Excel Skills UK | Invoice & Debtors Template | Service Based

This template enables users to create an automated quotation and tax invoice based on the business details, ban
quotation & invoice details that are recorded on the appropriate sheets. The template also facilitates creating aut
reviewing monthly sales over any 12 month period, compiling an age analysis for individual or all customer accou
balance report based on a user defined statement date. Refer to the Trade Based Invoice template if you require s
invoices.

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Excel Skills UK | Invoice Template | Service Based
Instructions
www.excel-skills.co

This template enables users to create an automated quotation and tax invoice based on the business details, banking deta
customer information and quotation & invoice details that are recorded on the appropriate sheets. The template a
facilitates creating automated customer account statements, reviewing monthly sales over any 12 month period, compiling
age analysis for individual or all customer accounts and compiling a customer account balance report based on a u
defined statement date.

Note: Refer to the Trade Based Invoice template if you require stock codes to be included on your tax invoices. We a
recommend using the Invoice templates in conjunction with our unique service based & trade based accounting templates.

The following sheets are included in this template:

Set-up - this sheet enables users to customize the template for their businesses by entering the appropriate business deta
sales tax details and banking details.
Customers - create a unique customer code for each customer and enter a billing address and sales tax reference num
for all customers on this sheet.
Details - the details that should be included on all quotations & tax invoices should be entered on this sheet.
Quote - this sheet includes an automated quotation. All the information that has been entered on the other sheets
automatically included on this sheet after simply specifying the appropriate quotation number in cell G11. The automa
quotation accommodates 20 lines per quotation and you can add your own businessGET logoFULL
GET or artwork
FULL VERSIONin the
VERSION TOspace tha
TO
provided at the top of the sheet. UNLOCK!
UNLOCK!
Invoice - this sheet includes an automated tax invoice. All the information that has been entered on the other sheet
automatically included on this sheet after simply specifying the appropriate invoice number in cell G11. The automated
invoice accommodates 20 lines per invoice and you can add your own business logo or artwork in the space that is provid
at the top of the sheet.
Statement - this sheet includes a customer account statement. All the appropriate information that has been entered on
other sheets are automatically included on this sheet after simply selecting the appropriate customer code from the list bo
cell J11 and entering the appropriate statement date in cell J12. Note that the customer account statement also includes
age analysis.
Monthly - this sheet includes a 12 month sales analysis and monthly sales, receipts and debtor balance charts. The
month period that is included on this sheet is based on the start date that is specified in cell B4. Users can therefore com
a 12 month sales analysis for any 12 month period by simply specifying the appropriate start date.
Ageing - this sheet includes an age analysis that is automatically compiled based on the statement date that is entered in
B4 and the customer account that is selected from the list box in cell B6. All the calculations on this sheet are automated a
you can also compile an age analysis for all debtors by simply clearing the customer account selection from the list box in
B6.
Balances - this sheet includes an age analysis for all customer accounts which is automatically compiled based on
statement date that is specified on the Ageing sheet. The age analysis includes the first 20 customer accounts by default
you can add additional accounts by simply extending the table.

Set-up

The business details that are entered on this sheet are included in the cell range from cell C10 to C21 on the Quote a
Invoice sheets. The business name is also used as a heading on all the other sheets. The sales tax percentages that
specified in cells C21 and D21 are used to calculate the sales tax amounts in column J on the Details sheet which are th
included on the quotation & tax invoice in column F on the Quote and Invoice sheets.

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Excel Skills UK | Invoice Template | Service Based
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Note: If the sales tax percentages need to be amended, you will have to copy all the calculated amounts in column J on
Details sheet and paste the appropriate cells as values before amending the sales tax percentages on the Set-up shee
you don't paste all these cells as values, all the sales tax amounts on the Details sheet will be calculated based on the n
sales tax percentages.

The banking details are included in the cell range from cell C49 to cell C52 on the Invoice sheet. If you don’t want to inclu
your banking details on your automated tax invoices, simply delete the contents of these cells and clear the appropr
border formatting.

The error codes that are included at the bottom of the Set-up sheet are displayed for information purposes only. These e
codes are reflected in column O on the Details sheet if there is a problem with the input in some of the user input columns
the Details sheet. Refer to the Error Codes section of these instructions for more information on the user input errors that m
be encountered.

