setup, the template can be rolled forward or back by simply
changing the reporting year in a single input cell.
Note: The main difference between our Basic and Service Based accounting templates is that the Service Based template
also includes customer details and invoicing. If you do not need to produce invoices for customers, the Basic accounting
template should be used.
The template includes the following sheets:

Setup - enter your business name to change the headings on all the sheets and customize the sales tax codes and bank
codes. The sales tax codes & percentages are used to calculate sales tax on all income & expense transactions and bank
codes can be used to allocate transactions to multiple bank accounts. The first financial year, reporting year and year-end
input cells determine the monthly periods that are included on the trial balance, income statement, cash flow statement and
balance sheet.
Groups - this sheet contains the default list of account groups that are used in this template. You can customize the
descriptions of the account groups but we do not recommend changing the account group keys. Additional account groups
can be added and inserted in the appropriate location on the income statement, cash flow statement and balance sheet.
TB - this sheet contains a full list of the accounts that are included in the template and a trial balance which is automatically
calculated based on the transactions that are entered on the Income and Expenses sheets. The default accounts list can be
customized by editing the existing accounts or by inserting new rows for additional accounts. The period for which the tria
balance is calculated is determined by the month-end period that is selected at the top of the sheet in column G.
Income - all income and other receipt related transactions should be entered on this sheet. The columns with yellow column
headings require user input and the columns with light blue column headings contain formulas that should be copied for al
new transactions that are added to the sheet.
Expenses - all expense and other payment transactions should be entered on this sheet. The columns with yellow column
headings require user input and the columns with light blue column headings contain formulas that should be copied when
adding new transactions to the sheet. We also recommend entering all journals on this sheet.
IS - the monthly income statement on this sheet is automatically compiled based on the transactions that are recorded on the
Income and Expenses sheets. The 12 monthly periods that are included in the report are determined based on the reporting
year that is specified on the Setup sheet.
CFS - the monthly cash flow statement on this sheet is automatically compiled based on the income statement and balance
sheet calculations.
BS - the monthly balance sheet on this sheet is automatically compiled based on the transactions that are recorded on the
Income and Expenses sheets. All the line items are set to report account group totals but you can include individual accounts
by changing the keys in column A.
Bank - this sheet contains an analysis of bank account movements on a daily basis (for the selected month) and on a
monthly basis for the current financial year. Aside from selecting the bank code and month, no user input is required on this
sheet.
SalesTax - this sheet contains a monthly analysis of sales tax calculations. All the calculations on this sheet are automated
and can be used for sales tax returns. You can also display monthly values based on individual sales tax codes by selecting
the appropriate sales tax code at the top of the sheet.
Setup
The first step in setting up the template for your business is to enter your business name at the top of the Setup sheet. You
business name is included as a heading on all the other sheets. You also need to enter the first financial year & the reporting
year, select a year-end month and maintain your sales tax & bank codes on the Setup sheet.
Page 3 of 52
Instructions
The first financial year that is entered on the Setup sheet is very important because it determines the first period that will be
included in the template calculations. The year that is specified in this input cell also determines the effective date for which
opening balance sheet balances should be entered in column C on the TB sheet.
Page 4 of 52
Instructions
Note: Once you have set the first financial year that needs to be included in the template, you need to use a trial balance as
at the end of the previous financial year (as generated in your previous accounting solution) to enter the balance shee
opening balances in column C on the TB sheet. The total of all the balance sheet opening balances needs to be nil in orde
for the balance sheet to balance.
This template can only be used for full financial years. The template does not make provision for entering opening balances
for income statement items and you therefore need to start with data for a full financial year. If you therefore switch from
another accounting solution to our template, you need to recapture all your income & expenses as from the first day of the
first financial year that is included in the template.
The reporting year that is entered on the Setup sheet determines the 12 monthly periods that are included on the income
statement, cash flow statement and balance sheet. The IS, CFS and BS sheets include 12 monthly periods - these periods
and the calculations that are automatically performed on these sheets can therefore be amended by simply changing the
reporting year on the Setup sheet to include a new 12-month financial period in these reports.
Note: The first financial year basically needs to be set once when you start using the template but the reporting year can be
used to roll the 12-month financial period that is included in the template forward or back by simply changing the year in this
cell. The template can be used for multiple financial years and all template calculations are updated automatically when you
change the reporting year.
You also need to select the appropriate year-end month from an input cell on the Setup sheet. This selection is used to
determine the start date and the end date of each financial year and also determines the date on which opening balance
sheet balances need to be included on the TB sheet.
Sales Tax Codes
The template accommodates an unlimited number of sales tax codes. You can include as many sales tax codes as you wan
by editing the default list of sales tax codes on the Setup sheet and adding additional sales tax codes by inserting the
required number of additional rows, entering a sales tax code (use letters between A and Z) and entering the appropriate
sales tax percentage.
The sales tax codes that are included in the list on the Setup sheet are automatically included in the drop-down lists in the
Sales Tax Code columns on the Income and Expenses sheets and the relevant percentages are automatically used to
calculate the sales tax amounts on the same sheets.
We have also included a SalesTax sheet which is automatically calculated and requires no user input. This sheet contains a
monthly analysis of sales tax amounts and can be used to populate sales tax returns. The calculations can also be displayed
for a specific sales tax code by simply selecting the appropriate code from the list box at the top of the sheet. When you then
clear the contents of the list box, totals for all sales tax codes are displayed.
Bank Accounts
The template also accommodates an unlimited number of bank accounts. You can include as many bank accounts as you
want by editing the default list of bank account codes on the Setup sheet and adding additional bank account codes by
inserting the required number of additional rows, entering a bank account code and entering a description of the bank
account. You also then need to copy the formulas in columns D and E (indicated with light blue cell background) from one o
the existing bank account codes.
Note: When adding bank account codes, we recommend inserting new rows anywhere above the JC bank account code and
using a two character bank code for all new bank accounts. The JC bank account code is reserved for journal entries and the
default code for this bank code should not be changed. Journals do not really have a cash effect but we are using the JC
code to facilitate including general ledger journal type entries in the template.
Page 5 of 52
Instructions
All the bank codes that are added to the Setup sheet are automatically included in the drop-down list boxes on the Income
and Expenses sheets and are available for selection immediately after being added to the Setup sheet. If the default numbe
of bank account codes (four including petty cash) is not sufficient for your requirements and you have added additional bank
account codes to the Setup sheet, you also need to add these bank account codes to the TB and BS sheets.
Page 6 of 52
Instructions
Note: It is very important that you add the additional bank account codes to the TB and BS sheets otherwise your tria
balance and balance sheet will not balance!
The bank accounts on the TB sheet are part of the control accounts section at the bottom of the sheet. If you need to add
additional bank codes, we recommend doing so above the JC bank account (BS-BJC in column A). Adding the additiona
bank account codes is a simple exercise - insert the required number of additional rows and copy the formulas from one o
the existing bank account rows. The template will automatically display your bank account codes in the same sequence as
they are included on the Setup sheet.
After adding the additional bank account codes to the TB sheet, you also need to add the new codes to the BS sheet. The
procedure to follow is again really simple - insert the required number of additional rows above the JC bank account code
(BS-BJC key in column A) and copy the formulas from one of the existing rows. You can copy the entire row to ensure tha
you have included the formulas in all columns. The formulas will automatically pick up the correct bank account codes.
Note: If an additional bank account has been added to the Setup sheet and not included on the TB or BS sheets, the
appropriate row will contain an "add!" status in column D or E. This indicates that the bank account still needs to be added to
the appropriate sheet.
Note: We have also included a Bank sheet in the template which enables users to analyse bank account movements in a lo
more detail especially when preparing bank reconciliations. This sheet enables users to select a bank account code and
month at the top of the sheet in order to display daily and monthly bank account movements. Aside from selecting the bank
code and month, the sheet requires no user input.
Input Error Codes
The input error codes at the bottom of the sheet are included for information purposes only and provide users with a reason
for the error codes that may be encountered when entering transactions on the Income and Expenses sheets. These erro
codes are covered in more detail in the Error Codes section of these instructions.
Account Groups
The accounts that are included on the income statement, cash flow statement and balance sheet are based on a pre-defined
account structure which consists of pre-defined account groups that are used to populate the appropriate line items. A
detailed list of these account groups is included on the Groups sheet.
Note: Changes to the Groups sheet do not influence any of the calculations on the other sheets and only have an effect on
the account group descriptions that are included on the IS, CFS and BS sheets. If you want to make changes to our defaul
account groups, we only recommend doing so if absolutely necessary and that you customize existing account groups before
considering adding new account groups. Customizing similar, existing account groups which are not required is a lot easie
than adding new account groups.
Note: If you do not change any of the default account groups, it is not necessary to review the rest of the instructions in the
Account Groups section.
The description of line items on the balance sheet can be changed quite easily by changing the description of the
appropriate account group on the Groups sheet and then changing the account descriptions of the appropriate accounts
which are included in the account group on the TB sheet. Account groups can accommodate up to 100 individual accounts
which are linked to the account group by the same first 5 account number characters.
Example: The account group key for property, plant & equipment (cost) is BS-00 and the account group is included as a
group total on the balance sheet (key of BS-00G) which means that all accounts that start with BS-00 will be included in this
account group total on the balance sheet. The default account number for Land & Buildings (cost) is BS-0005 which starts
with BS-00 and therefore forms part of this account group.
Page 7 of 52
Instructions
The same account integration principle is applied to most balance sheet account groups where the default integration is to
report account group totals (as indicated by the "G" at the end of the account group keys). Although it is not difficult to add
new account group keys to the Groups sheet and to then include the new keys in the balance sheet or income statement
there is a risk of balance sheet imbalances occurring if the cash flow statement movements are not included correctly. We
therefore recommend completing the following steps if you want to add new account groups to the income statement o
balance sheet:
Page 8 of 52
Instructions
■ Scan the Groups sheet for similar items which you are not going to use. For an item to be similar, it needs to be of the
same nature as the item that you want to add. For example, current assets can only be replaced by other current assets and
liabilities can only be replaced by other liabilities. If the items differ in nature, you should add a new account group instead o
using an existing one.
■ If no suitable existing item can be found, insert a new row and add a new account group by entering the appropriate
account group key and a description for the account group. When adding keys, you need to stick to the principle of a five
character key which is unique and account numbers that need to be linked to this key, need to also start with the same five
characters followed by a number between 00 and 99.
■ When adding new account groups, we suggest using the next available account group number after the "BS-". The defaul
balance sheet account groups end after "BS-20" which means that the first available account group is "BS-21". The defaul
income statement account groups end after "IS-10" which means that the first available account group is "IS-11".
■ After adding the appropriate account group to the Groups sheet, go to the TB sheet and add the required individua
accounts which need to be included in the account group total on the balance sheet. Remember that the appropriate accoun
numbers all need to start with the same first five characters as the account group and refer to the New Accounts section o
these instructions for guidance on adding new accounts to the TB sheet.
■ Next, you need to add the new account group to the income statement or balance sheet. This is relatively simple - find a
similar income statement or balance sheet item, insert a row above or below it, copy the entire row from the existing item into
the new empty row and then change the account key in column A so that the new account group that you just created on the
Groups sheet will be included in the calculations in the new line. For example, if your new account group has been created
as BS-21, the key in column A on the balance sheet should be "BS-21G". Only similar items with a green key in column A
should be used - the items with orange keys are custom formulas which cannot be copied for similar line items!
■ After adding the new account group to either the income statement or balance sheet, make sure that the total that this item
is included in is correct. For most income statement or balance sheet items, this should automatically be the case but in
some instances especially with regards to the income statement, you may need to edit some of the default formulas to
ensure that the new account group is taken into account in the relevant totals.
■ Next, if you have added a new balance sheet account group, you will also need to make changes to the cash flow
statement. Income statement items are included in a cash flow statement by including a profit or loss from the income
statement and it therefore probably won't be necessary to make changes to the cash flow statement if you have added a new
income statement account group.
■ If necessary, find a similar balance sheet item on the cash flow statement (CFS sheet), insert a new row above or below it
copy the entire row from the existing, similar line item and enter the new key in column A. Only similar items with a green key
in column A should be used - the items with orange keys are custom formulas which cannot be copied for similar line items!
■ You also need to ensure that the appropriate total on the cash flow statement includes the new account group which has
been added otherwise your balance sheet may not balance.
As you can see, it becomes relatively complex when needing to add new account groups to the template and it is therefore
much easier to change the descriptions of one of the existing line items in order to accommodate new or renamed accoun
groups.
Note: Refer to the Account Integration section of the instructions for guidance on how to include individual accounts on the
income statement or balance sheet. This section is part of the main Trial Balance section below.
Chart Of Accounts & Trial Balance
The TB sheet has a dual purpose - it contains the chart of accounts which represents a detailed list of the account numbers
which are available for the allocation of transactions & the reporting of transaction totals and it contains a detailed tria
balance which is automatically calculated based on the transactions that are recorded on the Income and Expenses sheets
and allocated to accounts in the Account Number columns.
Chart of Accounts
Page 9 of 52
Instructions
The default chart of accounts on the TB sheet includes all the individual accounts that have been created in each of the
default account groups. Account groups constitute the first 5 characters of the account number and the individual accoun
numbers are represented by the next two characters in the account numbers. Each account group can therefore
accommodate up to 100 account numbers (00 to 99).
Page 10 of 52
Instructions
Note: The template has been designed based on a fixed account number format. All account numbers start with a two
character code which identifies whether an account is an income statement account (IS) or a balance sheet account (BS
followed by a hyphen, the two-digit account group (as listed on the Groups sheet) and a two-digit account number. This
default account number format should not be deviated from otherwise the template calculations may not be accurate.
The template can be customized for your business by reviewing the accounts that are included for each account group (as
per the Groups sheet), changing the account descriptions in column B (where required) and inserting additional accounts i
the number of accounts that are provided for in the default chart of accounts are not sufficient.
Additional accounts can be created on the TB sheet by inserting a new row, entering the appropriate account number
entering an account description and copying the formulas in columns E to H from one of the existing rows. We also
recommend inserting the new row in the appropriate location based on the account number sequence (in an ascending
order). The list boxes in the Account Number columns on the Income and Expenses sheets include the accounts in the same
sequence as on the TB sheet - if account numbers are therefore not added in the correct order, it may be confusing when
selecting accounts.
Note: All new accounts need to be created within the existing account group structure (as per the Groups sheet) otherwise
the template calculations may not be accurate and your balance sheet may not balance. New account groups can be created
as per the Account Groups section of the instructions.
Note: You can also delete any of the default accounts that are included in the chart of accounts on the TB sheet if they are
not required for your business. Just be careful when doing so - if you have allocated transactions to an account and you
subsequently delete it, it may cause errors and template imbalances!
Account Integration
The template provides for including accounts as a group total or as individual accounts on the income statement, cash flow
statement and balance sheet. If an account is integrated on an account group basis on the IS, CFS or BS sheets, the key in
column A should contain the appropriate account group number followed by a "G". If an account is integrated on an individua
account basis, the key in column A on the IS, CFS or BS sheets should be the full account number with no additiona
characters at the end.
Note: If the accounts in an account group are integrated on an individual account number basis, you need to manually add
all the individual accounts to the appropriate sheet in order to ensure that all accounts that are included in the appropriate
account group are included on the appropriate sheet. If an individual account in the appropriate account group is omitted and
transactions are allocated to it, the balance sheet may not balance.
If you stick to the default account numbers and do not add any new accounts, you do not need to be concerned about the
integration because all accounts will be included correctly. If you make changes to the account groups or account numbers, i
is important to ensure that you have added account groups or accounts where necessary otherwise the template calculations
may become inaccurate.
We have therefore added an account status in column H on the TB sheet where it is necessary to check the integration of an
account (not necessary for control accounts). This column can have any of the following statuses:
■ Group - individual account balances will be included as a group total on the income statement or balance sheet.
■ Account - individual account balances will be included on the income statement or balance sheet.
■ Error! - this status means that an account number has been created but no integration could be found for the new accoun
number. You should check the account number format that you have entered and correct it if necessary. If the accoun
number is correct, the error is probably the result of the account number not being included on the income statement o
balance sheet.
Page 11 of 52
Instructions
■ Double! - this status means that an account number integration has been added for the account number on both the
individual account number and account group basis. If the integration for an account group is set up in such a way tha
accounts are integrated individually, you cannot also integrate the accounts on a group basis because the affected accoun
balances will be included twice. The template calculations will be inaccurate if there is double integration. If individua
account integration is applied, all the individual accounts that form part of an account group need to be included individually
on the income statement or balance sheet.
Note: If any row on the TB sheet contains an error or double status, the appropriate cell will be highlighted in red until the
error is fixed. These errors usually result in imbalances on the balance sheet and therefore need to be fixed before the
template calculations will be accurate.
Page 12 of 52
Instructions
Note: Only the Income and Expenses account groups (excluding interest, taxation, dividends & other income and expenses
are integrated on an individual account basis by default. If you therefore add additional accounts to these account groups o
change any of the default account numbers in these sections, you will need to manually make the same changes to the
appropriate items on the IS sheet.
Note: If you need to add a line to any section of the income statement or balance sheet, insert a new row in the appropriate
location, copy the formulas in all columns from one of the existing rows and change the key in column A to the appropriate
full account number. The calculations will be updated automatically and the error on the TB sheet in the Status column
should be resolved.
Control Accounts
Control accounts are accounts that have a specific purpose in the context of the template design and can therefore not be
edited or selected for the allocation of transactions. These accounts are automatically calculated based on the transactions
that are recorded on the Income & Expenses sheets and are included individually on the balance sheet and cash flow
statement. This is also why all the control accounts are included in a separate section below the other accounts on the TB
sheet.
Note: Control accounts include all the individual bank accounts, a trade debtors account, trade creditors account and a
retained earnings account. These accounts are integral to the proper functioning of the template and should not be amended
in any way (aside from adding additional bank accounts if required).
Opening Balances
If you are using the template for an existing business, you will need to enter the appropriate balance sheet opening balances
as at the end of the year before the first financial year that is included in the template (as specified on the Setup sheet) in
column C on the TB sheet. The template can only be used for full financial years and opening balances can therefore only be
entered for balance sheet accounts.
If you switch to our accounting template during the financial year, you need to enter the balance sheet accounts opening
balances for the previous financial year as the template opening balances in column C on the TB sheet and record al
transactions from the first day of the financial year on the Income and Expenses sheets.
Note: The balance sheet opening balances should be based on a trial balance produced in your previous accounting solution
as at the end of the financial year immediately before the first financial year that is included in the template. After entering al
the opening balances, you also need to make sure that the total at the bottom of the TB sheet is nil otherwise your balance
sheet will not balance.
Note: The opening balances of all asset accounts should be entered as positive values and the opening balances of al
liability & equity accounts should be entered as negative values. This should be exactly as they are reflected on the tria
balance in your previous accounting software.
All the opening balances that need to be entered on the TB sheet contain yellow cell backgrounds. The opening balances fo
the individual bank balances, the trade debtors line and the trade creditors line in the Control Accounts section howeve
contain light blue cell backgrounds. This is because the subsequent movement in these opening balances will have an effec
on the cash flow during the first financial period that is included in the template. These opening balances should therefore be
entered on the Income or Expenses sheets and will be calculated automatically on the TB sheet based on the formulas
which have been included in column C.
Note: The total of all opening balances in column C on the TB sheet should still be nil and the formulas in the cells with ligh
blue column headings in the control accounts section should not be amended in any way or replaced by values otherwise the
template calculations will be inaccurate. If the total in column C is not nil, it is not as a result of any formula but as a result o
opening balances not being entered correctly. DO NOT therefore change any of the formulas in the cells with light blue cel
backgrounds!
Page 13 of 52
Instructions
The opening balance for each of the bank codes that are included on the Setup sheet should be entered on the Income
sheet as positive values. The month-end date of the month that precedes the first financial year which is specified on the
Setup sheet should be entered in the invoice/document date and payment date columns. This approach will ensure that the
opening bank balances are calculated correctly on the TB sheet.
Page 14 of 52
Instructions
Example: If the opening B1 bank balance is $5,000 and the first day of the financial year is 1 March, an opening bank
balance transaction needs to be recorded on the Income sheet with an inclusive invoice amount of $5,000, a document date
& payment date of 28 February, an exempt sales tax code (with a zero sales tax percentage), a bank code of B1 and a
payment amount of $5,000. This balance will then be included automatically as the opening B1 bank balance in column C on
the TB sheet.
The opening trade debtors balance should also be entered on the Income sheet. You can enter the total in one row or ente
the outstanding invoices individually (we recommend the latter because all outstanding invoices may not be paid on the
same date). The invoice date that is entered in column B should be before the first day of the first financial year that is
specified on the Setup sheet and the payment date should be the actual payment date (which will obviously be after the firs
day of the first financial year that is included in the template because the invoice is outstanding at the beginning of the firs
financial year).
Example: If a company's year-end is February and the opening trade debtor balance at 28 February of the year before the
first financial year which is included in the template consists of two invoices, enter the actual invoice dates in the Invoice
Date column (the invoices should be dated on or before 28 February). The payment date column can be left blank until the
invoices are paid and the actual date when the payment is received should be entered in the Payment Date column with the
actual payment amount in the Payment Amount column. The opening trade debtor balance will then automatically be
calculated and included on the TB sheet.
The opening trade creditors balance should be entered on the Expenses sheet (as a positive amount). You can enter the
total in one row or enter the outstanding invoices individually (we recommend the latter because all outstanding invoices may
not be paid on the same date and will also probably be paid to different suppliers). The document date should be before the
first day of the first financial year that is included in the template (as per the Setup sheet) and the payment date should be
left blank until the appropriate supplier has been paid.
Example: If the opening trade creditor balance at 1 March consists of two invoices, enter the actual invoice dates in the
Document Date column (the invoices should be dated on or before 28 February). The payment date column can be left blank
until the invoices are paid and the actual date when the invoices are paid then needs to be entered in the Payment Date
column. The opening trade creditors balance will then be calculated automatically and included on the TB sheet as a
negative amount because trade creditors are liabilities.
Note: When recording opening balances for bank accounts, trade debtors and trade creditors on the Income and Expenses
sheets, we recommend assigning these entries to a balance sheet account and using a sales tax code which does not resul
in the calculation of sales tax (code E in the standard template). Any balance sheet account can be used but we recommend
using account BS-0799 which is the Cash Transfer Control account.
Trial Balance
The TB sheet effectively combines the chart of accounts and trial balance features. The trial balance consists of the opening
balances at the start of the reporting period (which is specified on the Setup sheet), the account movement for the
appropriate financial year and the closing balance at the end of the selected monthly period during the current financial year
All of these trial balance calculations are automatically calculated and included in columns E to G on the TB sheet.
Note: The closing balances in column G are calculated based on the monthly period which is selected at the top of the shee
in the cell with the yellow cell background. If the reporting year on the Setup sheet is amended in such a way that the
selected monthly period does not fall within the current financial year, this cell will be highlighted in red. You then need to
select a valid month in order for the red highlighting to be removed.
The monthly periods that are available for selection are the same as the monthly periods that are included on the monthly
income statement, cash flow statement and balance sheet. You are therefore able to view a trial balance for any of the
monthly periods in the current financial year by simply selecting the appropriate monthly period from the list box at the top o
column G.
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A trail balance for any previous financial period which has been included in the template can also be viewed by simply
changing the reporting year on the Setup sheet and then selecting the appropriate monthly period from the list box at the top
of column G on the TB sheet.
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Adding new bank accounts
The template includes five default bank codes but you can add an unlimited number of additional bank codes (or accounts
by adding the appropriate bank account codes & descriptions to the Setup sheet. The new bank codes then also need to be
added manually to the control accounts section on the TB sheet.
This is actually a very simple exercise - simply insert the required number of new rows anywhere between the existing bank
accounts in the control account section and copy the entire row from one of the existing bank account rows. All the formulas
are automatically calculated & updated with the correct bank codes.
Note: Also remember that opening balances for all bank accounts need to be recorded on the Income sheet. If you add
additional bank accounts to the TB sheet, the opening balances also need to be added to the Income sheet.
Recording Transactions - Income
All income and other receipt transactions should be recorded on the Income sheet. User input is only required in the columns
with yellow column headings. All the columns with light blue column headings contain formulas which should be copied when
adding new transactions to the sheet.
Note: All the transactions that are recorded on the Income sheet need to be entered in a continuous cell range otherwise
some transactions may not be included in the template calculations. You should therefore not insert any blank rows between
the rows that contain data.
The Income sheet contains the following user input columns:

