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Organization of the I'm No Accountant Workbook

The I'm No Accountant Workbook for Excel is organized into worksheets. Some of them contain information that you enter. Some contain the dialog screens that are used to prompt you for information. One contains the Visual Basic code that coordinates data input, does the calculations, and defines the form of the printouts.

The first worksheet shown when the I'm No Accountant Workbook for Excel is loaded is called the QuickTips worksheet. It contains a copyright notice, the address to send your registration fee, and other important information that you should read. After the workbook has been setup, the first worksheet to be shown will be the Transactions worksheet.

The next four worksheets contain information that you will often see on printouts, and may want to inspect or change. These worksheets are named Transactions, Accounts, Businesses, and Balance. The Transactions worksheet contains all of the information on deposits and expenses that you have entered. The Accounts worksheet contains a list of all account names and numbers, and subtotals of transaction amounts for each account. The Businesses worksheet contains a list of all business names and numbers, and subtotals of transaction amounts for each business, but is present only in the multiple business version of the workbooks. The Balance worksheet summarizes all account balances.

The Transactions Worksheet

The Transactions worksheet contains all of the transactions that you have entered for expenses, deposits or salary. It is organized by columns and sorted first by date, and then by check number. This worksheet can not be modified unless you first use the Accounting Unprotect command. The columns contain the following information.

Column Contents
Date The date that you enter on the transactions dialog screen is placed in this column. Transactions are sorted by date each time that you finish entering transactions. The default is the current date, but you can enter any date.
Name This is the name of the person or business you wrote a check to or received money from.
Description You should enter a description of the transaction here. It should be detailed enough for you to know what it was for three years from now. If you want to include information that is not printed out, insert an Excel note in the description field.
Month This column is blank until you indicate that the transaction has shown up on your bank statement. Then, the number of the month (1 for January, etc.) is placed in this column. A printout of outstanding transactions prints all transactions where this column is blank. After each reconcile, all transactions with a blank month are copied to the Extract worksheet.
Business This column contains the business number. The number is automatically selected when you add a new business name. The Businesses worksheet contains a list of all business names and numbers. It is present only on the multiple business version of the workbooks
Check This is for the check number that you write. If you need to keep track of the numbers of the checks that you receive, put them in the Description column.
Account When you fill in the Transaction dialog box, you indicate the account type from a pull-down box. On the Accounts worksheet, each account name is associated with an account number. The account number is placed in the Account column.
Payment When you write a check, the amount of the expense goes into the Payment column
Balance The current checking account balance after the current transaction shows up on in the Balance column. It always gets its value from the previous balance plus or minus the current transaction.
Deposit When you make a deposit, the amount goes in the Deposit column.
Gross If you are paying a salary, the gross is calculated as the sum of the payment plus FICA, Fed tax, State tax, and County tax.
FICA If you are paying a salary, the FICA column contains the social security tax.
Fed tax If you are paying a salary, the Fed tax column contains the federal withholding tax.
State tax If you are paying a salary, the State column contains the State withholding tax.
County tax If you are paying a salary, the County tax column contains the County withholding tax.

The Accounts Worksheet

The Accounts worksheet is organized by columns and sorted first by category type, and then by description. The columns contain the following information.

Column Contents
Description The account name that you enter with the Accounts Add command is placed in the Description column. You can have the same description for an expense and income, but can not duplicate a description within an account type. These descriptions also appear in the drop-down boxes for you to select an account category.
Type The account type can only be Employee, Expense, or Income.
Account The account number that you enter with the Accounts Add command is placed in the Account column. The account number must be unique. The account number appears in the Account column of the Transactions worksheet.
Total The Total column contains the total of all transaction amounts with the same account number. Only the Payment column is summed for Employee or Expense types. Only the Deposit column is summed for Income types.

The Businesses Worksheet

The Businesses worksheet is organized by columns and sorted by Description. It is present only on the multiple business version of the workbook. The columns contain the following information.

Column Contents
Description The business name that you enter with the Business Add command is placed in the Description column. The entries are sorted by this column.
Business When you select a business name, the software automatically selects a business number for you. The number will be the smallest number starting with 1 that is not yet used. This number will show up in the Business column of the Transactions worksheet.
Payments The sum of all payments (expenses) for the business is placed here.
Deposits The sum of deposits (income) for the business is placed here

The Balance Worksheet

The Balance worksheet contains a variety of pieces of information. It is divided into two sections: Account balances and Account verification.

There are four entries in the Account balances section:

Initial balance is the starting balance for the checking account. If you find that the initial balance was not entered properly, change this initial balance on the Balance worksheet. The updated number will be reflected on the Transactions worksheet.

Calculated bank statement balance is the current balance plus all expenses that have not cleared minus all deposits that have not cleared. After a Reconcile command, this number should match the balance on your bank statement. If it does not, search for transactions that were not entered properly, or that were not entered at all.

Initial balance + Income - Expenses is a calculation of the current balance that does not rely on the math in the Transaction worksheet balance column. If the current balance does not match the calculated bank statement balance, a message states that some transactions are outstanding.

Current balance from final transaction is a calculation of the current balance from the Transaction worksheet balance column. If it does not match the previous calculation of the current balance, a warning is given at the right of the amount.

The entries in the Account verification section have the following meanings:

Income accounts contains the sum of all Income account totals from the Accounts worksheet.

Total Deposits contains the sum of all deposits from the Transactions worksheet. If it does not match the Income accounts total, one of the transactions probably has an account number that has not been defined. A warning message will be displayed when there is a mismatch.

Expense accounts + gross wages contains the sum of all Expense account totals from the Accounts worksheet and Gross wages from the Transactions worksheet.

Total checks + withholding contains the sum of Payments and all deductions from the Transactions worksheet. If it does not match the Expense accounts + gross wages total, one of the transactions probably has an account number that has not been defined. A warning message will be displayed when there is a mismatch.

Expense accounts contains the sum of all Expense account totals from the Accounts worksheet.

Gross wages contains the sum of gross wages from the Transactions worksheet.

Total expenses contains the sum of Payments from the Transactions worksheet.

FICA payments contains the sum of FICA deductions from the Transactions worksheet.

Fed tax contains the sum of Federal withholding tax deductions from the Transactions worksheet.

State tax contains the sum of State withholding tax deductions from the Transactions worksheet.

County tax contains the sum of County withholding tax deductions from the Transactions worksheet.