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Instructions www.excel-skills.com
This template enables users to record deposit and withdrawal transactions for multiple bank accounts and automatically produces a monthly cashbook report and a bank reconciliation. The cashbook report can be compiled for any 12 month reporting period by simply entering the appropriate start date in a single input cell and the report can be viewed on an individual account or consolidated basis. The template also accommodates petty cash transactions and sales tax calculations. Note: Refer to our Service Based and Trade Based Accounting templates if you require a more comprehensive monthly accounting solution that includes an income statement, cash flow report and balance sheet. Our accounting templates also automatically calculate debtors, creditors, cash and sales tax balances. The cashbook template also facilitates performing a bank reconciliation for any bank account by simply entering or copying all cashbook transactions onto the Data sheet and entering the appropriate bank statement date for each cashbook transaction. The bank reconciliation on the Recon sheet is calculated automatically from the cashbook entries and can easily be rolled forward for the next monthly period or rolled back to display the bank reconciliation for any previous period. The following sheets are included in this template: Set-up - this sheet enables users to enter the appropriate business name & sales tax percentage and to add additional bank account codes to the template. A list of the input error codes that can be encountered on the Data sheet is also included on this sheet. Data - all cashbook transactions should be entered on this sheet or copied from an accounting program export file. You can add additional columns in order to match the columns on this sheet to the format of any accounting program export file but note that all the existing columns should be retained. After recording all the appropriate cashbook entries on this sheet, the bank statement date of each transaction should be entered in column J. Cashbook - the cashbook report on this sheet is automatically compiled based on the transactions that are entered on the Data sheet and the start date that is specified in cell D1. The report can be compiled for an individual bank account by selecting the appropriate bank code from the list box in cell D2 or a consolidated report for all bank accounts can be compiled by simply clearing the contents of the list box. You can also compile a report that included only deposits or withdrawals by selecting the appropriate item from the list box in cell D3. The default accounts on this sheet can be amended and you can add as many accounts as required. Recon - this sheet includes a bank reconciliation report that is automatically compiled based on the cashbook transactions that are recorded on the Data sheet. All the calculations on this sheet are automated and the only user input that is required is entering the appropriate bank code in cell B4, the reconciliation date in cell B5 and the actual bank statement balance in cell B25.
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Note: The list box in the Account column contains both the account number and the account description but only the appropriate account number should be selected when allocating transactions. Excel actually does not allow for the inclusion of two columns in a list box but we have implemented a work around to include both the account number and description in the list box in order to make it easier to select the appropriate accounts. However, because of the implementation of this feature, you will not be able to enter the account number into the Account column and all account numbers should therefore be selected from the list box or copied from one of the existing, similar entries on this sheet. As we mentioned before, you can add additional columns to the Data sheet if required in order to match this sheet to the format of any accounting program export files but you should not delete any of the existing columns! If you delete an existing column, this may result in calculation errors. Note: All the transactions on the Data sheet should be entered in a continuous cell range otherwise some transactions may not be included in the cashbook and bank reconciliation reports. No blank rows should therefore be inserted anywhere between the first and last rows on the Data sheet. Note: We have activated the Auto Filter feature on the Data sheet. This useful feature enables you to filter the transactions that are included on this sheet according to requirements. For example, the Custom filter option can be used to display all transactions dated between the first and last day of a month in order to compare the cashbook entries of a particular month to the actual bank statement. Similarly, all transactions with a blank value in the Statement Date column can be selected in order to compile a report of all the cashbook transactions that are not yet reflected on the actual bank statement. Error Codes The following error codes may result from inaccurate input on the Data sheet and will be displayed in the Error Code column and highlighted in orange. The heading of the affected input column will also be highlighted in orange: Page 3 of 21
E1 - this error code means that the statement date that has been entered in column J is before the transaction date in column A. Statement dates can never be before the transaction dates and the error can therefore be rectified by either amending the appropriate transaction date or the statement date.