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Excel Skills UK | Invoice Template | Service Based
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Customers

A unique customer code needs to be created for each customer and the billing address and sales tax number of e
customer needs to be entered on the Customers sheet. Customer codes are included in a list box on the Details shee
order to simplify entering the appropriate quotation / invoice details. The customer billing address is automatically included
the quotation & tax invoice based on the quotation / invoice number that is entered in cell G11 on the Quote or Invoice sh
and the customer code that has been selected for the particular quotation or invoice on the Details sheet (the appropr
sales tax number is also included on the Invoice sheet).

Note: We recommend that you use an abbreviated version of the customer name as the customer code because it will m
it easier to identify the correct customer when selecting the appropriate customer code from the list box in column D on
Details sheet. For example, a customer code of ABC01 can be created for a customer whose billing name is "ABC Trading

The customer code can also be selected on the Statement and Ageing sheets in order to automatically compile an acco
statement or age analysis for a particular customer. Refer to the Account Statement and Age Analysis sections of th
instructions for guidance on these features.

Note: All the columns on the Customers sheet have been included in an Excel table. This feature is extremely useful wh
entering data in a table format. You can create a new customer code by simply entering a new code in column A - the ta
will then automatically be extended to include the new customer code.

In some instances, it may be preferable to allocate quotations or invoices to a generic customer code instead of creatin
unique customer code for each customer. For example, customers trading on a cash or COD basis may not require a
invoice and these invoices can therefore be allocated to a single Cash or COD customer code (for example: the co
"XXX01" can be created for this purpose).

Quotation / Invoice Details

All the transaction details that are included on the automated quotation (Quote sheet) and tax invoice (Invoice sheet)
compiled from the data that is entered on the Details sheet. The transaction details consists of the invoice number, quota
number, invoice date, description, invoice amount and the invoice due date. The customer code that is selected on
Details sheet is used in order to identify the appropriate customer and to include the customer's details on the quotation
invoice. The sales tax code is used to calculate the sales tax that is applicable to the particular quotation or invoice.

All the column headings contain a filter selection arrow - this feature indicates that a Filter has been applied to the table da
This Excel feature is very useful when you need to filter the data that forms part of a table based on one of the filter crite
that are available after clicking the selection arrow. The Filter feature can also be used to sort data based on a single colum

Example: If you only want to display the invoices for a particular month, you can filter the data based on the Invoice D
column by selecting the appropriate date filter from the filter menu that is displayed after clicking the selection arrow. A
reviewing the filtered data, simply select the "Clear filter" option in the filtered column in order to remove the filter and
display all the transactions on the sheet.

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Excel Skills UK | Invoice Template | Service Based
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You'll notice that there are totals that are included in the cells above all the amount columns (formatted in italic). These c
contain a Subtotal function which results in all filtered records being included in the total that is calculated. This means t
after filtering data, only the transactions that are displayed on the sheet are included in the calculation (column total). If
therefore print the sheet while a filter is in effect, the totals above the column headings will be calculated accurately and o
include the filtered transactions that have been printed.

Note: All the columns on the Details sheet have been included in an Excel table. This feature is extremely useful wh
entering data in a table format because the formulas in the calculated columns (the columns with light blue column headin
are automatically copied when new rows are inserted into the table or when data is entered into the first blank row below
table. You can therefore enter a new quotation by simply entering a quotation number in the first blank cell in column B -
table will be extended automatically to include the new quotation.

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Excel Skills UK | Invoice Template | Service Based
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All the columns with a yellow column heading require user input while the columns with light blue column headings con
formulas that are automatically copied for all new transactions that are added to the sheet. The following information sho
be included in the columns that require user input:
Invoice Number - invoice numbers can be in any format and are used as the primary reference for including the invo
details on the Invoice sheet.
Quotation Number - quotation numbers can be in any format and are used as the primary reference for including
quotation details on the Quote sheet.
Invoice Date - the date of the tax invoice should be entered in column C and is included in cell G12 on the automa
quotation and tax invoice. When you enter multiple lines for the same quotation or invoice, the invoice date must be the sa
for all the entries. Note that if you enter different invoice dates, only the invoice date in the first row for the particular quota
or invoice number will be included on the automated quotation or tax invoice.
Customer Code - select the appropriate customer code from the list boxes in column D. All the customer codes that h
been added to the Customers sheet are included in the list boxes. You therefore need to create the appropriate custom
code on the Customers sheet before it will be available for selection.
Description - enter a description of the service that is being provided in this column.
Tax Inclusive Amount - enter the total invoice amount inclusive of any sales tax that may be applicable.

