User Guide 2015 Easy to Use Accounting Software Excel Based System

8/17/2019 User Guide 2015 Easy to Use Accounting Software Excel Based System

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Easy To Use Accounting Software

User Guide(2015 Version)

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Getting Started

View Video Tutorias Or Read The !anua "eow#

Opening The Program & Getting Started

1. Locate where you have saved your version of the program on your computer (the file name is Easy o !se"ccounting #oftware 2010 $ E%cel Version 1&.%ls)

2. 'pen the file the same way you would for any other E%cel file

. Enter your companys name on the wor*sheet called +,ront -age in the yellow shaded cell that says +Enter yourcompanys name here

$ow To Na%igate Through The Program1. /ot to the e%cel ta& titled +enu if you are not already there.

2. Locate the +nteractive enu at the &ottom of the +enu page.

. Left clic* on the name of the ta& you want to go to (ie. /eneral Ledger)

. 'nce you are on another ta& and have completed your tas* loo* for the green &utton (shown &elow) at the top ofeach page

5. Left clic* this &utton to ta*e you &ac* to the menu page

Setting Up Your Accounts

Creating our 'ccounts

1. ,rom the front page clic* on the +"ccount List lin* or clic* on the wor*sheet ta& la&elled +"ccount List

2. 3elete all of the account names in cells 45 to 410 and replace with your accounts.

. #tart imputing your accounts into cells 45 to 410. Ensure asset accounts are listed &eside the asset group andgiven a digit account num&er that starts with 1. Lia&ility accounts should &e listed &eside the group la&elled

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Lia&ilities and &e given a digit account num&er that starts with 2. 3o the same for Euity6 7evenue and E%pensesgiving them four digit account num&ers that start with 6 and 5 respectively

. f you do not use up all the cells in any of the categories leave them &lan* and do not delete them. 8ou may find youneed to add a new account later. 9y *eeping these spots open it will allow you to do this

'dding 'dditiona 'ccounts

f you fill up all the cells in a given account type and need to add more6 there are additional steps you need to ta*e toensure the report wor*s accurately. 9elow are the steps to add additional accounts to an account type:

1. /o to the wor*sheet titled +"ccount List

2. #elect the cell in column 4 that is the last cell in the category you would li*e to add an additional account to.

. nsert a row a&ove this cell

. ype in a four digit num&er that starts with the appropriate digit given the type of account it will &e6 ensuring the digit num&er is different than any of your e%isting accounts

5. f the account you added is an asset6 lia&ility or euity account6 you will need to modify your &alance sheet report onthe wor*sheet entitled +9#. f the account you added is a revenue or e%pense account6 you will need to modify thereports on the following wor*sheets: +#6 +# vs 9udget and +9udget

;. n &oth cases add the necessary rows to each appropriate wor*sheet &y following steps ;$10


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(ntering our "udget ", Period

1. /o to the wor*sheet la&elled +9udget

2. Enter your full year &udget for each of your accounts &y$month in the corresponding cells in columns 4 through @.hese cells are highlighted light &lue (*ey over the formulas currently in the cells6 these formulas are there only for ifyou are using the uic* method)

. he report will ta&ulate the total &udget for the year for each account &ased on what you input for each month

. Enter the year the &udget is for in the green highlighted cell

Entering Journal Entries

-hat .s The Genera *edger

he general ledger is the place where you will enter all of your financial transactions. "ll of the information for the reportingsystem and the various reports will &e pulled from this wor*sheet. he general ledger is the wor*sheet entitled +/eneralLedger.

The Components O/ (%er, 0ourna (ntr,

,or each and every =ournal entry you will need to have de&its and credits that eual each other to result in Bero &alance. neach transaction there can &e any num&er of de&its and credits so long as the sum of the de&its plus the sum of thecredits euals Bero. ,or transaction e%amples refer to the wor*sheet entitled +rans E%amples. Each transaction ishighlighted with either light yellow or light &lue so that you can see what entries &elong to which transaction.

(ntering ' Financia Transaction .n The Genera *edger

1. /o to the wor*sheet la&elled +/eneral Ledger

2. Enter the 8ear in column " for each part of the transaction.

. Enter the num&er of the onth for each part of the transaction in column 9

. Enter the num&er of the 3ay for each part of the transaction in column 4

5. Enter the cheue or document num&er for each part of the transaction in column 3

;. Enter the division num&er for each part of the transaction in column E

. Enter the account num&er for each part of the transaction in column /

?. Enter the payee for each part of the transaction in column C

10. ype in a description for each part of the transaction in column

11. Enter the amount for each part of the transaction in column D. Enter de&its as positive num&ers and credits asnegative num&ers

12. 4olumns D and will automatically populate &ased on the information *eyed into column ,

1. 3ou&le chec* once you are done entering all parts of the transaction that cell C still euals Bero. his means yourgeneral ledger is &alanced. f cell C does not eual Bero that means you have made a mista*e with one of theamounts you have *eyed in

@ote: here is no need to enter your transactions in order of the day they occurred. he system allows you to enter atransaction from an earlier date after a transaction from a later date. here is no need to enter transactions in the order


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in which they occur.