Invoice Number - enter your invoice number or the appropriate transaction reference for cash receipt transactions. This
column should always contain a value - if you do not issue document numbers for all your invoices & receipts, any unique
transaction reference can be used.
Invoice Date - enter the date of the tax invoice or the bank statement date for cash receipt transactions. We've added data
validation to this column to ensure that only valid dates are entered - you therefore need to ensure that you enter dates in
accordance with the regional date settings that are specified in the System Control Panel.
Customer - enter the name of the customer. If the Auto Complete feature is enabled, you should be able to accept its
suggestion of the customer name after entering only a few characters. Note that it is important to enter customer names
accurately if you want to use the Filter feature to display only the transactions for a specific customer.
Description - enter a transaction description in this column.
Tax Inclusive Amount - enter the transaction amount inclusive of sales tax. Income and receipts should be entered as
positive amounts but if you have an expense or payment type transaction that is of an income or receipt nature, the
transaction can be entered as a negative value. For example, entering a credit note that relates to an invoice that has been
recorded previously. In most instances, expenses should however be recorded on the Expenses sheet.
Tax Code - this column contains a drop-down list which enables you to select one of the tax codes which have been added
to the Setup sheet. The sales tax percentage which is applied to the transaction is determined based on the sales tax code
that is selected. If your business is not registered for sales tax purposes, all transactions should be recorded by using a sales
tax code which has a zero percentage on the Setup sheet. If no sales tax code is selected, no sales tax will be calculated.
Bank Code - this column contains a drop-down list which includes all the bank codes that have been added to the Setup
sheet. Select the bank code of the bank account that will be affected by the particular transaction. Note that it is imperative
that a bank code is assigned to each transaction.
Account Number - the drop-down list in this column contains all the account codes (and descriptions) that have been
created on the TB sheet. You therefore need to create the appropriate account on the TB sheet before transactions can be
allocated to the account. An account number should be selected for every transaction otherwise template imbalances may be
encountered.
Payment Amount - when a customer pays an invoice, the payment amount should be entered into this column.
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Payment Date - enter the actual payment date in this column. The date that should be entered in this column should be the
date on which the payment was received from the customer. The payment date and payment amount should be left blank i
payment has not been received from the customer - the outstanding amount will then be included in trade debtors. Note tha
the payment date should always be greater than or equal to the invoice date.
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Instructions
The Income sheet contains the following calculated columns - the formulas in these columns should be copied when adding
new transactions to the sheet.
Outstanding Balance - if an invoice has not been paid in full, the outstanding balance will be reflected in this column. The
outstanding balance is determined based on the balance date that is entered in cell K2 at the top of the sheet. If the balance
date contains no value, the current system date will be used to determine which invoices are currently outstanding. You can
therefore use the balance date input cell to calculate the trade debtors balance as at any user defined date.
Exclusive Amount - the formula in this column deducts the sales tax amount from the inclusive invoice amount in order to
calculate an amount excluding sales tax. For accounting purposes, the exclusive amounts are allocated to the income
statement, the sales tax amounts are allocated to the sales tax control account and the inclusive amounts are allocated to
trade debtors or bank (depending on whether the amounts have been paid or not).
Sales Tax Amount - this column contains a formula which calculates the sales tax amount based on the tax code that has
been selected in column F. Sales tax will only be calculated if a sales tax code has been selected in column F. The
calculation is based on the sales tax percentages that are specified on the Setup sheet.
Inclusive Amount - this column is based on the inclusive invoice amount which the user enters in column E.
Unique INV - the formula in this column is used to determine whether the invoice number is unique. Invoices can be entered
in multiple lines and this formula is used to prevent the duplication of the calculation of outstanding invoice balances.
Error Code - this column will contain an error code if there is a problem with the input in any of the previous columns. All the
error codes that are displayed in this column should therefore be corrected in order to ensure that all the template
calculations remain accurate. Refer to the Error Codes section of these instructions for more information about the reasons
for an error code and how to resolve it.
Note: The drop-down lists in the Account Number column contains both the account number and description but only the
account number should be selected when allocating transactions. Excel doesn't actually allow the inclusion of two columns in
a drop-down list but we have implemented a work around to provide the account description together with the accoun
number in the drop-down list. The disadvantage of this work around is that you will not be able to enter account numbers
you either need to select the account number from the list or copy a similar transaction that you have entered before. The
column will also contain an error indicator which refers to a data validation error - this is to be expected because of the work
around that we implemented and can safely be ignored.
All the transactions that are entered on the Income sheet are automatically updated to the other sheets in this template. It is
therefore imperative that all transactions are entered according to the guidance that is outlined in this section of the
instructions otherwise it could result in imbalances in the template.
Filtering Transactions
All the column headings on this sheet contain a filter selection arrow - this feature indicates that the Filter feature has been
activated for the data on this sheet. This Excel feature is very useful when you need to filter the data that forms part of a
table based on the filter criteria that are available after clicking the selection arrow.
Example: If you only want to display the income transactions for a particular invoice or payment month, you can filter the data
based on the Invoice Date or Payment Date column by selecting the appropriate date filter from the filter menu that is
displayed after clicking the selection arrow. After reviewing the filtered data, simply select the "Clear filter" option in the
filtered column in order to remove the filter and to display all the transactions on the worksheet.
Note that the visible row numbers are typically displayed in blue when a filter has been applied to the sheet. New
transactions should not be entered while a filter is active on the sheet - if you see blue row numbers, all filters need to be
removed before data is entered in the next blank row otherwise the Excel table may not extend automatically to include the
new transaction.
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Instructions
The sheet also contains totals above the column headings for all columns which contain values and which are suitable fo
the calculation of transaction totals. The formulas in these cells result in only the transactions that are visible on the
worksheet being included in the calculation of the appropriate totals. If you therefore print the sheet while a filter is in effect
the totals above the column headings will be calculated accurately and only include the transactions that have been printed.
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Instructions
Invoices with Multiple Lines
If an invoice consists of multiple lines, the invoice needs to be entered by repeating the invoice number, invoice date and
customer name in all the rows that relate to the invoice. When the invoice is paid in full, the payment dates need to be
repeated in all the lines that relate to the particular invoice and the payment amounts can be copied from the inclusive
invoice values for each line.
If a multiple line invoice is partially paid, the payment date and payment amount of the first payment can be entered in the
first line that relates to the particular invoice and the other lines need to be left blank. This will ensure that the outstanding
invoice balance contains only the part of the invoice which has not been paid. When the next payment is made, the nex
payment amount and date needs to be entered and if there is still an unpaid part, it will be included in the outstanding
balance calculation.
Partial Payments
If a partial payment of an invoice occurs, you should only enter the amount that has actually been paid in the Paymen
Amount column and the appropriate payment date in the Payment Date column. The unpaid balance will automatically be
reflected as the outstanding balance for the appropriate invoice.
When the remaining outstanding part of the invoice is subsequently paid, there may not be space to enter the next paymen
date and amount if the invoice was included in a single line. You therefore need to insert a new row below the original invoice
row, copy the original invoice line into the new row, replace the value in the Tax Inclusive Amount column with a zero value
and enter the new payment amount & date into the row that has been added. These steps need to be repeated if more than
two payments are made for any invoice and there aren't sufficient lines to record payment dates & amounts.
Trade Debtors Balances
If you want to view the list of invoices which make up any of the monthly trade debtor balances on the balance sheet, simply
enter the appropriate month-end date as the balance date in cell K2 and then use the filter arrow next to the column heading
in the outstanding balance column to deselect all zero values. All the invoices with balances at the appropriate month-end
date will then be displayed.
Note: If the total of all the outstanding invoices does not agree to the balance sheet total, make sure that you have entered a
unique invoice number for all invoices in column A and that there are no blank values in column A. If you leave invoice
numbers blank, it may result in inaccurate outstanding balance calculations if any of the blank entries have not been paid in
full.
Recording Transactions - Expenses
All expenses and other payment transactions should be recorded on the Expenses sheet. We also recommend entering al
journal entries on this sheet. User input is only required in the columns with yellow column headings. All the columns with
light blue column headings contain formulas which should be copied when adding new expense transactions to the sheet.
Note: All the transactions that are recorded on the Expenses sheet need to be entered in a continuous cell range otherwise
some transactions may not be included in the template calculations. You should therefore not insert any blank rows between
the rows that contain data.
The Expenses sheet contains the following user input columns:

Document Date - enter the supplier invoice date, date of other supporting document or the bank statement date. We've
added data validation to this column to ensure that only valid dates are entered - you therefore need to ensure that you ente
dates in accordance with the regional date settings that are specified in the System Control Panel.
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Supplier - enter the name of the supplier. If the Auto Complete feature is enabled, you should be able to accept its
suggestion of the supplier name after entering only a few characters. Note that it is important to enter supplier names
accurately if you want to use the Filter feature to display only the transactions for a specific supplier.
Reference - enter a reference for the transaction in this column. For example, this could be the supplier invoice number or a
more general reference like "Debit Order" or "Bank Statement".
Description - enter a transaction description in this column.
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Tax Inclusive Amount - enter the transaction amount inclusive of sales tax. Expenses and payments should be entered as
positive amounts but if you have an income or receipt type transaction that is of an expense or payment nature, the
transaction can be entered as a negative value. For example, entering a supplier claim that relates to a supplier invoice
which has been recorded previously. In most instances, income and receipt transactions should however be recorded on the
Income sheet.
Tax Code - this column contains a drop-down list which enables you to select one of the tax codes which have been added
to the Setup sheet. The sales tax percentage which is applied to the transaction is determined based on the sales tax code
that is selected. If your business is not registered for sales tax purposes, all transactions should be recorded by using a sales
tax code which has a zero percentage on the Setup sheet. If no sales tax code is selected, no sales tax will be calculated.
Bank Code - this column contains a drop-down list which includes all the bank codes that have been added to the Setup
sheet. Select the bank code of the bank account that will be affected by the particular transaction. Note that it is imperative
that a bank code is assigned to each transaction.
Account Number - the drop-down list in this column contains all the account codes (and descriptions) that have been
created on the TB sheet. You therefore need to create the appropriate account on the TB sheet before transactions can be
allocated to the account. An account number should be selected for every transaction otherwise template imbalances may be
encountered.
Payment Date - enter the actual payment date in this column. The date that should be entered in this column should be the
date on which the payment is made to the supplier. The payment date should be left blank if payment has not been made to
the supplier - the outstanding balance will then be included in trade creditors. Note that the payment date should always be
greater than or equal to the document date.
The Expenses sheet contains the following calculated columns - the formulas in these columns should be copied when
adding new transactions to the sheet.
Outstanding Balance - if an expense has not been paid in full, the outstanding balance will be reflected in this column. The
outstanding balance is determined based on the balance date that is entered in cell J2 at the top of the sheet. If the balance
date contains no value, the current system date will be used to determine which invoices are currently outstanding. You can
therefore use the balance date input cell to calculate the trade creditors balance as at any user defined date.
Exclusive Amount - the formula in this column deducts the sales tax amount from the tax inclusive amount in order to
calculate an amount excluding sales tax. For accounting purposes, the exclusive amounts are allocated to the income
statement, the sales tax amounts are allocated to the sales tax control account and the inclusive amounts are allocated to
trade creditors or bank (depending on whether the amounts have been paid or not).
Sales Tax Amount - this column contains a formula which calculates the sales tax amount based on the tax code that has
been selected in column F. Sales tax will only be calculated if a sales tax code has been selected in column F. The
calculation is based on the sales tax percentages that are specified on the Setup sheet.
Inclusive Amount - this column is based on the tax inclusive amount which the user enters in column E.
Error Code - this column will contain an error code if there is a problem with the input in any of the previous columns. All the
error codes that are displayed in this column should therefore be corrected in order to ensure that all the template
calculations remain accurate. Refer to the Error Codes section of these instructions for more information about the reasons
for an error code and how to resolve it.
Note: The drop-down lists in the Account Number column contains both the account number and description but only the
account number should be selected when allocating transactions. Excel doesn't actually allow the inclusion of two columns in
a drop-down list but we have implemented a work around to provide the account description together with the accoun
number in the drop-down list. The disadvantage of this work around is that you will not be able to enter account numbers
you either need to select the account number from the list or copy a similar transaction that you have entered before. The
column will also contain an error indicator which refers to a data validation error - this is to be expected because of the work
around that we implemented and can safely be ignored.
All the transactions that are entered on the Expenses sheet are automatically updated to the other sheets in this template. I
is therefore imperative that all transactions are entered according to the guidance that is outlined in this section of the
instructions otherwise it could result in imbalances in the template.
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Instructions
Filtering Transactions
All the column headings on this sheet contain a filter selection arrow - this feature indicates that the Filter feature has been
activated for the data on this sheet. This Excel feature is very useful when you need to filter the data that forms part of a
table based on the filter criteria that are available after clicking the selection arrow.
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Instructions
Example: If you only want to display the transactions for a particular invoice or payment month, you can filter the data based
on the Document Date or Payment Date column by selecting the appropriate date filter from the filter menu that is displayed
after clicking the selection arrow. After reviewing the filtered data, simply select the "Clear filter" option in the filtered column
in order to remove the filter and to display all the transactions on the worksheet.
Note that the visible row numbers are typically displayed in blue when a filter has been applied to the sheet. New
transactions should not be entered while a filter is active on the sheet - if you see blue row numbers, all filters need to be
removed before data is entered in the next blank row otherwise the Excel table may not extend automatically to include the
new transaction.
The sheet also contains totals above the column headings for all columns which contain values and which are suitable fo
the calculation of transaction totals. The formulas in these cells result in only the transactions that are visible on the
worksheet being included in the calculation of the appropriate totals. If you therefore print the sheet while a filter is in effect
the totals above the column headings will be calculated accurately and only include the transactions that have been printed.
Trade Creditors Balances
If you want to view the list of expenses which make up any of the monthly trade creditor balances on the balance sheet
simply enter the appropriate month-end date as the balance date in cell J2 and then use the filter arrow next to the column
heading in the outstanding balance column to deselect all zero values. All the expenses with balances at the appropriate
month-end date will then be displayed.
Recording Transactions - Transfers between Bank Accounts
When funds are transferred between two bank accounts, both the deposit and withdrawal entries need to be recorded. We
recommend recording both entries on the Expenses sheet. The deposit entry should be recorded by selecting the bank
account into which the funds are transferred and entering the transfer amount as a negative value. The withdrawal entry
should be recorded by selecting the bank account from which the funds are transferred and entering a positive amount.
All transfers between bank accounts should be allocated to the Cash Transfer Control account (BS-0799). By using this
default account for all bank transfers, you can easily determine when only one of the entries (deposit or withdrawal) has been
recorded.
Note: You can check whether the balance of the Cash Transfer Control account is nil by selecting the appropriate month end
from the list box in cell G3 on the TB sheet and checking whether the balance for account BS-0799 is nil. If the balance is no
nil, the transactions for the appropriate period should be reviewed in order to determine why the allocations to the Cash
Transfer Control account do not result in a nil balance.
Note: Petty cash transactions should be treated in the same way as transactions that are processed through a bank account
This means that petty cash reimbursements should also be treated as transfers between bank accounts and allocated to the
Cash Transfer Control account. Both the withdrawal out of the appropriate bank account and the "deposit" of cash into the
petty cash account should therefore be recorded.
Recording Transactions - General Ledger Journal Entries
We recommend that all general ledger journal type entries are also recorded on the Expenses sheet. We have basically
created a specific bank code for the recording of journal entries so that these transactions will not have any cash effect when
recorded incorrectly.
The debit part of the journal entry should be recorded as a positive value and the credit part should be recorded as a
negative value on the Expenses sheet. Both entries should be allocated to the JC bank code.
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Instructions
Note: If the debit and credit parts of all journal entries balance to a total of nil, the JC bank account should always have a ni
balance. If you therefore notice that the JC bank account has a balance, it means that you have made an error in recording
some of your journal entries. You can then filter the Expenses sheet for all transactions with a bank code of JC and filter the
document dates for the appropriate month in order to review all the journal entries for the particular month.
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Instructions
Error Codes
The following error codes may result from inaccurate input on the Income and Expenses sheets and will be displayed in the
Error Code columns. The heading of the affected input column will be highlighted in orange:
■ E1 - this error code means that the payment date on the Income or Expenses sheet is before the invoice or documen
date. These errors can be rectified by either amending the appropriate invoice or document date or amending the
appropriate payment date.
■ E2 - this error code means that the account number that has been selected on the Income or Expenses sheet is invalid. Al
the accounts that have been entered on the TB sheet will be included in the account number list boxes and the error can
therefore be rectified by simply selecting a valid account number from the list box. New accounts must be created on the TB
sheet before being available for selection.
■ E3 - this error code means that the bank account code that has been selected is invalid. All the bank account codes tha
have been created on the Setup sheet will be included in the bank code list boxes and the error can therefore be rectified by
simply selecting a valid bank account code from the list box. New bank account codes must be created on the Setup shee
before being available for selection.
Note: Input errors may result in inaccurate template calculations and it is therefore imperative that all errors are resolved
before reviewing the income statement, cash flow statement and balance sheet. These errors may in fact also cause the
balance sheet not to balance.
Income Statement
All the transactions that are recorded on the Income and Expenses sheets are automatically updated to the monthly income
statement which is included on the IS sheet. All of these income statement accounts are reflected exclusive of any sales tax
that may be applicable to the source transactions.
The income statement includes 12 monthly periods, an annual total and a column for comparison to a prior year. The
reporting periods are based on the reporting year which is specified on the Setup sheet. If you want to amend the 12 month
reporting period, you only need to change the reporting year on this sheet in order for the reporting period and al
calculations on the IS sheet to be updated.
The default account integration has been set up in such a way that the turnover, operating expenses, staff costs and
depreciation & amortization account groups are the only ones that are integrated on an individual account basis. All othe
account groups are integrated on a group basis which means that all the accounts that are included in the appropriate
account groups are included in one total line on the income statement.
Note: You can easily identify a group integration on the income statement, cash flow statement and balance sheet by the key
in column A ending in a "G". If the key does not end in a "G" but includes complete account numbers, it means that the
appropriate lines are integrated on an individual account basis.
When an account group is integrated on an individual account basis and you make changes to the account numbers on the
TB sheet or if you add new accounts to the account group, you basically also need to make the same changes to the income
statement or balance sheet. This means that you either need to update the key in column A if the account numbers have
been changed or that you need to insert additional lines for new accounts, copy the formulas from one of the existing lines
and edit the key in column A to reflect the new account number(s).
The same process can be followed if you want to change the integration of an account group from account group reporting
(with the "G" at the end) to individual account reporting. Additional lines need to be added for all the account numbers tha
form part of the appropriate account group, the formulas in all columns on the sheet can be copied from the existing line and
the keys in column A then need to be replaced by the full account numbers. It may also be necessary to update the
appropriate total or profit line which the account groups forms part of.
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Instructions
Note: If you change the reporting of any account group from group to individual reporting and you do not include all accoun
numbers on the income statement, your balance sheet may not balance. It is therefore imperative that you add all individua
accounts to the appropriate account group if it is set up to report on an individual account basis. Refer to the TB sheet and
more specifically the Status column where all integration errors will be highlighted in red.
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Instructions
Note: If you are not going to use any of the default account groups which have been included on the income statement, we
suggest hiding the rows instead of deleting them. If you do decide to delete the rows containing the affected account groups
you may have to fix some of the total or profit calculations. After deleting the account groups, you should also delete the
individual accounts on the TB sheet that are linked to the appropriate account groups so that no transactions can be
allocated to these account groups.
Cash Flow Statement
All the transactions that are recorded on the Income and Expenses sheets are also automatically updated to the monthly
cash flow statement which is included on the CFS sheet. No user input is required on this sheet.
Note: The same principles with regards to account group integration as included in the Income Statement section applies to
the cash flow statement. We do not however recommend changing the default account group integration on this sheet. Mos
account groups are set to report on an account group total basis and there is no real benefit in switching to individua
account integration on the cash flow statement.
Note: The only changes that may be required are the addition of new lines if you have added any new account groups to the
template. You then basically need to copy a line of a similar nature (which has a green key in column A) and change the key
in column A so that the monthly amounts are calculated based on the new account group.
Note: All the keys in column A which are reflected in orange contain custom calculations relating to specific control accounts
which should not be copied for any new account group lines.
Balance Sheet
All the transactions that are recorded on the Income and Expenses sheets are also automatically updated to the monthly
balance sheet which is included on the BS sheet. No user input is required on this sheet.
The balances sheet account integration is set up to report account group totals for most of the balance sheet items. The
exception is the individual bank accounts in the current assets section which all report individually. If you therefore add
additional bank codes to the Setup sheet, you also need to add additional rows in this section to include the new bank codes
in the balance sheet. You only need to insert the required number of additional rows and copy the formulas from one of the
existing bank account lines to complete this process. The formulas will automatically pick up the correct bank codes.
If you want to change the account integration for any line on the balance sheet from group reporting to individual reporting
you again need to insert the required number of additional rows, copy the formulas from the existing line and replace the
account group key in column A with the full account numbers. If you do not add all the accounts that form part of the
appropriate account group, your balance sheet may not balance.
Note: If you convert one or more account groups from account group reporting to individual account reporting, you may also
need to update the appropriate total column on the balance sheet.
Note: Only the balance sheet items with green account keys can be changed to individual account reporting. The items with
orange keys are control accounts which have unique formulas which cannot be used for any of the other line items on the
balance sheet.
Balance Sheet Imbalances
We have included two rows below the balance sheet that contain control totals which indicate whether the balance sheet is in
balance. The first row indicates whether the balance sheet balances (which means that the total assets equal the total equity
& liabilities) and the second row indicates whether the total of all the bank account balances on the balance sheet agrees to
the monthly closing cash balance on the cash flow statement.
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Instructions
Both control totals should always display an "ok" text string but if there is a problem with the appropriate control total, an
"error" message which is highlighted in orange will be displayed. This error message means that there is an imbalance in the
template and the value of the imbalance will be displayed above the error message for balance sheet errors and below the
error message for cash flow statement errors.
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Instructions
We recommend completing the following steps when encountering errors:

■ Review the Income and Expenses sheets and ensure that there are no error codes in the Error Code columns. The Erro
Code columns on both sheets should contain no error codes - if an error code is displayed in any transaction row, refer to the
Error Codes section of these instructions for guidance on the reason why an error code is displayed and the corrective action
that needs to be taken.
■ Review the Income and Expenses sheets and ensure that a bank code has been allocated to all transactions. If there are
any blank cells in the Bank Code column, select the appropriate bank code from the list box.
■ Review the Income and Expenses sheets and ensure that a valid account number has been selected for all transactions. I
there are any blank cells in the Account Number column, select a valid account number from the drop-down list.
■ Review the invoice date, document date and payment date columns on the Income and Expenses sheets and ensure tha
all dates have been entered in accordance with the regional date settings that are specified in the System Control Panel. A
quick way of checking this is to format the appropriate date column as values - all valid dates will then be displayed as values
and invalid date entries will still be displayed as text which looks like a date. After reviewing all dates, remember to undo the
value formatting otherwise the contents of the affected date column will contain values instead of dates.
■ Open the Setup sheet and ensure that all additional bank accounts have been added to the TB and BS sheets. If a bank
account has not been added to these sheets, the status in column D or E will show as "add!". Refer to the Setup - Bank
Accounts section of the instructions for guidance on how to add bank accounts to the appropriate sheet. Once the bank
account has been added, the status will automatically change to "ok".
■ Open the TB sheet and ensure that the template opening balances (column C) add up to a total of nil. If your opening
balances don't balance, the balance sheet will also not balance.
■ Review the Status column on the TB sheet and ensure that there are no items that are highlighted in red. If an item is
highlighted in red and contains an error message, it indicates that the appropriate account group has been set to report on
an individual account basis and that the highlighted account has not been added to the income statement or balance sheet
If an item is highlighted in red and contains a double error, it means that the account group has been integrated on the
individual account number basis but that the group integration (ending in a "G") is also still active on the income statement o
balance sheet. The row with the group integration in the Key column on the income statement or balance sheet therefore
needs to be deleted.
■ Review the income statement, cash flow statement and balance sheet and check that there are no duplicate keys in
column A. If you duplicate an account number or group key, the balance sheet will not balance.
If you've completed all of the above steps and still cannot resolve the imbalance on the balance sheet, contact our Suppor
function for assistance. You probably need to send us your version of the template so that we can determine what the cause
of the imbalance is.
Bank Account Movement Analysis
We have included the Bank sheet to enable users to analyse bank account movements for any bank account on a daily and
monthly basis. The only user input that is required on this sheet is to select the appropriate bank code and monthly period
from the drop-down lists at the top of the sheet.
Note: If you want to display the bank account movement totals for all bank codes, simply clear the contents of the bank code
input cell. If no monthly period is selected, the calculations will default to the last month of the current financial year.
Note: Negative values that have been included on the Expenses sheet are deemed to be Income and therefore included in
the Income columns. Transactions that have been allocated to the JC general journal bank code are not included in the
calculations on this sheet.
Sales Tax Analysis
Page 31 of 52
Instructions
We have also included an additional sheet which enables users to analyse sales tax movements on a monthly basis. The
SalesTax sheet breaks the movement in the sales tax control account (BS-1700) down into its individual components which
makes it easier to determine amounts that need to be filled in on sales tax returns and to determine the amounts that have
been paid. If your business is not subject to sales tax, this sheet can be deleted.
The main components of the sales tax control account are output tax, input tax and payments. The output tax totals are
calculated based on the Sales Tax Amount column on the Income sheet, the input tax totals are calculated based on the
Sales Tax Amount column on the Expenses sheet and the Payment column includes all transactions on the Income and
Expenses sheets that have been allocated to account BS-1700.
Page 32 of 52
Instructions
Note: All sales tax payments that are made should be recorded on the Expenses sheet and allocated to the sales tax contro
account while all sales tax refunds that are received should be recorded on the Income sheet and allocated to the sales tax
control account.
The Inclusive section provides the monthly totals inclusive of sales tax - as per the Income sheet for the Output column and
as per the Expenses sheet for the Input column. These totals are usually required when completing sales tax returns.
The net monthly column is calculated by deducting the monthly input tax value from the monthly output tax value and
therefore represents the net monthly sales tax liability (or asset if the input exceeds the output). The effective monthly sales
tax percentages are also calculated and included on the sheet.
Note: The calculations on the SalesTax sheet can also be displayed for individual sales tax codes by simply selecting the
appropriate sales tax code from the list box at the top of the sheet. The content of this list box can then simply be cleared to
display the total of all sales tax codes.
Roll Forward for Subsequent Financial Periods
After specifying the first financial year on the Setup sheet and including the appropriate opening balances in column C on the
TB sheet, the template can be rolled forward for subsequent financial years quite easily. All you need to do in order to roll the
template forward for subsequent financial years or back for previous financial years is to amend the reporting year on the
Setup sheet.
When you change the reporting year, the monthly reporting periods on all the sheets that are included in the template are
automatically changed and all calculations are automatically updated. You therefore do not need to save a separate version
of the template for each financial year - you simply continue adding transactions to the Income and Expenses sheets and
use the reporting year setting on the Setup sheet to navigate between financial years.
Template Settings
The functionality that has been included in this accounting template uses data validation, conditional formatting and named
cell ranges in order to validate all user input and to produce the reports that form part of this template. Most of the formulas
that are used in this template are based on named cell ranges that include the first 3,000 rows on the Income and Expenses
sheets. When the number of transactions that you've recorded on the Income and Expenses sheets reaches this limit, you
will therefore have to extend the default number of rows in order to include all your transactions in the template calculations.
The named cell ranges can be extended by accessing the main Insert menu, selecting Name, and selecting Define in orde
to open the Define Name dialog box. The calculations that include the transactions on the Income and Expenses sheets are
all based on the "Records" named range. This named cell range includes a default value of 3,000 - you can therefore extend
the number of transactions that are included in the template calculations by simply entering a new value for this named range
and clicking the OK button.
The data validation features that are used to validate user input on the Income and Expenses sheets have been
implemented in the first 3,000 rows on these sheets. Before you reach this limit, you can simply copy one of the blank rows
before row 3,000 and paste the cells in this row into the required number of additional rows. This will result in all the data
validation features being copied to the target cell range.
Help & Customization
Page 33 of 52
Instructions
If you experience any difficulty while using this template and you are not able to find the appropriate guidance in these
instructions, please e-mail us at support@excel-skills.com for assistance. This template has been designed with flexibility in
mind to ensure that it can be used in most business environments. If however you need an Excel based template that is
customized specifically for your business requirements, please e-mail our Support function and provide a brief explanation o
your requirements.
Page 34 of 52
Instructions
© Copyright
This template remains the intellectual property of www.excel-skills.com and is protected by international copyright laws. Any
publication or distribution of this template outside the scope of the permitted use of the template is expressly prohibited. In
terms of the permitted use of this template, only the distribution of the template to persons within the same organisation as
the registered user or persons outside the organisation who can reasonably be expected to require access to the template
as a direct result of the use of the template by the registered user is allowed. Subsequent distribution of the template by
parties outside of the organisation is however expressly prohibited and represents an infringement of international copyrigh
laws.
Page 35 of 52
Example (Pty) Limited
Setup
© www.excel-skills.com
Business Name Example (Pty) Limited
Report Setup
First Day:
First Financial Year * 2019 3/1/2018 * Should be set once when you start using the template
First Day:
Reporting Year ** 2019 3/1/2018 ** Change annually to roll reporting periods forward or back
Year End Month February

On
On this
this sheet:
sheet:
Sales Tax Enter
Enter your
your business
business namename and and maintain
maintain sales
sales tax
tax percentages
percentages & & bank
bank codes.
codes. YouYou can
can also
also add
add an
an
Code Description Percentage
unlimited
unlimited number
number of of sales
sales taxtax codes
codes andand bank
bank account
account codes.
codes. Specify
Specify the
the first
first financial
financial year
year that
that
you
you want
want to
to include
include inin the
the template
template and
and set
set your
your year-end
year-end and
and reporting
reporting year.
year. The
The 12-month
12-month
A Standard Sales Tax 1 14.0% reporting
reporting period
period that
that is
is included
included on on the
the monthly
monthly income
income statement,
statement, cash
cash flow
flow statement
statement andand
B Standard Sales Tax 2 15.0% balance
balance sheet
sheet isis determined
determined by by the
the reporting
reporting year
year that
that is
is specified
specified which
which means
means thatthat the
the template
template
C Standard Sales Tax 3 0.0% can be rolled forward or back by simply changing the reporting year. All the template
can be rolled forward or back by simply changing the reporting year. All the template calculations calculations
E Exempt 0.0% are
are then
then automatically
automatically updated.
updated.
Z Zero Rated 0.0%
End of list
Bank Accounts
Code Description TB Status BS Status
B1 B1 Bank Account ok ok
PC PC Petty Cash ok ok
JC GL Journal Control ok ok
End of list
Input Error Codes