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We recommend creating a cash transfer control account on the Cashbook sheet and selecting this account in column I on the Data sheet when recording transfers between bank accounts. By using a single account for bank transfers, you can therefore easily determine when only one of the entries has been recorded. We've created a default cash transfer control account (BS-399) on the Cashbook sheet but you can use another account if you are using an existing account structure. Note: You can check whether the balance of the cash transfer control account is nil by clearing the contents of the bank account code list box on the Cashbook sheet in cell D2 in order to display the cashbook totals for all bank accounts. If a total is not nil, the transactions for the appropriate period should be investigated in order to determine why the allocations to the cash transfer control account do not result in a nil balance. Note: If a bank account code is selected in cell D2, the total for the cash transfer control account will probably not be nil because only one side of the transfer would be taken into account. This total represents the total funds transferred from the selected bank account to any other bank account or the reimbursements of petty cash. Petty Cash Transactions Although petty cash does not actually represent an actual cashbook which has a bank statement, we have included a default bank code (PC) for petty cash in the template in order to facilitate also recording petty cash transactions. The statement dates that are entered for the petty cash account in column J on the Data sheet should therefore be the same as the transaction dates that are entered in column A. Creating Additional Bank Accounts The template includes three default bank accounts and a petty cash account. The default bank codes and descriptions of these accounts are included on the Set-up sheet. Additional bank accounts can be added to the template by simply inserting the required number of new rows anywhere between the first bank code and the petty cash code, entering a new bank code in column A and entering a description of the bank account in column B. As soon as the new bank account codes have been created, the codes will be available for selection from the bank code list boxes on the other sheets. Note that the default bank codes and descriptions of the bank accounts on the Set-up sheet can also be amended if required. Note: After adding additional bank accounts, you also need to copy the formulas at the bottom of the Cashbook sheet in order to include the closing balance calculations of all the bank accounts on the Cashbook sheet.
Cashbook Report
The cashbook report on the Cashbook sheet is automatically compiled based on the transactions that are recorded on the Data sheet, the start date that is specified in cell D1 and the bank account code that is selected in cell D2. The report includes 30 default accounts but you can add additional accounts and customize the default account numbers and descriptions as required. Page 7 of 21
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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 1,000 rows on the Data sheet. When the number of transactions that you've recorded on the Data sheet reaches this limit, you will therefore have to extend the default number of rows in order to include all your recorded transactions in the template calculations. The named ranges can be extended by accessing the main Insert menu, selecting Name, and selecting Define in order to open the Define Name dialog box. The calculations that include the transactions on the Data sheet are all based on the "Records" named range. This named cell range contains a default value of 1,000 - 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 Data sheet have been implemented in the first 1,000 rows on this sheet. Before you reach this limit, you can simply copy one of the blank rows before row 1,000 and paste the cells in this row into the required number of rows. This action will copy all the data validation and conditional formatting features to the target cell range.
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 copyright laws. Page 13 of 21
Cashbook Template
Set-up
Business Name Sales Tax Percentage Bank Codes Code B1 B2 B3 PC Description B1 Bank Account B2 Bank Account B3 Bank Account Petty Cash Example Company (Pty) Ltd 14.0%
Input Error Codes (Data sheet) Code E1 E2 E3 E4 E5 Reason Statement date in column J is before the transaction date in column B Transaction type in column B is not valid Inclusive amount in column F is negative Account number in column I is invalid Bank code in column H is invalid
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Customer / Supplier Opening Opening Opening Opening XY Solutions Hollard WS Wholesale ABSA Transfer Transfer Cash Cash Payroll PR Properties SQ Financial Services XY Solutions IAS Accountants Hollard Waltons GP Accountants TRF Solutions ABSA Transfer Transfer Waltons Cash Cash Inland Revenue Payroll PR Properties SQ Financial Services WC Financial Advisors WC Financial Advisors WC Financial Advisors XY Solutions IAS Accountants Hollard ABC Limited Waltons ABSA Transfer Transfer PQW Parking Waltons Cash Cash Payroll
Reference O/B O/B O/B O/B Invoice EXP09 Debit Order INV0052 Bank Statement Bank Statement Bank Statement Bank Statement Bank Statement Payroll Debit Order Debit Order Invoice EXP10 Invoice Debit Order Invoice INV0054 INV0053 Bank Statement Bank Statement Bank Statement Invoice Bank Statement Bank Statement Return Payroll Debit Order Debit Order INV0056 INV0056 INV0056 Invoice EXP11 Invoice Debit Order INV0055 Invoice Bank Statement Bank Statement Bank Statement TR5674 Invoice Bank Statement Bank Statement Payroll
Description Opening Bank Statement Balance Opening Bank Statement Balance Opening Bank Statement Balance Opening Petty Cash Balance Internet Service Provider Insurance Consulting Services Service Fees Bank Transfer Bank Transfer Petty Cash Reimbursement Petty Cash Reimbursement Salaries Rent Interest paid Internet Service Provider Bookkeeping Insurance Paper Consulting Services Consulting Services Service Fees Bank Transfer Bank Transfer Paper Petty Cash Reimbursement Petty Cash Reimbursement Sales Tax Salaries Rent Interest paid Taxation Services Accounting Services Consulting Services Internet Service Provider Bookkeeping Insurance Accounting Services Paper Service Fees Bank Transfer Bank Transfer Parking Paper Petty Cash Reimbursement Petty Cash Reimbursement Salaries
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