Business Accounts Software Excel Help

Help

Overview

Business Accounts Software Excel is designed for small, micro and home based business to provide simple and effective cash basis business accounting. It is specifically designed for ease of use and interpretation. Input requirements are minimized with quick setup for Accounts and any associated sales tax components (VAT etc). Totals are calculated by month, quarter and year with monthly Income, Expense and Profit totals graphically displayed.

For Australian businesses BAS Business Accounts Software Excel is an extension of Business Accounts Software Excel that includes preset Tax Items for Goods and Services Tax GST and an automatic Business Activity Statement BAS calculation sheet.



Instructions for Use

The software is divided into sheets accessible using the sheet tabs. All input is via unprotected blue input cells, protected cells contain formula and should not be changed.

Software is available free for evaluation, you can download from Business Accounts Software Excel Download. In Evaluation Mode Totals are Locked and not calculated. To fully enable this software you must Purchase a License.

Quick Start

  1. On the Tax sheet setup any sales tax (VAT etc) for Income and Expense accounts by inputting a Tax Item name and the applicable percentage (input 10 for 10%) for the Tax Item. If your business does not collect or pay sales tax on income or expenses you do not need set up the Tax sheet.
  2. On the Accounts Sheet setup Income and Expense accounts by inputting an Account name and selecting the applicable Tax Item from the drop down list. The applicable Tax % will be displayed. If no Tax Item is selected the Tax % will be 0.
  3. On the Income sheet input the start date of the financial year. Add line items for the first month by selecting the Account from the drop down list and inputting the amount Received. Any tax component will be calculated. Repeat for all Income items. For future months add Income items to the applicable month columns. The same items can be added multiple times in any month and in any order however it is recommended that regular monthly items be added first and repeated on the same row in following months providing an easy 1 line check to ensure a record is made for each month.
  4. On the Expense sheet add line items for the first month by selecting the Account from the drop down list and inputting the amount Paid. Any tax component will be calculated. Repeat for all Expense items. The same items can be added multiple times in any month and in any order however it is recommended that regular monthly items be added first and repeated on the same row in following months providing an easy 1 line check to ensure a record is made for each month.
  5. Totals for each Month and Quarter are provided at the top of Income and Expense sheets.
  6. Income and Expense by Month displays and charts monthly income, expense and profit. This is exclusive of any tax component.
  7. You can save the file with different file names to use with multiple businesses and years.



Welcome

The Welcome sheet provides software and license details, Help and Purchase links and Registration input.

When you purchase a software license you will receive Registration Details. To register your software input your Registration Details into the blue cells at the bottom of the Welcome sheet and save the spreadsheet. Current license details are displayed in red.



Income

The Income sheet is where all Income transactions are recorded. It consists of Account, Comments, Tax Item, Income, Tax and Received columns for each month. Totals for each Month and Quarter are at the top of the Income, Tax and Received columns. Months are grouped in Quarters with Account totals by Quarter and Full Year Account totals following the last Quarter. Account totals are displayed in the order of Accounts on the Accounts sheet.

Set up the Accounts sheet and if required the Tax sheet before adding transactions.

Income transactions are added by line for each Month by selecting an Account from the drop down list and inputting a Received amount.

Start Date
Initially input the start date (first day) of the financial year. This is used to calculate following months and is also applied to the Expense sheet.

Account
Add a transaction by clicking a blue cell in the Account column and scrolling the drop down list to select the required Account.

Accounts can be added in any order however by setting regular Accounts first (at the top of the column) and setting following months to be the same as previous months a continuous one line Account is established. This provides easy transaction verification over months. Accounts for following months can be set to be the same as previous months using standard spreadsheet functions. To do this in the following Account cell type = and then select the preceding Account cell and click enter.

Accounts in the drop down list come from the Income Account column in the Accounts sheet and are displayed in the order they appear on the Accounts sheet. If a new Account is required it should be added to the Accounts sheet. Accounts that are not set in the Accounts sheet will not be included in Totals.

Comments
Add any additional transaction detail to the Comments column. This could be a transaction date or reference number however to minimize input it can be left blank unless it adds required detail.

Tax Item
The Tax Item column displays the Tax Item associated with the selected Account as set on the Accounts sheet. The Tax % for the Tax Item will be used to calculate the Tax amount for the transaction. If there is no Tax Item associated with the selected Account this will be 0.

Income
This is the calculated Income amount. It is the Received amount minus any Tax amount.
Income = Received - Tax
This is the actual business income amount. It excludes any Tax component received.

Tax
This is the calculated Tax amount. It is the Received amount minus the Income amount.
Tax = Received - Income
This is the tax amount collected by the business.

Received
Input the Received amount for the transaction. This includes any Tax component and is the total amount received by the business for the transaction.



Expense

The Expense sheet is where all Expense transactions are recorded. It consists of Account, Comments, Tax Item, Expense, Tax and Paid columns for each month. Totals for each Month and Quarter are at the top of the Expense, Tax and Paid columns. Months are grouped in Quarters with Account totals by Quarter and Full Year Account totals following the last Quarter. Account totals are displayed in the order of Accounts on the Accounts sheet.