"aancing The Genera *edger

"s noted in the +Entering a ,inancial ransaction n he /eneral Ledger section cell C should always eual Bero. "s longas you chec* that this cell always euals Bero after every transaction or transaction correction6 you will always have a&alanced ledger.

Finding 'nd Sorting Transactions .n The Genera *edger

Fith -rofitwor*s Easy o !se "ccounting #oftware6 finding a =ournal entry is very simple. o do so6 sort the general ledger&y using any of the drop down search criteria from row . 9e sure to remove your filter when you are done searching toensure the ne%t time you enter your ledger it shows all your transactions. (@ote having a filter on in your general ledger will not affect your reporting system. 8our reporting system will still pull all the information you reuest even if it is notshowing in the general ledger &ased on the filter you employed in the general ledger).

!aking 0ourna (ntr, Corrections

Fith -rofitwor*s Easy o !se "ccounting #oftware =ournal entry corrections are very easy in the general ledger. here is noneed for additional correcting entries. o ma*e a correction simply follow the steps &elow:

1. /o to the wor*sheet la&elled +/eneral Ledger

2. ,ind the transaction that needs to &e corrected

. a*e the necessary corrections to the transaction &y typing over the incorrect information

. f you need an additional row or rows to correct your transaction simply insert additional rows

Tracking Your Receivable nvoices

Creating ' New Customer

1. /o to the wor*sheet la&elled +4ustomer @um&ers

2. Enter the num&er you wish to assign to the new customer in the column titled +4ustomer @um&er. Ensure you enterthe customer num&er on a new row to not type over an e%isting customer num&er. t is also important to ensureeach customer has a different customer num&er or it will create errors in the system

. Enter the customer name in the cell to the right of the customer num&er you =ust entered6 this should &e in thecustomer name column

Setting Up our Recei%abes .n%oice Tracker

1. /o to the wor*sheet la&elled +4ollection #ystem

2. Enter the account num&er for your accounts receiva&le account in cell 4

. Ensure the account num&er in cell #2 matches that of the account num&er in cell 4. f it does not select the sameaccount num&er from the drop down arrow in cell #2.

. Enter the num&er of days you allow for payment on all your invoices in cell ,

5. 3elete the entire row < which contains an e%ample for illustration purposes only

Tracking our Recei%abe .n%oices

1. Enter the transaction and =ournal entries created &y the invoice in the general ledger

2. f this is a new customer enter the customer num&er on the +4ustomer @um&er wor*sheet. ,ollow instructions to dothis from the a&ove section titled +4reating " @ew 4ustomer

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. /o to the wor*sheet la&elled +4ollection #ystem

. Enter the customer num&er for a new invoice in the column titled +4ustomer G. his should automatically displaythe customer name on the left hand side

5. Enter the new invoice num&er in column titled +nvoice G. his should automatically display the amount outstandingfor the corresponding invoice6 if you have properly entered your =ournal entries for the transaction in your generalledger.

;. Enter the issue date stated on the invoice in the column titled +ssue 3ate. his will automatically calculate the duedate and display it in the column titled +3ue 3ate

. he collection system will automatically show the invoice is paid and that there is H0.00 due when the =ournal entriesfor receiving payment of the invoice are entered in the general ledger

?. he collection system will then automatically ta&ulate the total amount receiva&le6 the amount receiva&les past dueand the amount receiva&les not past due at the top of the sheet

10. mportant: ,or the collection system to wor* properly you must enter the invoice num&er in the general ledger in the+4heueIdoc G column for all =ournal entries related to the issuing and receiving payment of the invoice. f this is notdone the +4ollection #ystem wor*sheet will not display accurate information

Generating Reports

Generating ' "uit1.n Report

Fith -rofitwor*s Easy o !se "ccounting #oftware there are three &uilt$in reports. hese reports include a 9alance #heet6ncome #tatement and ncome #tatement vs ,ull 8ear 9udget. 9ecause this accounting system is &uilt$in E%cel you canalso use this report system to &uild your own reports or customiBe the e%isting reports. f this is of interest to you readthe +4reating " 4ustom 7eport or +4ustomiBing he 9uilt$in 7eports sections of this manual. "ll of these reports aregenerated &y accessing the reporting system wor*sheet. 9elow are the steps to generate any of the three reports:

1. /o to the wor*sheet la&elled +7eporting #ystem

2. #elect the 8ear6 onth6 3iv and ype from the drop down menus in cells 9 to 9; for information you are loo*ing for

. 7ight clic* on cell 95 and select refresh data from the menu that appears

. /o to the appropriate wor*sheets for the report you want (+9# for you 9alance #heet6 +# for your ncome#tatement and +# vs 9udget for your ncome #tatement vs 9udget 7eport) to view the report

f you want to *eep the report for future viewing complete steps 5$1>. f you do not need to *eep the report there is no needto complete steps 5 through 1>.