Code Reason
E1 Payment date is before the invoice / document date
E2 Account number is invalid
E3 Bank code is invalid
January
February
March
April
May
June
July
August
September
October
November
December
Page 36 of 52
Account Group Setup
Group
Group Description
Key
BS-00 Property, Plant & Equipment - Cost
BS-01 Property, Plant & Equipment - Accum Dep
BS-02 Intangible Assets - Cost On
On this
this sheet:
sheet:
BS-03 Intangible Assets - Amortization This
This sheet
sheet contains
contains the
the default
default list
list of
of account
account groups
groups that
that are
are used
used in
in this
this
template.
template. You
You can
can customize
customize thethe descriptions
descriptions of of the
the account
account groups
groups but
but wewe do
do
BS-04 Investments
not
not recommend
recommend changing
changing thethe account
account group
group keys.
keys. Additional
Additional account
account groups
groups
BS-05 Loans & Advances can
can be
be added
added as as detailed
detailed inin the
the template
template instructions.
instructions.
BS-07 Cash On Hand
BS-09 Other Debtors
BS-13 Accruals
BS-14 Dividends Payable
BS-15 Provision for Taxation
BS-16 Other Provisions
BS-17 Sales Tax
BS-18 Long Term Liabilities
BS-19 Reserves
BS-20 Shareholders' Contributions
IS-01 Income From Services
IS-03 Operating Expenses
IS-04 Staff Costs
IS-05 Depreciation & Amortization
IS-06 Interest Paid
IS-07 Taxation Paid
IS-08 Other Expenses
IS-09 Other Income
IS-10 Dividends Paid
Control Accounts
BS-B Bank Accounts
BS-RC Trade Debtors
BS-PA Trade Creditors
BS-RT Retained Earnings - Opening
BS-IN Retained Earnings - Current
Page 37 of 52
Trial Balance & Chart of Accounts 2/28/2018 2/28/2018
© www.excel-skills.com 28 Feb 2018 28 Feb 2018 28 Feb 2019
Account Template: Trial Balance: Account Trial Balance:
Account Description
Number Opening Balance Opening Balance Movement Closing Balance
BS-0005 Land & Buildings - Cost - - - -
BS-0010 Plant & Equipment - Cost - - - -
BS-0015 Furniture & Fittings - Cost 120,500.00 120,500.00 15,450.00 135,950.00
BS-0020 Office Equipment - Cost 63,250.00 63,250.00 10,200.00 73,450.00
BS-0025 Computer Equipment - Cost - - - -
BS-0030 Other Assets - Cost - - - -
BS-0105 Land & Buildings - Accum Depreciation - - - -
BS-0110 Plant & Equipment - Accum Depreciation - - - -
On
Onthis sheet:The
thissheet: The opening
opening balance
balance sheet
sheet balances
balances should
should be
be entered
entered in
in column
column C
C on
on this
this sheet.
sheet. A
A trial
trial
BS-0115 Furniture & Fittings - Accum Depreciation (22,000.00) (22,000.00) (18,232.00) (40,232.00)
balance
balance at at the
the end
end of
of the
the year
year before
before the
the first
first financial
financial yearyear that
that is
is set
set on
on the
the Setup
Setup sheet
sheet should
should be be used
used
BS-0120 Office Equipment - Accum Depreciation (12,500.00) for (12,500.00) (12,190.00) (24,690.00)
for this
this purpose.
purpose. Note
Note that
that the
the Bank,
Bank, Trade
Trade Debtors
Debtors and and Trade
Trade Creditors
Creditors opening
opening balances
balances are are calculated
calculated
BS-0125 Computer Equipment - Accum Depreciation - and
and therefore
therefore need
need to
-to be
be included
included onon the
- Income
the Income and and Expenses -
Expenses sheets.
sheets. The
The default
default list
list of
of accounts
accounts can can
BS-0130 Other Assets - Accum Depreciation - be
be customized
customized by by adding
adding
- additional
additional accounts
accounts
- to
to the
the list,
list, changing
changing
- the
the descriptions
descriptions ofof existing
existing accounts
accounts
BS-0205 Goodwill - Cost -
or
or deleting
deleting accounts.
accounts. The sheet also contains
- The sheet also contains-
aa detailed
detailed trial
trial balance which can be displayed for any of
- balance which can be displayed for any of
the
the appropriate
appropriate monthly
monthly periods
periods byby simply
simply selecting
selecting the the appropriate
appropriate monthmonth end
end at
at the
the top
top of
of the
the sheet.
sheet.
BS-0210 Trademarks - Cost - - - -
BS-0215 Software - Cost 147,200.00 147,200.00 - 147,200.00
BS-0305 Goodwill - Accum Amortization - - - -
BS-0310 Trademarks - Accum Amortization - - - -
BS-0315 Software - Accum Amortization (29,440.00) (29,440.00) (14,720.00) (44,160.00)
BS-0400 Investments 150,000.00 150,000.00 30,750.00 180,750.00
BS-0500 Loans & Advances 12,000.00 12,000.00 (12,000.00) -
BS-0700 Cash On Hand - - - -
BS-0799 Cash Transfer Control - - - -
BS-0900 Other Debtors - - - -
BS-0905 Prepayments 15,000.00 15,000.00 (15,000.00) -
BS-1300 Accruals - - - -
BS-1305 Payroll Accruals - - - -
BS-1310 Interest Payable - - - -
BS-1405 Dividends Payable - - (50,000.00) (50,000.00)
BS-1505 Provision For Taxation - - - -
BS-1610 Provision For Bonuses - - - -
BS-1700 Sales Tax Control (20,240.00) (20,240.00) 3,121.35 (17,118.65)
BS-1805 Long Term Loans (200,000.00) (200,000.00) (16,249.61) (216,249.61)
BS-1900 Reserves - - - -
BS-2000 Shareholders' Contributions (100.00) (100.00) - (100.00)
IS-0105 Software Sales - (1,721,190.00) (1,721,190.00)
IS-0110 Advertising Income - (196,920.00) (196,920.00)
IS-0115 Commission Received - (22,340.00) (22,340.00)
IS-0305 Accounting Fees - 24,000.00 24,000.00
IS-0310 Advertising & Marketing - 143,643.00 143,643.00
IS-0315 Bank Charges - 1,180.00 1,180.00
IS-0320 Commission - 27,850.00 27,850.00
IS-0325 Computer Expenses - 3,476.52 3,476.52
IS-0330 Consumables & Cleaning - 2,500.00 2,500.00
IS-0335 Entertainment - - -
IS-0340 Insurance - 3,840.00 3,840.00
IS-0345 Office Expenses - 996.34 996.34
IS-0350 Office Rent - 144,000.00 144,000.00
IS-0355 Postage - 523.65 523.65
IS-0360 Professional & Legal Fees - 5,652.17 5,652.17
IS-0365 Stationery - 2,491.30 2,491.30
IS-0370 Subscriptions & Memberships - 5,200.00 5,200.00
IS-0375 Telephone & Internet - 8,867.28 8,867.28
IS-0380 Training - 4,043.48 4,043.48
IS-0385 Travelling & Accommodation - 13,705.26 13,705.26
IS-0390 Utilities - - -
IS-0405 Salaries & Wages - Staff - 548,600.00 548,600.00
IS-0410 Salaries & Wages - Management - 685,720.00 685,720.00
IS-0505 Depreciation - 30,422.00 30,422.00
IS-0510 Amortization - 14,720.00 14,720.00
IS-0600 Interest Paid - 19,367.24 19,367.24
IS-0700 Taxation - 70,765.00 70,765.00
IS-0800 Other Expenses - - -
IS-0805 Foreign Exchange Loss - - -
IS-0810 Loss on Disposal of Assets - - -
IS-0900 Other Income - (1,929.85) (1,929.85)
IS-1000 Dividends - 50,000.00 50,000.00
End of list - add accounts above this row
Control Accounts
BS-BB1 B1 Bank Account 45,250.50 45,250.50 296,156.22 341,406.72
BS-BB2 B2 Bank Account 61,500.00 61,500.00 (26,719.35) 34,780.65
BS-BB3 B3 Bank Account - - 9,457.00 9,457.00
BS-BPC PC Petty Cash 1,000.00 1,000.00 (5.00) 995.00
BS-BJC GL Journal Control - - - -
BS-RCG Trade Debtors 146,376.00 146,376.00 (53,316.00) 93,060.00
BS-PAG Trade Creditors (45,153.00) (45,153.00) (15,886.00) (61,039.00)
BS-RTG Retained Earnings (432,643.50) (432,643.50) - (432,643.50)
- - - -
Page 38 of 52
Example (Pty) Limited Balance Date
Income & Other Receipts 2/28/2019 2/28/2019
© www.excel-skills.com 2,503,207.95 2,471,297.95 93,060.00 2,228,530.35 274,677.60 2,503,207.95
Invoice Tax Inclusive Tax Bank Payment Outstanding Exclusive Sales Tax Inclusive Unique Error
Number Invoice Date Customer Description Amount Code Code Account Number Payment Amount Date Balance Amount Amount Amount INV Code
IN0051 2/10/2018 DF Manufacturing Software Sales 35,796.00 A B1 BS-0799 35,796.00 3/1/2018 - 31,400.00 4,396.00 35,796.00 Y -
IN0052 2/18/2018 CC Supplies Software Sales 110,580.00 A B1 BS-0799 110,580.00 3/10/2018 - 97,000.00 13,580.00 110,580.00 Y -
OB 2/28/2018 Opening Balance Opening Bank Balance 45,250.50 E B1 BS-0799 45,250.50 2/28/2018 - 45,250.50 - 45,250.50 Y -
OB 2/28/2018 Opening Balance Opening Bank Balance 61,500.00 E B2 BS-0799 61,500.00 2/28/2018 - 61,500.00 - 61,500.00 N -
OB 2/28/2018 Opening Balance Opening Bank Balance - E B3 BS-0799 - 2/28/2018 - - - - N -
OB 2/28/2018 Opening Balance Opening Bank Balance 1,000.00 E PC BS-0799 1,000.00 2/28/2018 - 1,000.00 - 1,000.00 N -
REC0020 3/1/2018 ABC Bank Interest Received On this sheet: 150.01 E B2 IS-0900 150.01 3/1/2018 - 150.01 - 150.01 Y -
On this sheet:
REC0021 Record all
all sales
3/7/2018
Record transactions
transactions and
ERP Software
sales and cash receipts
receipts in
cashCommission the
the columns
columns with
inReceived with yellow
yellow column
column headings
1,710.00 A
headings on
on this
B1 this sheet. The
The columns
IS-0115
sheet. columns 1,710.00 3/7/2018 - 1,500.00 210.00 1,710.00 Y -
IN0053 with
with light
light blue
3/14/2018 blue column
column headings
IT Solutions headings contain
contain formulas
Sales that
formulas
Software that should
should be
be copied for
for all
all new
copied12,880.00 newEtransactions
transactions
B1 that
that are
are added
added to
IS-0105 to the
the 12,880.00 4/13/2018 - 12,880.00 - 12,880.00 Y -
sheet.
sheet. All
All income
income transactions are included in trade
trade debtors
debtors && income based
based on on the invoice dates that are
are entered
entered in
IN0054 3/19/2018 IQ Bonds transactions are included
Softwarein Sales income125,018.10 theA invoiceB1dates thatIS-0105 in 125,018.10 4/10/2018 - 109,665.00 15,353.10 125,018.10 Y -
column
column B. B. When
When an an invoice
invoice is
is paid
paid by
by the
the customer,
customer, simply
simply enter
enter the
the payment
payment amount
amount & & payment
payment date
date and
and the
the transaction
transaction
REC0022 3/25/2018
amount is Google AdSense
automatically removed from Advertising
trade Income
debtors and included in the 12,500.00
appropriate E
bank B2
balance. IS-0110
Sales tax codes, bank 12,500.00 4/5/2018 - 12,500.00 - 12,500.00 Y -
amount is automatically removed from trade debtors and included in the appropriate bank balance. Sales tax codes, bank
REC0023 codes
codes and
and account
4/1/2018 ABC Bank
account numbers
numbers can can be
be selected
Interestfrom
selected the
Received
from the drop-down
drop-down lists
lists in
in the appropriate
the120.65 E columns.
appropriate B2
columns. Outstanding
IS-0900 balances
Outstanding balances 120.65 4/1/2018 - 120.65 - 120.65 Y -
REC0024 4/7/2018 ERP can
can bebe displayed
Software displayed byby simply
simply entering
entering
Commission the
the appropriate
Received appropriate balance
balance date
date at
1,380.00 at the
B top
the top of
B1the
of the sheet.
sheet.
IS-0115 1,380.00 4/7/2018 - 1,200.00 180.00 1,380.00 Y -
IN0055 4/9/2018 WC Financial Advisors Software Sales 137,482.50 B B1 IS-0105 137,482.50 5/9/2018 - 119,550.00 17,932.50 137,482.50 Y -
IN0056 4/22/2018 DF Manufacturing Software Sales 20,033.00 B B1 IS-0105 20,033.00 5/9/2018 - 17,420.00 2,613.00 20,033.00 Y -
REC0025 4/25/2018 Google AdSense Advertising Income 10,300.00 E B2 IS-0110 10,300.00 5/5/2018 - 10,300.00 - 10,300.00 Y -
REC0026 5/1/2018 ABC Bank Interest Received 160.23 E B2 IS-0900 160.23 5/1/2018 - 160.23 - 160.23 Y -
IN0057 5/5/2018 GP Accountants Software Sales 106,950.00 B B1 IS-0105 106,950.00 5/10/2018 - 93,000.00 13,950.00 106,950.00 Y -
IN0058 5/7/2018 Energy Incorporated Software Sales 9,464.50 B B1 IS-0105 9,464.50 6/6/2018 - 8,230.00 1,234.50 9,464.50 Y -
REC0027 5/7/2018 ERP Software Commission Received 1,610.00 B B1 IS-0115 1,610.00 5/7/2018 - 1,400.00 210.00 1,610.00 Y -
IN0060 5/31/2018 CC Supplies Software Sales 67,907.50 B B1 IS-0105 67,907.50 6/30/2018 - 59,050.00 8,857.50 67,907.50 Y -
IN0061 6/26/2018 DF Manufacturing Software Sales 154,100.00 B B1 IS-0105 154,100.00 7/26/2018 - 134,000.00 20,100.00 154,100.00 Y -
IN0063 7/11/2018 PTY Consultants Software Sales 135,700.00 B B1 IS-0105 135,700.00 7/16/2018 - 118,000.00 17,700.00 135,700.00 Y -
IN0064 7/22/2018 WW Retail Software Sales 17,480.00 B B1 IS-0105 17,480.00 8/21/2018 - 15,200.00 2,280.00 17,480.00 Y -
IN0065 8/13/2018 EC Estate Agents Software Sales 132,250.00 B B1 IS-0105 132,250.00 9/12/2018 - 115,000.00 17,250.00 132,250.00 Y -
IN0066 8/17/2018 The Paint Shop Software Sales 14,915.50 B B1 IS-0105 14,915.50 9/16/2018 - 12,970.00 1,945.50 14,915.50 Y -
IN0068 9/17/2018 TRF Solutions Software Sales 130,180.00 B B1 IS-0105 130,180.00 10/4/2018 - 113,200.00 16,980.00 130,180.00 Y -
IN0069 10/8/2018 EC Estate Agents Software Sales 25,564.50 B B1 IS-0105 25,564.50 10/13/2018 - 22,230.00 3,334.50 25,564.50 Y -
IN0070 10/8/2018 GP Accountants Software Sales 33,120.00 B B1 IS-0105 33,120.00 10/13/2018 - 28,800.00 4,320.00 33,120.00 Y -
IN0071 10/31/2018 The Paint Shop Software Sales 144,325.00 B B1 IS-0105 72,000.00 11/30/2018 - 125,500.00 18,825.00 144,325.00 Y -
IN0071 10/31/2018 The Paint Shop Software Sales - B B1 IS-0105 72,325.00 1/10/2019 - - - - N -
Page 39 of 52
Income & Other Receipts 2/28/2019 2/28/2019
© www.excel-skills.com 2,503,207.95 2,471,297.95 93,060.00 2,228,530.35 274,677.60 2,503,207.95
Invoice Tax Inclusive Tax Bank Payment Outstanding Exclusive Sales Tax Inclusive Unique Error