Tax Code - select the appropriate sales tax code from the list box in column G. If the "A" tax code is selected, the sales
amount in column J is calculated based on the standard sales tax percentage that is specified in cell C21 on the Set-up sh
and included on the quotation and tax invoice. If the "B" tax code is selected, the sales tax amount in column J is calcula
based on the reduced sales tax percentage that is specified in cell D21 on the Set-up sheet and included on the quota
and tax invoice. If the "E" tax code is selected, no sales tax is calculated and the sales tax column on the quotation and
invoice will contain a nil value. Note that if your business is not registered for sales tax purposes, all transactions should
allocated to the "E" tax code.
Invoice Due Date - enter the date on which payment from the customer is due. This date is included in the Invoice Sta
section at the bottom of the automated tax invoice.
Payment Date - enter the date on which payment has been received from the customer. If payment has not been recei
for a particular invoice, leave the payment date column blank. A complete list of outstanding invoices can therefore
compiled by using the Filter feature and simply selecting the "blank" option from the filter menu (this feature can be acces
by clicking the selection arrow next to the appropriate column heading).

The following calculated columns (columns with light blue column headings) are included on the Details sheet:
Sales Tax Amount - these amounts are calculated based on the tax codes that are selected in column G and the sales
percentages that are specified on the Set-up sheet.
Exclusive Amount - these amounts are calculated by deducting the sales tax amounts from the inclusive amounts that
entered in column F.
SC1, StateRef, SC2 - the calculations in these columns are used in compiling the automated account statement on
Statement sheet.
Error Code - if any of the user input columns contain invalid data, an error code will be reflected in this column. It is theref
important to ensure that none of the cells in this column contain an error code. For more info on the error codes that may
encountered, refer to the Error Codes section of these instructions.

As we've mentioned before, the sales tax amounts in column J are calculated by applying the sales tax percentages that
specified on the Set-up sheet to the inclusive invoice amounts that are entered in column F. If the sales tax percentages ne
to be amended, you first have to copy & paste the values in column J as values before changing the sales tax percentage
the Set-up sheet. If you don't paste all the cells as values, the new sales tax percentages will also be applied to the invoi
that were issued before the sales tax amendment.

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Excel Skills UK | Invoice Template | Service Based
Instructions
www.excel-skills.co

Note: We highly recommend using our invoice templates in conjunction with our unique accounting templates. The Det
sheet has been structured in such a way that it should be easy to copy the data on this sheet to the Income sheet in
Service Based accounting template. You'll notice that the Income sheet does not include an Invoice Due Date column but
account number is required instead. After copying the data onto the Income sheet, you can therefore simply replace
Invoice Due Date with the appropriate account number. The Invoice template can be used to create tax invoices & custom
statements and to analyse customer account balances, while the accounting template enables users to also record expen
and to compile monthly financial results.

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Excel Skills UK | Invoice Template | Service Based
Instructions
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Recording Quotations

When you record a quotation on the Details sheet, the quotation number should be entered in column B, the quotation d
should be entered in column C and all the other columns should be completed as per the guidance that has been include
the previous section of these instructions. The invoice number, invoice due date and payment date columns should howe
be left blank.

When the quotation is accepted by the customer, the date in column C should be changed to the invoice date,
appropriate invoice number should be entered in column A and the appropriate invoice due date should be entered in colu
H.

Note: Invoices are only included in the debtor balance calculations on the other sheets in this template after an invo
number has been entered in column A. Quotations that have not been accepted by a customer should therefore not con
an invoice number in column A and are included in the outstanding quotation balance calculation in column E on the Mon
sheet.