1. 7ight clic* on the ta& of the wor*sheet of the report you want

2. #elect +oveI4opy from the menu that appears

. 4hec* the &o% that says +4reate a copy

. /o to the newly created wor*sheet which is the copy of the report

5. 4lic* on the grey suare &etween the " column heading and 1 row heading to select the entire sheet

;. 7ight clic* the same spot and select +4opy

. ,rom the menu options select values

?. Enter the reporting period in the green highlighted cell

10. 7ight clic* on the wor*sheet ta& for this copied report

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11. #elect +oveI4opy from the menu that appears

12. !nder the +o &oo*: drop down select +(new &oo*)

1. 4lic* '6 which will move the report and open a new E%cel file

1. #ave the new E%cel file in a location on your computer where you will *eep your reports

mportant: t is critical you follow the a&ove steps or what will happen is one of two things. Every time you change thereporting system the &uilt$in report will change to the selection you have made in the reporting system and the reportyou pull will &e gone. 'r6 if you tamper with the &uilt$in report &efore ma*ing a copy of the wor*sheet those changes will&e permanent to the &uilt$in report.

Customi2ing The "uit1in Reports

9ecause the -rofitwor*s Easy o !se "ccounting #ystem is &uilt$in icrosoft E%cel you can ma*e your own customiBationsto the &uilt$in report. his could include anything from visual formatting to adding additional ratio or metric calculations.Dust ensure none of the current formulas are changed on any of the &uilt$in reports or the reports will no longer wor*properly.

Creating ' Custom Report

4reate your own reports &y inserting an additional wor*sheet. 8ou can either pull the information for your report from the

e%isting &uilt$in reports or from the pivot ta&le in the reporting system itself. f you are going to create a report that pullsinformation from the pivot ta&le in the reporting system you will need to learn the ,6 #@" and VL''!- functions.8ou can learn this from the icrosoft 'ffice Celp6 which found under the help drop down menu at the top of E%cel. 8oucan also 4opy and -aste the formulas from the &uilt$in reports to see how the formulas should wor*. 9e careful not todelete or modify the formulas in the &uilt$in reports or they will no longer wor*.

!t"er #portant T"ings to $eep n %ind

3ata "ack Up

mportant: Ensure you regularly ma*e a &ac*$up of your -rofitwor*s Easy o !se "ccounting #ystem file. t is &est to do this

wee*ly and to put the copy of the file on a medium other than your hard drive such as a !#9 *ey6 e%ternal hard drive643 or 3V3. his will ensure if you ever have your computer crash or you get a virus your accounting information will &esecure.

&egal 'isclai#er

ntroduction

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his "ccounting #oftware is provided to you &y (rofitworks S#all Business Services nc. and is su&=ect to youracceptance of the terms and conditions contained herein. 9y using (rofitworks Easy o !se "ccounting #oftware you

signify your acceptance of these erms and 4onditions. f you do not agree with any of these terms it is yourresponsi&ility to discontinue your use of (rofitworks Easy o !se "ccounting #oftware.

Limitation of Lia&ility

n no event will (rofitworks S#all Business Services nc. &e lia&le for any damages whatsoever6 including &ut not limitedto6 direct6 indirect6 punitive6 or special damages arising from or in connection with the use or ina&ility to use thisaccounting software including6 &ut not limited to6 damages for ina&ility to register for a course of action6 loss of use6&usiness interruption6 loss of data or other pecuniary loss6 whether &ased on an action in contract6 tort (including &ut notlimited to @egligence)6 legal theory6 even if (rofitworks S#all Business Services nc. has &een advised of thepossi&ility of these damages.

3isclaimer

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"greement that your use of this accounting software is at your sole discretion and ris*. his accounting software is providedon an +as is &asis. (rofitworks S#all Business Services nc. does not warrant or ma*e any representationsconcerning the suita&ility6 relia&ility or accuracy of (rofitworks Easy o !se "ccounting #oftware or that this software isfree from defect or error and disclaim all warranties and conditions in respect of (rofitworks Easy o !se "ccounting#oftware6 including implied warranties and conditions arising in law or from a course of use. n no event shall(rofitworks S#all Business Services nc. &e lia&le for any damages of any *ind related to the use or misuse of thisaccounting software.

rademar*s

he trade$mar*s6 logos6 names and icons identifying (rofitworks S#all Business Services nc. in this accounting softwareare registered and unregistered rade$mar*s of (rofitworks S#all Business Services nc.. @o trade$mar*s6 logos6names and icons identifying (rofitworks S#all Business Services nc. contained within this accounting software may&e used without written permission of (rofitworks S#all Business Services nc.

ndemnification

8ou shall indemnify and save harmless (rofitworks S#all Business Services nc. and their respective employees6 officers6directors6 owners6 employees6 agents6 and consultants from and against any claim6 cause of action or demand6 including&ut not limited to6 reasona&le legal6 accounting and other fees6 &rought as a result of your use of this accountingsoftware.

ermination

f you o&=ect to any erms and 4onditions or are dissatisfied with (rofitworks Easy o !se "ccounting #oftware your onlyrecourse is the immediate termination of use of the said accounting software.

7esale or 3istri&ution

his accounting software may not &e resold or distri&uted without the prior written consent of (rofitworks S#all BusinessServices nc.
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Documents

User Guide 2015 Easy to Use Accounting Software Excel Based System