Number Invoice Date Customer Description Amount Code Code Account Number Payment Amount Date Balance Amount Amount Amount INV Code
IN0072 11/3/2018 PTY Consultants Software Sales 3,588.00 B B1 IS-0105 3,588.00 12/3/2018 (0.00) 3,120.00 468.00 3,588.00 Y -
IN0073 11/29/2018 CC Supplies Software Sales 15,180.00 B B1 IS-0105 15,180.00 12/21/2018 (0.00) 13,200.00 1,980.00 15,180.00 Y -
IN0074 11/29/2018 XX Building Supplies Software Sales 132,250.00 B B1 IS-0105 132,250.00 12/29/2018 - 115,000.00 17,250.00 132,250.00 Y -
IN0076 12/25/2018 IT Solutions Software Sales 13,045.00 E B1 IS-0105 13,045.00 1/11/2019 - 13,045.00 - 13,045.00 Y -
CN0011 1/5/2019 IT Solutions Module Discount (1,150.00) E B1 IS-0105 (1,150.00) 1/11/2019 - (1,150.00) - (1,150.00) Y -
REC0050 1/10/2019 ABC Bank Loan Received 50,000.00 E B2 BS-1805 50,000.00 1/10/2019 - 50,000.00 - 50,000.00 N -
IN0077 1/19/2019 PTY Consultants Software Sales 16,606.00 B B1 IS-0105 16,606.00 1/31/2019 - 14,440.00 2,166.00 16,606.00 Y -
IN0078 1/20/2019 GP Accountants Software Sales 141,910.00 B B1 IS-0105 110,000.00 2/26/2019 31,910.00 123,400.00 18,510.00 141,910.00 Y -
IN0078 1/20/2019 GP Accountants Software Sales - B B1 IS-0105 - - - - N -
IN0079 2/15/2019 WC Financial Advisors Additional Module 17,250.00 B B1 IS-0105 - 2/28/2019 - 15,000.00 2,250.00 17,250.00 N -
REC0055 2/25/2019 Google AdSense Advertising Income 24,350.00 E B2 IS-0110 24,350.00 24,350.00 24,350.00 - 24,350.00 Y -
IN0080 2/28/2019 XX Building Supplies Software Sales 36,800.00 B B1 IS-0105 36,800.00 36,800.00 32,000.00 4,800.00 36,800.00 Y -
Page 40 of 52
Expenses & Other Payments 2/28/2019 2/28/2019
© www.excel-skills.com 2,084,547.58 61,039.00 2,038,063.48 46,484.10 2,084,547.58
Document Tax Inclusive Tax Bank Payment Outstanding Exclusive Sales Tax Inclusive Error
Date Supplier Reference Description Amount Code Code Account Number Date Balance Amount Amount Amount Code
2/14/2018 XY Solutions S77782 Opening Balance 40,365.00 A B1 BS-0799 3/2/2018 - 35,407.89 4,957.11 40,365.00 -
2/17/2018 XY Traders Invoice 13432 Commission 4,788.00 A B1 BS-0799 3/20/2018 - 4,200.00 588.00 4,788.00 -
3/1/2018 IS Communications Invoice EXP22 Internet Service Provider 840.00 A B1 IS-0375 3/31/2018 - 736.84 103.16 840.00 -
3/2/2018 Newscorp I381119 Subscriptions 478.00 A B1 IS-0355 4/1/2018 - 419.30 58.70 478.00 -
3/5/2018 EAG Brokers Debit Order Insurance 364.80 A B1 IS-0340 3/5/2018 - 320.00 44.80 364.80 -
3/15/2018 Capital Bank Bank Statement Service Fees 57.00 A B1 IS-0315 3/15/2018 - 50.00 7.00 57.00 -
3/15/2018 Capital Bank Bank Statement Service Fees 34.20 A B2 IS-0315 3/15/2018 - 30.00 4.20 34.20 -
3/15/2018 IAS Accountants Invoice Monthly Accounting
On
On this
this sheet:
sheet: 2,280.00 A B1 IS-0305 4/2/2018 - 2,000.00 280.00 2,280.00 -
3/15/2018 Record
Record all
Interflora all expense
expense transactions
transactions
Cash and
and cash
cash payments
payments in
Flowers in the
the columns
columns with
with yellow
90.00column
yellow A headings
column headings
PC on
on this
this sheet.
sheet. The
IS-0345 The3/15/2018 - 78.95 11.05 90.00 -
3/18/2018
columns
columns
QQ
with
with light
International light blue
blue column
column headings
TR6998 headings contain
contain formulas
Parking formulas that
that should
should be copied
copied for
be120.00 for all newB1
A all new
transactions
transactions that
that are
IS-0385 are 3/18/2018 - 105.26 14.74 120.00 -
added
added to
to the
the sheet.
sheet. All
All expense
expense transactions
transactions are
are included
included in
in trade
trade creditors
creditors &
& expenses
expenses based
based on
on the
the document
document
3/20/2018 Example
dates (Pty) Ltd Transfer Inter Account Transfer paid, simply enter
(15,000.00)payment
E B2 BS-0799 3/20/2018 - (15,000.00) - (15,000.00) -
dates that
that are
are entered
entered in
in column
column A.
A. When
When an an expense
expense is is paid, simply enter the
the payment date
date and
and the
the transaction
transaction
3/20/2018 Example
amount
amount(Pty)
is Ltd Transfer
is automatically
automatically removed
removed fromInter
from Account
trade
trade Transferand
creditors
creditors and deducted
deducted from15,000.00
from the E
the appropriate
appropriate B1 balance.
bank
bank BS-0799
balance. Sales tax 3/20/2018
Sales tax - 15,000.00 - 15,000.00 -
3/26/2018 codes,
Example bank
(Pty)
codes, Ltd codes
bank and
and account
account numbers
codes Payroll Salariescan
numbers can be
be selected
selected from
from the
the drop-down
45,000.00 lists
drop-down E in
lists in the
the appropriate
B2
appropriate columns.
IS-0410
columns. 3/26/2018 - 45,000.00 - 45,000.00 -
3/26/2018 HP Outstanding
Outstanding balances
Finance balances can
can
Debit be
be displayed
Order displayed by simply
simply entering
byrepayment
Capital entering the
the appropriate
appropriate balanceE date
balance
2,582.74 date at the
atB1the top
top of the
the sheet.
ofBS-1805
sheet. 3/26/2018 - 2,582.74 - 2,582.74 -
3/26/2018 HP Finance Debit Order Interest paid 1,666.67 E B1 IS-0600 3/26/2018 - 1,666.67 - 1,666.67 -
3/26/2018 PR Properties Debit Order Rent 13,680.00 A B1 IS-0350 3/26/2018 - 12,000.00 1,680.00 13,680.00 -
3/26/2018 Example (Pty) Ltd Payroll Net Pay - Staff 35,000.00 E B2 IS-0405 3/26/2018 - 35,000.00 - 35,000.00 -
3/26/2018 Example (Pty) Ltd Payroll Deductions - Staff 7,200.00 E B2 IS-0405 4/6/2018 - 7,200.00 - 7,200.00 -
3/26/2018 Example (Pty) Ltd Payroll Deductions - Management 9,320.00 E B2 IS-0410 4/6/2018 - 9,320.00 - 9,320.00 -
3/26/2018 Example (Pty) Ltd Payroll Staff Loan Deduction (12,000.00) E B2 BS-0500 3/26/2018 - (12,000.00) - (12,000.00) -
3/31/2018 Example (Pty) Ltd Bank Statement Petty Cash Reimbursement 90.00 E B1 BS-0799 3/31/2018 - 90.00 - 90.00 -
3/31/2018 Example (Pty) Ltd Bank Statement Petty Cash Reimbursement (90.00) E PC BS-0799 3/31/2018 - (90.00) - (90.00) -
3/31/2018 Google Card Online Marketing 10,000.00 E B3 IS-0310 4/7/2018 - 10,000.00 - 10,000.00 -
4/1/2018 IS Communications Invoice EXP23 Internet Service Provider 850.00 B B1 IS-0375 5/1/2018 - 739.13 110.87 850.00 -
4/5/2018 EAG Brokers Debit Order Insurance 368.00 B B1 IS-0340 4/5/2018 - 320.00 48.00 368.00 -
4/5/2018 Example (Pty) Ltd Transfer Inter Account Transfer (10,000.00) E B3 BS-0799 4/5/2018 - (10,000.00) - (10,000.00) -
4/5/2018 Example (Pty) Ltd Transfer Inter Account Transfer 10,000.00 E B1 BS-0799 4/5/2018 - 10,000.00 - 10,000.00 -
4/12/2018 Interflora Cash Flowers 87.00 B PC IS-0345 4/12/2018 - 75.65 11.35 87.00 -
4/15/2018 Capital Bank Bank Statement Service Fees 80.00 B B1 IS-0315 4/15/2018 - 69.57 10.43 80.00 -
4/15/2018 IAS Accountants Invoice Monthly Accounting 2,300.00 B B1 IS-0305 5/3/2018 - 2,000.00 300.00 2,300.00 -
4/25/2018 Inland Revenue Return Sales Tax 33,599.45 E B1 BS-1700 4/25/2018 - 33,599.45 - 33,599.45 -
4/26/2018 Example (Pty) Ltd Payroll Salaries 45,000.00 E B2 IS-0410 4/26/2018 - 45,000.00 - 45,000.00 -
4/26/2018 Furniture City Invoice Furniture 17,767.50 B B1 BS-0015 5/26/2018 - 15,450.00 2,317.50 17,767.50 -
4/26/2018 HP Finance Debit Order Capital repayment 2,604.27 E B1 BS-1805 4/26/2018 - 2,604.27 - 2,604.27 -
4/26/2018 PR Properties Debit Order Rent 13,800.00 B B1 IS-0350 4/26/2018 - 12,000.00 1,800.00 13,800.00 -
4/29/2018 GF Supplies IN1179 Consumables 2,500.00 B PC IS-0325 4/29/2018 - 2,173.91 326.09 2,500.00 -
4/30/2018 Example (Pty) Ltd Bank Statement Petty Cash Reimbursement 2,587.00 E B1 BS-0799 4/30/2018 - 2,587.00 - 2,587.00 -
4/30/2018 Example (Pty) Ltd Bank Statement Petty Cash Reimbursement (2,587.00) E PC BS-0799 4/30/2018 - (2,587.00) - (2,587.00) -
Page 41 of 52
4/30/2018 None Journal Release Prepayment 15,000.00 E JC IS-0310 4/30/2018 - 15,000.00 - 15,000.00 -
4/30/2018 None Journal Release Prepayment (15,000.00) E JC BS-0905 4/30/2018 - (15,000.00) - (15,000.00) -
5/1/2018 Training Inc Invoice Course 1,250.00 B B1 IS-0380 5/31/2018 - 1,086.96 163.04 1,250.00 -
5/7/2018 City Lodge S50037 Accommodation 990.00 B B1 IS-0385 5/7/2018 - 860.87 129.13 990.00 -
5/7/2018 Waltons Invoice Stationery 982.00 B B1 IS-0365 6/6/2018 - 853.91 128.09 982.00 -
5/13/2018 XY Traders Invoice 9987 Commission 5,750.00 B B1 IS-0320 6/12/2018 - 5,000.00 750.00 5,750.00 -
6/26/2018 SA Airlines SA11235 Travel 2,100.00 B B1 IS-0385 6/26/2018 - 1,826.09 273.91 2,100.00 -
Page 42 of 52
7/17/2018 GF Supplies IN1181 Consumables 2,875.00 B B1 IS-0330 8/16/2018 - 2,500.00 375.00 2,875.00 -
7/25/2018 ACC Institute M00321037 Annual Membership 5,980.00 B B1 IS-0370 8/24/2018 - 5,200.00 780.00 5,980.00 -
8/21/2018 JSE Brokers Remittance Share investment 30,750.00 E B1 BS-0400 8/21/2018 - 30,750.00 - 30,750.00 -
8/24/2018 XY Traders Invoice11203 Commission 4,600.00 B B1 IS-0320 9/24/2018 - 4,000.00 600.00 4,600.00 -
Page 43 of 52
8/31/2018 Inland Revenue Return Provisional Tax 46,580.00 E B1 IS-0700 8/31/2018 - 46,580.00 - 46,580.00 -
9/13/2018 Training Inc Invoice Course 1,300.00 B B1 IS-0380 10/13/2018 - 1,130.43 169.57 1,300.00 -
9/18/2018 QA Attorneys Invoice Legal advice 6,500.00 B B1 IS-0360 9/18/2018 - 5,652.17 847.83 6,500.00 -
10/4/2018 GF Supplies IN1185 Consumables 850.00 B PC IS-0325 10/4/2018 - 739.13 110.87 850.00 -
Page 44 of 52
10/31/2018 Example (Pty) Ltd Bank Statement Petty Cash Reimbursement 1,068.00 E B1 BS-0799 10/31/2018 - 1,068.00 - 1,068.00 -
10/31/2018 Example (Pty) Ltd Bank Statement Petty Cash Reimbursement (1,068.00) E PC BS-0799 10/31/2018 - (1,068.00) - (1,068.00) -
11/5/2018 XY Traders Invoice 12987 Commission 4,427.50 B B1 IS-0320 12/5/2018 - 3,850.00 577.50 4,427.50 -
12/17/2018 Newscorp M00353051 Subscriptions 120.00 B B1 IS-0355 1/16/2019 - 104.35 15.65 120.00 -
12/22/2018 GF Supplies IN1192 Consumables 648.00 B PC IS-0325 12/22/2018 - 563.48 84.52 648.00 -
Page 45 of 52
1/26/2019 Training Inc Invoice Training 2,100.00 B B1 IS-0380 1/31/2019 - 1,826.09 273.91 2,100.00 -
2/1/2019 IS Communications Invoice EXP33 Internet Service Provider 850.00 B B1 IS-0375 850.00 739.13 110.87 850.00 -
2/11/2019 Waltons Invoice Stationery 289.00 B B1 IS-0365 289.00 251.30 37.70 289.00 -
2/15/2019 IAS Accountants Invoice Monthly Accounting 2,300.00 B B1 IS-0305 2,300.00 2,000.00 300.00 2,300.00 -
2/26/2019 DF Equipment Invoice Office equipment 11,730.00 B B1 BS-0020 11,730.00 10,200.00 1,530.00 11,730.00 -
Page 46 of 52
2/26/2019 Example (Pty) Ltd Payroll Deductions - Staff 7,200.00 E B2 IS-0405 7,200.00 7,200.00 - 7,200.00 -
2/26/2019 Example (Pty) Ltd Payroll Deductions - Management 9,320.00 E B2 IS-0410 9,320.00 9,320.00 - 9,320.00 -
2/28/2019 XY Traders Invoice 14278 Commission 17,250.00 B B1 IS-0320 17,250.00 15,000.00 2,250.00 17,250.00 -
2/28/2019 Inland Revenue Return Provisional Tax 24,185.00 E B1 IS-0700 2/28/2019 - 24,185.00 - 24,185.00 -
2/28/2019 None Journal Depreciation 18,232.00 E JC IS-0505 2/28/2019 - 18,232.00 - 18,232.00 -
2/28/2019 None Journal Depreciation 12,190.00 E JC IS-0505 2/28/2019 - 12,190.00 - 12,190.00 -
2/28/2019 None Journal Depreciation (18,232.00) E JC BS-0115 2/28/2019 - (18,232.00) - (18,232.00) -
2/28/2019 None Journal Depreciation (12,190.00) E JC BS-0120 2/28/2019 - (12,190.00) - (12,190.00) -
2/28/2019 None Journal Amortization 14,720.00 E JC IS-0510 2/28/2019 - 14,720.00 - 14,720.00 -
2/28/2019 None Journal Amortization (14,720.00) E JC BS-0315 2/28/2019 - (14,720.00) - (14,720.00) -
2/28/2019 None Journal Dividend Declared 50,000.00 E JC IS-1000 2/28/2019 - 50,000.00 - 50,000.00 -
2/28/2019 None Journal Dividend Declared (50,000.00) E JC BS-1405 2/28/2019 - (50,000.00) - (50,000.00) -
2/28/2019 Google Card Online Marketing 12,100.00 E B3 IS-0310 12,100.00 12,100.00 - 12,100.00 -
Page 47 of 52
Income Statement 3/1/2017
© www.excel-skills.com 2/28/2018
Description Mar-2018 Apr-2018 May-2018 Jun-2018 Jul-2018 Aug-2018 Sep-2018 Oct-2018 Nov-2018 Dec-2018 Jan-2019 Feb-2019 Total 2019 Total 2018
Software Sales 122,545.00 136,970.00 183,080.00 146,540.00 133,200.00 127,970.00 161,200.00 176,530.00 131,320.00 113,045.00 136,690.00 152,100.00 1,721,190.00 -
Advertising Income 12,500.00 10,300.00 15,200.00 9,500.00 22,300.00 21,400.00 15,100.00 18,400.00 22,150.00 10,320.00 15,400.00 24,350.00 196,920.00 -
Commission Received 1,500.00 1,200.00 1,400.00 1,600.00 2,100.00 1,900.00 1,800.00 2,200.00 2,400.00 1,540.00 2,000.00 2,700.00 22,340.00 -
Total Turnover 136,545.00 148,470.00 199,680.00 157,640.00 157,600.00 151,270.00 178,100.00 197,130.00 155,870.00 124,905.00 154,090.00 179,150.00 1,940,450.00 -
Other Income 150.01 120.65 160.23 170.21 165.23 166.24 164.21 165.89 167.25 166.45 166.23 167.25 1,929.85 -
Operating Expenses
Accounting Fees 2,000.00 2,000.00 2,000.00 2,000.00 2,000.00 2,000.00 2,000.00 2,000.00 2,000.00 2,000.00 2,000.00 2,000.00 24,000.00 -
Advertising & Marketing 10,000.00 24,800.00 11,020.00On
Onthis 10,500.00
thissheet:
sheet: 10,850.00 11,400.00 10,600.00 10,350.00 10,240.00 10,580.00 11,203.00 12,100.00 143,643.00 -
Bank Charges This
This monthly
monthly
80.00 income
income statement
statement is
