How to Create a Useful Expense List

Sid Macatol

Dec 10, 2010 Sid Macatol - How to Create a Useful Expense List

Useful Expense List?

A LIST YOU CAN MAKE SENSE OF LATER

A list that can answer, “How much did I spend on

_______?” anytime

1. Small scissors … P20!2. Adhesive tape … P30!3. Jollibee meals for 3 … P300!4. Jeepney fare … P35!5. Cartolina … P30!6. Printer ink (HP60) … P800!7. Bond paper, 1 ream … P270!8. Messenger, 1 day … P350!9. Gasoline for messenger … P100!10. Styrofoam (2x2x1), 10pcs … P220!11. Elmer’s Glue (large), 2 bot …

P124!12. Pepsi Large … P40!13. KFC meals for 3 … P300!14. Taxi … P150!15. Thumb tacks … P50!

REAL TIME SUMMARY Materials … P _______? Supplies ... P _______? Transportation …. P_______? Food … P_______? Others …. P_________?

ARE YOU WITHIN BUDGET?

Where do we use Expense Lists? Household Expenses

Project Expenses

Personal Expenses

Software to Use

MICROSOFT EXCEL

Open a spreadsheet

Create three columns

The “ITEM” Column

Specific Description of Item Purchased

The “AMOUNT” Column

The amount of cash disbursed or paid

The “CATEGORY” Column

The particulars of the expense summary that you want

Add a ‘nothing follows’ row. This row is very important.

Additional rows must be inserted

only above ‘nothing follows’ row

Never insert rows below “nothing

follows” row

If you violate this rule, then this won’t

work for you

Add a “TOTAL” row

Jump to cell under “Amount” and opposite “Total”

Sum all the cells above it

Select all cells under ‘Amount’ down to the Total

Click ‘comma’ icon

Double click on the tab name

Rename to ‘Expense List’

Click the “+” icon

You just created a new tab

Double-click on tab name

Rename to ‘Expense Summary’

Make two columns in the Expense Summary tab

Type the categories here

Make sure you have the ‘nothing follows’ row

Again, do not play around with the “nothing follows” row. It’s a rule.

Add the ‘TOTAL’ row

Sum all cells above the ‘Total’ cell under ‘Amount’

Select all cells under ‘Amount’

Click the ‘comma’ icon

Select all categories, including ‘nothing follows’

Click ‘Insert’

Hover your mouse on ‘Name’

Click ‘Define’

You’ll see this box

Rename to ‘CATEGORY’

CATEGORY is now a name for a range

of cells

CATEGORY is a range of cells containing the

expense categories

You will use the CATEGORY range

name later.

Click ‘OK’

Click Expense List Tab

Select cells under ‘Category’

Click ‘Data’

Click ‘Validation’

Click menu for ‘Allow’

Choose ‘List’

Type ‘=CATEGORY’

You remember CATEGORY, right?

That’s the name of the array containing

the expense categories

I mean, these . . .

Click ‘OK’

Click this icon

These are the expense categories you defined earlier

Click ‘Supplies’

No need to type, right?

Try typing something else

It won’t be accepted

Click ‘Cancel’

Highlight the cells as shown

Click “Insert” from main menu

Select “Name”

Click “Define”

Name it as “Expenses”

The EXPENSES cell range contains two columns. You will use this later.

Click ‘OK’

Highlight cells under ‘Amount’

Click ‘Insert’

Select Name-Define

Name the range “Amount”

The AMOUNT cell range contains only one column. Again,

you will use this later.

Click ‘OK’

Encode the expenses now

To add rows, highlight rows from ‘nothing follows’ down

Click “Insert”

Click “Rows”

Continue encoding

Once done, click Summary

Go to cell B2

Encode the SUMIF() formula

Values we will use

range = EXPENSES

criteria = {cell to the left}

sum_range = AMOUNT

Of course, you recall EXPENSES

and AMOUNT, right?

They are cell ranges that we defined earlier

Our formula looks this way

Click on the cell

Click and drag down

That’s your live summary

Click ‘Expense List’

Add a row

Add another entry

Click ‘Expense Summary’

Updating is automatic

Spice it Up if you like with percentages

Or, spice it up with budgets and variances

Set it up once

Enjoy its convenience for life

Thanks for watching the slides.

Polite comments are welcome at http://virtualsidekick.blogspot.com

You may follow me at: http://www.google.com/profiles/sid.macatol

Dream a life! Live your dreams!

Sid Macatol

How to Create a Useful Expense List

Self Improvement

Transcript of How to Create a Useful Expense List

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