Set up the Accounts sheet and if required the Tax sheet before adding transactions.

Expense transactions are added by line for each Month by selecting an Account from the drop down list and inputting a Paid amount. The Month values applied correspond to those set on the Income sheet.

Account
Add a transaction by clicking a blue cell in the Account column and scrolling the drop down list to select the required Account.

Accounts can be added in any order however by setting regular Accounts first (at the top of the column) and setting following months to be the same as previous months a continuous one line Account is established. This provides easy transaction verification over months. Accounts for following months can be set to be the same as previous months using standard spreadsheet functions. To do this in the following Account cell type = and then select the preceding Account cell and click enter.

Accounts in the drop down list come from the Expense Account column in the Accounts sheet and are displayed in the order they appear on the Accounts sheet. If a new Account is required it should be added to the Accounts sheet. Accounts that are not set in the Accounts sheet will not be included in Totals.

Comments
Add any additional transaction detail to the Comments column. This could be a transaction date or reference number however to minimize input it can be left blank unless it adds required detail.

Tax Item
The Tax Item column displays the Tax Item associated with the selected Account as set on the Accounts sheet. The Tax % for the Tax Item will be used to calculate the Tax amount for the transaction. If there is no Tax Item associated with the selected Account this will be 0.

Expense
This is the calculated Expense amount. It is the Paid amount minus any Tax amount.
Expense = Paid - Tax
This is the actual business expense amount. It excludes any Tax component paid.

Tax
This is the calculated Tax amount. It is the Paid amount minus the Expense amount.
Tax = Paid - Income
This is the tax component paid by the business.

Input the Paid amount for the transaction. This includes any Tax component and is the total amount paid by the business for the transaction.



Accounts

If required set up the Tax sheet before adding Accounts.

The Accounts sheet is used to setup the Income and Expense Accounts that are selected from the drop down lists in the Accounts column of the Income and Expense sheets. Income Accounts are set up in the Income columns and Expense Accounts are set up in the Expense columns.

Accounts can be added in any order however setting regular Accounts first (at the top of the column) will provide the easiest to use structure. The Account order is reflected in both the drop down lists and the Account Totals on the Income and Expense sheets.

Account

Input the Account name. Any name can be applied to an account but it must be unique and should be descriptive clearly identifying the transactions it is intended for. An account can encompass a range of transactions or be very specific depending upon the level of recorded detail required and displayed in Account totals.

Tax Item

Select any Tax Item that applies to the Account from the drop down list. If the Account does not include a Tax Item this can be left blank.

Tax %

The % column displays the Tax % for the selected Tax Item as set in the Tax sheet. This will be used to calculate the Tax amount for transactions set to the Account. If there is no Tax Item associated with the selected Account this will be 0.



Tax

The Tax sheet is used to setup the Income and Expense Tax Items that are selected from the drop down lists in the Tax Item column of the Accounts sheet. Income Tax Items are set up in the Income columns and Expense Tax Items are set up in the Expense columns.

Tax Item

Input the Tax Item name. Any name can be applied to a Tax Item but it must be unique and should be descriptive clearly identifying the accounts it is intended for.

Tax %

Input the percentage Tax that applies for the Tax Item. This input should be the base numerical percentage ie for 10% input 10. This will be used to calculate the Tax amount for transactions set to Accounts using this Tax Item.



Income and Expense by Month

The Income and Expense by Month sheet displays the Income, Expense and Profit totals by Month. These are also plotted on the Income and Expense by Month chart. This provides a quick visual indication of business financial trends and relationships. The totals exclude any Tax components and represent pure business Income and Expense.



Requirements for Use

Software is an xls file developed with Microsoft Excel and will run on all versions of Microsoft Excel and most other spreadsheet applications including Excel for Macs and the free open source OpenOffice spreadsheet. It is secure and safe, it does not include any macros or visual basic coding and cannot access your system in any way.



Installation


Download the software Compressed Zip file (.zip) file and save it to your local system. Open the zip file (.zip) and save the content software file to a known location and then open the software file and follow the Instructions for Use.

This software does not access or alter your system or system files in any way. To uninstall you can simply delete the saved files.



Conditions of Use


The specific suitability of this software must be independently assessed. Software is provided as is, use is entirely at the users risk, and use acknowledges that the developers and all associated parties are held harmless from any claims or losses relating to software provided.



Software Support and Contact Details

For items not addressed here please refer to our Questions and Answers page where we post responses to a range of topics related to this software. It provides a growing knowledge base and allows you to benefit from the experience of others, if you have read all of the Help file and still have a question this is a good place to start. If after completely reading and following the Help file, and reviewing our Questions and Answers page your question is unanswered please Contact Us.

Web Site: www.BusinessSoftwareManagement.com

Full contact details are provided at Contact Us.

www.BusinessSoftwareManagement.com a member of the Bizpep Group.
ABN: 24 312 166 103

Regards
David Morcom
www.BusinessSoftwareManagement.com