100.00 is automatically
automatically
100.00 compiled
100.00 based
compiled based on the
the transactions
on100.00 transactions that
that are
100.00 are 100.00 100.00 100.00 100.00 100.00 100.00 1,180.00 -
Commission entered
- on
entered on the
the Income
Income- and
and Expenses
Expenses sheets.
sheets. No
5,000.00 No user
user-input
input is
is required
required- on
on this
this sheet.
sheet. The
4,000.00The - - 3,850.00 - - 15,000.00 27,850.00 -
monthly
monthly reporting
reporting periods
periods are
are determined
determined based
based on
on the
the-reporting
reporting year
year that
that is
is specified
specified -on
on the
the
Computer Expenses - 2,173.91 - - - 739.13 - 563.48 - - 3,476.52 -
Setup
Setup sheet
sheet and
and includes
includes 12 12 monthly
monthly periods.
periods. Additional
Additional accounts
accounts can can be
be added
added andand the
the key
key in
in
Consumables & Cleaning -
column - - - 2,500.00 - - - - - - - 2,500.00 -
column A A determines
determines whether
whether individual
individual account
account balances
balances or or account
account group
group totals
totals are
are
Entertainment - - - displayed.
displayed. - - - - - - - - - - -
Insurance 320.00 320.00 320.00 320.00 320.00 320.00 320.00 320.00 320.00 320.00 320.00 320.00 3,840.00 -
Office Expenses 78.95 75.65 56.52 95.65 25.22 67.83 78.26 189.57 88.70 83.48 91.30 65.22 996.34 -
Office Rent 12,000.00 12,000.00 12,000.00 12,000.00 12,000.00 12,000.00 12,000.00 12,000.00 12,000.00 12,000.00 12,000.00 12,000.00 144,000.00 -
Postage 419.30 - - - - - - - - 104.35 - - 523.65 -
Professional & Legal Fees - - - - - - 5,652.17 - - - - - 5,652.17 -
Stationery - - 853.91 - 661.74 203.48 - 251.30 - 269.57 - 251.30 2,491.30 -
Subscriptions & Memberships - - - - 5,200.00 - - - - - - - 5,200.00 -
Telephone & Internet 736.84 739.13 739.13 739.13 739.13 739.13 739.13 739.13 739.13 739.13 739.13 739.13 8,867.28 -
Training - - 1,086.96 - - - 1,130.43 - - - 1,826.09 - 4,043.48 -
Travelling & Accommodation 105.26 - 860.87 1,826.09 - 2,191.30 4,886.96 3,834.78 - - - - 13,705.26 -
Utilities - - - - - - - - - - - - - -
Total Operating Expenses 25,740.35 42,208.70 34,037.39 27,580.87 34,396.09 33,021.74 37,506.96 30,523.91 29,337.83 26,760.00 28,279.52 42,575.65 391,969.00 -
Staff Costs
Salaries & Wages - Staff 42,200.00 42,200.00 42,200.00 42,200.00 42,200.00 42,200.00 42,200.00 42,200.00 42,200.00 84,400.00 42,200.00 42,200.00 548,600.00 -
Salaries & Wages - Management 54,320.00 54,320.00 54,320.00 54,320.00 54,320.00 54,320.00 54,320.00 54,320.00 54,320.00 88,200.00 54,320.00 54,320.00 685,720.00 -
Total Staff Costs 96,520.00 96,520.00 96,520.00 96,520.00 96,520.00 96,520.00 96,520.00 96,520.00 96,520.00 172,600.00 96,520.00 96,520.00 1,234,320.00 -
Other Expenses - - - - - - - - - - - - - -
Depreciation & Amortization
Depreciation - - - - - - - - - - - 30,422.00 30,422.00 -
Amortization - - - - - - - - - - - 14,720.00 14,720.00 -
Total Depreciation & Amortization - - - - - - - - - - - 45,142.00 45,142.00 -
Profit / (Loss) before Interest & Tax 14,434.66 9,861.95 69,282.84 33,709.34 26,849.14 21,894.50 44,237.25 70,251.98 30,179.42 (74,288.55) 29,456.71 (4,920.40) 270,948.85 -
Interest Paid 1,666.67 1,645.14 1,623.44 1,601.56 1,579.49 1,557.24 1,534.81 1,512.19 1,489.38 1,466.38 1,859.85 1,831.09 19,367.24 -
Profit / (Loss) before tax 12,767.99 8,216.81 67,659.40 32,107.78 25,269.65 20,337.26 42,702.44 68,739.79 28,690.04 (75,754.93) 27,596.86 (6,751.49) 251,581.61 -
Taxation Paid - - - - - 46,580.00 - - - - - 24,185.00 70,765.00 -
Profit / (Loss) for the year 12,767.99 8,216.81 67,659.40 32,107.78 25,269.65 (26,242.74) 42,702.44 68,739.79 28,690.04 (75,754.93) 27,596.86 (30,936.49) 180,816.61 -
Dividends Paid - - - - - - - - - - - 50,000.00 50,000.00 -
Retained earnings for the year 12,767.99 8,216.81 67,659.40 32,107.78 25,269.65 (26,242.74) 42,702.44 68,739.79 28,690.04 (75,754.93) 27,596.86 (80,936.49) 130,816.61 -
Page 48 of 52
Cash Flow Statement
Description Mar-2018 Apr-2018 May-2018 Jun-2018 Jul-2018 Aug-2018 Sep-2018 Oct-2018 Nov-2018 Dec-2018 Jan-2019 Feb-2019 Total 2019
Cash flows from operating activities
Profit / (Loss) for the year 12,767.99 8,216.81 67,659.40 32,107.78 25,269.65 (26,242.74) 42,702.44 68,739.79 28,690.04 (75,754.93) 27,596.86 (30,936.49) 180,816.61
Interest Paid 1,666.67 1,645.14 1,623.44 1,601.56 1,579.49 1,557.24 1,534.81 1,512.19 1,489.38 1,466.38 1,859.85 1,831.09 19,367.24
Taxation Paid - - - - - 46,580.00 - - - - - 24,185.00 70,765.00
Adjustment for non-cash expenses:
On
On this
this sheet:
sheet:
Depreciation This -
This monthly
monthly cash
cash flow -
flow statement
statement is -
is automatically
automatically -
compiled
compiled based
based - - - - - - - 30,422.00 30,422.00
Amortization on
on the
the automated
-
automated income
income- statement
statement andand- balance
balance sheet
sheet-balances.
balances. - - - - - - - 14,720.00 14,720.00
Reserves - No
No user
user input
- is
input is required
required onthis
on this sheet.
sheet. - - - - - - - - - -
Changes in operating assets & liabilities
Trade Debtors (4,022.10) (17,417.40) 49,023.50 (59,229.00) 138,241.00 (128,785.50) 23,285.50 (17,445.00) (82,768.00) 34,803.00 53,380.00 64,250.00 53,316.00
Loans & Advances 12,000.00 - - - - - - - - - - - 12,000.00
Other Debtors - 15,000.00 - - - - - - - - - - 15,000.00
Cash On Hand - - - - - - - - - - - - -
Trade Creditors (15,875.00) 17,959.50 (10,665.50) (6,402.00) 9,116.00 (4,232.00) (3,484.00) (2,111.00) 4,878.50 6,572.50 (10,887.00) 31,016.00 15,886.00
Sales Tax 13,359.45 (17,802.75) 24,219.39 (20,357.22) 16,763.09 (20,184.71) 20,413.96 (12,867.79) 17,193.33 (28,172.74) 18,414.52 (14,099.87) (3,121.35)
Accruals - - - - - - - - - - - - -
Other Provisions - - - - - - - - - - - - -
Cash generated from operations 19,897.01 7,601.30 131,860.23 (52,278.88) 190,969.23 (131,307.71) 84,452.71 37,828.19 (30,516.75) (61,085.79) 90,364.23 121,387.73 409,171.50
Interest Paid (1,666.67) (1,645.14) (1,623.44) (1,601.56) (1,579.49) (1,557.24) (1,534.81) (1,512.19) (1,489.38) (1,466.38) (1,859.85) (1,831.09) (19,367.24)
Taxation Paid - - - - - (46,580.00) - - - - - (24,185.00) (70,765.00)
Net cash from operating activities 18,230.34 5,956.16 130,236.79 (53,880.44) 189,389.74 (179,444.95) 82,917.90 36,316.00 (32,006.13) (62,552.17) 88,504.38 95,371.64 319,039.26
Cash flows from investing activities
Property, Plant & Equipment - Cost - (15,450.00) - - - - - - - - - (10,200.00) (25,650.00)
Intangible Assets - Cost - - - - - - - - - - - - -
Investments - - - - - (30,750.00) - - - - - - (30,750.00)
Net cash used in investing activities - (15,450.00) - - - (30,750.00) - - - - - (10,200.00) (56,400.00)
Cash flows from financing activities
Shareholders' Contributions - - - - - - - - - - - - -
Dividends Paid - - - - - - - - - - - - -
Long Term Liabilities - Proceeds - - - - - - - - - - 50,000.00 - 50,000.00
Long Term Liabilities - Repayments (2,582.74) (2,604.27) (2,625.97) (2,647.85) (2,669.92) (2,692.17) (2,714.60) (2,737.22) (2,760.03) (2,783.03) (3,451.91) (3,480.68) (33,750.39)
Net cash from financing activities (2,582.74) (2,604.27) (2,625.97) (2,647.85) (2,669.92) (2,692.17) (2,714.60) (2,737.22) (2,760.03) (2,783.03) 46,548.09 (3,480.68) 16,249.61
Increase / (Decrease) in cash equivalents 15,647.60 (12,098.11) 127,610.82 (56,528.29) 186,719.82 (212,887.12) 80,203.30 33,578.78 (34,766.16) (65,335.20) 135,052.47 81,690.96 278,888.87
Cash & cash equivalents at beginning of year 107,750.50 123,398.10 111,299.99 238,910.81 182,382.52 369,102.34 156,215.22 236,418.52 269,997.30 235,231.14 169,895.94 304,948.41 107,750.50
Cash & cash equivalents at end of year 123,398.10 111,299.99 238,910.81 182,382.52 369,102.34 156,215.22 236,418.52 269,997.30 235,231.14 169,895.94 304,948.41 386,639.37 386,639.37
Page 49 of 52
Balance Sheet
Description Feb-2018 Mar-2018 Apr-2018 May-2018 Jun-2018 Jul-2018 Aug-2018 Sep-2018 Oct-2018 Nov-2018 Dec-2018 Jan-2019 Feb-2019 Total 2019
ASSETS
Non-Current Assets
Property, Plant & Equipment - Cost 183,750.00 183,750.00 199,200.00 199,200.00 199,200.00 199,200.00 199,200.00 199,200.00 199,200.00 199,200.00 199,200.00 199,200.00 209,400.00 209,400.00
Property, Plant & Equipment - Accum Dep (34,500.00) (34,500.00) (34,500.00) (34,500.00) (34,500.00) (34,500.00) (34,500.00) (34,500.00) (34,500.00) (34,500.00) (34,500.00) (34,500.00) (64,922.00) (64,922.00)
Intangible Assets - Cost 147,200.00 147,200.00 147,200.00 147,200.00 147,200.00 147,200.00 147,200.00 147,200.00 147,200.00 147,200.00 147,200.00 147,200.00 147,200.00 147,200.00
Intangible Assets - Amortization (29,440.00) (29,440.00) (29,440.00) (29,440.00) (29,440.00) (29,440.00) (29,440.00) (29,440.00) (29,440.00) (29,440.00) (29,440.00) (29,440.00) (44,160.00) (44,160.00)
Investments 150,000.00 150,000.00 150,000.00 150,000.00 150,000.00 150,000.00 180,750.00 180,750.00 180,750.00 180,750.00 180,750.00 180,750.00 180,750.00 180,750.00
417,010.00 417,010.00 432,460.00 432,460.00 432,460.00 432,460.00 463,210.00 463,210.00 463,210.00 463,210.00 463,210.00 463,210.00 428,268.00 428,268.00
Current Assets
Trade Debtors 146,376.00 150,398.10 167,815.50 118,792.00 178,021.00 39,780.00 168,565.50 145,280.00 162,725.00 245,493.00 210,690.00 157,310.00 93,060.00 93,060.00
On
On this
this sheet:
sheet:
Loans & Advances 12,000.00 - - - - - - - - - - - - -
This
This monthly
monthly balance
balance sheet
sheet is
is automatically
automatically calculated
calculated based
based on
on the
the transactions
transactions that
that are
are
Other Debtors 15,000.00
entered 15,000.00and Expenses -sheets. No user- input is required - on this sheet.- Balance - - - - - - - -
entered on
on the
the Income
Income and Expenses sheets. No user input is required on this sheet. Balance
B1 Bank Account sheet
sheet balances
45,250.50balances are
are calculated
113,782.29 based
based on
calculated105,618.53 on account groups
groups by
214,124.12
account by default but
but can
159,810.62
default can also be
be included
333,920.21
also included105,971.85 212,555.94 252,023.83 145,595.42 129,738.77 262,525.01 341,406.72 341,406.72
B2 Bank Account 61,500.00 8,615.81 individually
individually by
by changing
4,681.46 changing the
the key
key in
18,586.69 in column
column A.
A.
17,401.90 30,512.13 46,423.37 21,432.58 10,143.47 82,155.72 32,917.17 35,768.40 34,780.65 34,780.65
B3 Bank Account - - - 5,200.00 4,180.00 3,680.00 2,830.00 1,430.00 6,830.00 6,480.00 6,240.00 5,660.00 9,457.00 9,457.00
PC Petty Cash 1,000.00 1,000.00 1,000.00 1,000.00 990.00 990.00 990.00 1,000.00 1,000.00 1,000.00 1,000.00 995.00 995.00 995.00
GL Journal Control - - - - - - - - - - - - - -
Cash On Hand - - - - - - - - - - - - - -
281,126.50 288,796.20 279,115.49 357,702.81 360,403.52 408,882.34 324,780.72 381,698.52 432,722.30 480,724.14 380,585.94 462,258.41 479,699.37 479,699.37
Total Assets 698,136.50 705,806.20 711,575.49 790,162.81 792,863.52 841,342.34 787,990.72 844,908.52 895,932.30 943,934.14 843,795.94 925,468.41 907,967.37 907,967.37
EQUITY & LIABILITIES
Equity
Shareholders' Contributions 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00 100.00
Reserves - - - - - - - - - - - - - -
Retained Earnings - Opening 432,643.50 432,643.50 432,643.50 432,643.50 432,643.50 432,643.50 432,643.50 432,643.50 432,643.50 432,643.50 432,643.50 432,643.50 432,643.50 432,643.50
Retained Earnings - Current - 12,767.99 20,984.80 88,644.20 120,751.98 146,021.64 119,778.90 162,481.34 231,221.13 259,911.17 184,156.24 211,753.10 130,816.61 130,816.61
432,743.50 445,511.49 453,728.30 521,387.70 553,495.48 578,765.14 552,522.40 595,224.84 663,964.63 692,654.67 616,899.74 644,496.60 563,560.11 563,560.11
Non-Current Liabilities
Long Term Liabilities 200,000.00 197,417.26 194,812.99 192,187.02 189,539.17 186,869.25 184,177.08 181,462.48 178,725.26 175,965.23 173,182.20 219,730.29 216,249.61 216,249.61
200,000.00 197,417.26 194,812.99 192,187.02 189,539.17 186,869.25 184,177.08 181,462.48 178,725.26 175,965.23 173,182.20 219,730.29 216,249.61 216,249.61
Current Liabilities
Trade Creditors 45,153.00 29,278.00 47,237.50 36,572.00 30,170.00 39,286.00 35,054.00 31,570.00 29,459.00 34,337.50 40,910.00 30,023.00 61,039.00 61,039.00
Accruals - - - - - - - - - - - - - -
Sales Tax 20,240.00 33,599.45 15,796.70 40,016.09 19,658.87 36,421.95 16,237.24 36,651.20 23,783.41 40,976.74 12,804.00 31,218.52 17,118.65 17,118.65
Provision for Taxation - - - - - - - - - - - - - -
Dividends Payable - - - - - - - - - - - - 50,000.00 50,000.00
Other Provisions - - - - - - - - - - - - - -
65,393.00 62,877.45 63,034.20 76,588.09 49,828.87 75,707.95 51,291.24 68,221.20 53,242.41 75,314.24 53,714.00 61,241.52 128,157.65 128,157.65
Total Equity & Liabilities 698,136.50 705,806.20 711,575.49 790,162.81 792,863.52 841,342.34 787,990.72 844,908.52 895,932.30 943,934.14 843,795.94 925,468.41 907,967.37 907,967.37
Page 50 of 52
Bank Accounts
Bank Code B1 B1
Month Feb/2019 2/28/2019
Daily For Selected Month Monthly For Financial Year

Day Opening Income Expenses Closing Month Opening Income Expenses Closing
2/1/2019 262,525.01 - - 262,525.01 Mar/2018 45,250.50 148,086.00 (79,554.21) 113,782.29
2/2/2019 262,525.01 - (2,300.00) 260,225.01 Apr/2018 113,782.29 139,278.10 (147,441.86) 105,618.53
2/3/2019 260,225.01 - - 260,225.01 May/2018 105,618.53 266,075.50 (157,569.91) 214,124.12
2/4/2019 260,225.01 - - 260,225.01 Jun/2018 214,124.12 105,432.00 (159,745.50) 159,810.62
2/5/2019 260,225.01 - (15,368.00) On this 244,857.01 Jul/2018 159,810.62 306,636.00 (132,526.41) 333,920.21
On this sheet:
sheet:
2/6/2019 244,857.01 This -
sheet contains an -
analysis of244,857.01
bank account Aug/2018
movements
This sheet contains an analysis of bank account movements on
on aa 333,920.21 19,665.00 (247,613.36) 105,971.85
2/7/2019 244,857.01 daily
daily && monthly
monthly basis.
3,105.00 basis. The
The- appropriate
appropriate bank
bank account
247,962.01 account and
and month
Sep/2018month can
can 105,971.85 204,435.50 (97,851.41) 212,555.94
2/8/2019 247,962.01 be
be selected
selected
- at
at the
the top
top of
- the
of the sheet
sheet and
and all
all other
247,962.01 other calculations
calculations
Oct/2018 are
are 212,555.94 191,394.50 (151,926.61) 252,023.83
automated.
2/9/2019 247,962.01 - - automated.
247,962.01 Nov/2018 252,023.83 74,760.00 (181,188.41) 145,595.42
2/10/2019 247,962.01 - - 247,962.01 Dec/2018 145,595.42 152,789.00 (168,645.65) 129,738.77
2/11/2019 247,962.01 - - 247,962.01 Jan/2019 129,738.77 218,126.00 (85,339.76) 262,525.01
2/12/2019 247,962.01 - - 247,962.01 Feb/2019 262,525.01 251,220.00 (172,338.29) 341,406.72
2/13/2019 247,962.01 - - 247,962.01
2/14/2019 247,962.01 - - 247,962.01
2/15/2019 247,962.01 - (80.00) 247,882.01
2/16/2019 247,882.01 - - 247,882.01
2/17/2019 247,882.01 - - 247,882.01
2/18/2019 247,882.01 - - 247,882.01
2/19/2019 247,882.01 - - 247,882.01
2/20/2019 247,882.01 - (80,000.00) 167,882.01
2/21/2019 167,882.01 - - 167,882.01
2/22/2019 167,882.01 - - 167,882.01
2/23/2019 167,882.01 - - 167,882.01
2/24/2019 167,882.01 - - 167,882.01
2/25/2019 167,882.01 - (31,218.52) 136,663.49
2/26/2019 136,663.49 110,000.00 (19,111.77) 227,551.72
2/27/2019 227,551.72 - - 227,551.72
2/28/2019 227,551.72 138,115.00 (24,260.00) 341,406.72
Page 51 of 52
Example (Pty) Limited Sales Tax Code
Sales Tax *
Sales Tax Inclusive Monthly Effective %
Month Opening Output Input Payment Closing Output Input Net Output Input
3/31/2018 20,240.00 15,563.10 (2,203.65) - 33,599.45 152,258.11 (116,713.41) 13,359.45 11.4% 1.9%
4/30/2018 33,599.45 20,725.50 (4,928.80) (33,599.45) 15,796.70 169,316.15 (181,956.36) 15,796.70 13.9% 2.8%
5/31/2018 15,796.70 27,672.00 (3,452.61) - 40,016.09 227,512.23 (138,259.41) 24,219.39 13.8% 2.6%
6/30/2018 40,016.09 22,221.00 (2,562.13) (40,016.09) 19,658.87 180,031.21 (170,928.50) 19,658.87 14.1% 1.5%
7/31/2018 19,658.87 20,295.00 (3,531.91) - 36,421.95 178,060.23 (138,697.41) 16,763.09 12.9% 2.6%
8/31/2018 36,421.95 19,480.50 (3,243.26) (36,421.95) 16,237.24 170,916.74 (250,786.36) 16,237.24 12.9% 1.3%
9/30/2018 16,237.24 24,450.00 (4,036.04) - 36,651.20 202,714.21 (142,312.41) 20,413.96 13.7% 2.9%
10/31/2018 36,651.20 26,809.50 (3,026.09) (36,651.20) 23,783.41 224,105.39 (170,970.61) 23,783.41 13.6% 1.8%
11/30/2018 23,783.41 20,058.00 (2,864.67) - 40,976.74 176,095.25 (132,971.91) 17,193.33 12.9% 2.2%
12/31/2018 40,976.74 15,231.00 (2,427.00) (40,976.74) 12,804.00 140,302.45 (247,013.15) 12,804.00 12.2% 1.0%
On
On this
this sheet:
sheet:
1/31/2019 12,804.00 20,976.00 This sheet
(2,561.48) - 31,218.52 225,232.23
This sheet contains
contains aa monthly
monthly sales
sales taxtax analysis.
analysis. All
All the calculations(132,672.76)
the calculations 18,414.52 10.3% 2.0%
2/28/2019 31,218.52 23,220.00 are
are automated. You can also select individual sales tax codes at
automated.
(6,101.35) You can also select
(31,218.52) individual
17,118.65sales tax codes
202,537.25 at the
the(216,112.29) 17,118.65 12.9% 2.9%
top
top of
of the
the sheet
sheet to
to view
view the
the output
output and
and input
input values
values for
for any
any individual
individual
sales
sales tax
tax code.
code.
Page 52 of 52

Basic Accounting Sample

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The template includes the following sheets:

Sales Tax Codes

Input Error Codes

Chart Of Accounts & Trial Balance

Adding new bank accounts

Recording Transactions - Income

The Income sheet contains the following user input columns:

Invoices with Multiple Lines

Trade Debtors Balances

Recording Transactions - Expenses

The Expenses sheet contains the following user input columns:

Trade Creditors Balances

Recording Transactions - Transfers between Bank Accounts

Recording Transactions - General Ledger Journal Entries

Cash Flow Statement

Balance Sheet Imbalances

We recommend completing the following steps when encountering errors:

Bank Account Movement Analysis

Sales Tax Analysis

Roll Forward for Subsequent Financial Periods

Help & Customization

Year End Month February

Input Error Codes

Daily For Selected Month Monthly For Financial Year

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