Recording Partial Payments

This template allocates invoices and the payments that are received from customers to debtor balances based on an op
item basis. What this means is that the user is not required to enter a payment amount but to simply specify the appropr
payment date which relates to each line that is included on a tax invoice.

If a customer only pays part of an invoice, it means that the user will have to adjust the invoice details in order to record
payment accurately. The following procedure needs to be completed in order to adjust the payment amount to the amo
that has been received from the customer:
■ Find the appropriate invoice on the Details sheet and insert a new row below the last entry for the particular invoice.
■ Copy the entire last entry for the invoice into the new blank row and delete the tax inclusive amount in column F.
■ Deduct the amount that has been paid by the customer from the unmatched invoice amount and enter this amoun
column F for the new transaction that has just been copied.
■ Change the original invoice amount (or the amount in the copied line if the invoice consists of multiple items) to the amo
that the customer has paid and enter the appropriate payment date in column I.
■ Only the difference between the original invoice amount and the amount that the customer has paid will now be include
the debtor balance and will be reflected on the customer statement.

Error Codes

The following error codes may result from inaccurate input on the Details sheet and will be displayed in the Error Co
column. The heading of the affected input column will also be highlighted in orange:

■ E1 - this error code means that the payment date that has been entered in column I on the Details sheet is before
invoice date in column C. These errors can be rectified by either amending the appropriate invoice date or amending
appropriate payment date.
■ E2 - this error code means that the customer code that has been selected in column D on the Details sheet is invalid.
the customer codes that have been entered on the Customers sheet will be included in the list boxes in column D and
error can therefore be rectified by simply selecting a valid customer code from the list box. New customer codes must
created on the Customers sheet before being available for selection.
■ E3 - this error code means that a payment date has been entered in column I but an invoice number has not been ente
in column A. An invoice number should be specified as soon as a quotation is accepted and it is therefore impossible fo
customer to pay an invoice before an invoice number has been specified. If this error therefore occurs, the appropr
invoice number should simply be entered in column A in order to rectify the error.

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Excel Skills UK | Invoice Template | Service Based
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Note: Input errors may result in inaccurate template calculations and it is therefore imperative that all errors are resol
before reviewing the debtor balance and ageing calculations on the other sheets in this template.

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Excel Skills UK | Invoice Template | Service Based
Instructions
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Quotations

An automated quotation has been included on the Quote sheet. You can create, view, print or reprint any quotation by sim
copying or entering the appropriate quotation number into cell G11 on the Quote sheet. All the information that is included
the quotation should be entered on the Set-up, Customers and Details sheets and the quotation is automatically upda
based on the quotation number that is specified in cell G11.

The business details (business name, business address, contact details, tax reference number and business registra
number) are entered on the Set-up sheet. The Customer information is looked up on the Customers sheet based on
customer code that is specified in column D on the Details sheet for the particular quotation.

The invoice date is looked up on the Details sheet based on the quotation number that is specified in cell G11. The invo
date should be the same for all the lines that need to be included on the quotation. If different dates are entered for the sa
quotation in the Invoice Date column, only the first date will be displayed on the quotation.

The descriptions and invoice (quotation) amounts are also looked up in column D and column F on the Details sh
respectively based on the quotation number in cell G11. Note that the Quote sheet accommodates a maximum of 20 lines
quotation and that the order in which items are included on the Quote sheet are determined by the order in which the ite
are included on the Details sheet.

If you want to customize the standard quotation to your own requirements (example: changing fonts, colours, etc.), you wil
able to do so but take care not to replace any of the formulas because it may result in the information that is included on
quotation becoming inaccurate. Note you can insert your own logo or artwork at the top of the Quote sheet.

Tax Invoices

An automated tax invoice has been included on the Invoice sheet. You can create, view, print or reprint any tax invoice
simply copying or entering the appropriate invoice number into cell G11 on the Invoice sheet. All the information tha
included on the tax invoice should be entered on the Set-up, Customers and Details sheets and the tax invoice
automatically updated based on the invoice number that is specified in cell G11.

The business details (business name, registration number, business address, contact details and tax reference number)
entered on the Set-up sheet. The Customer information is looked up on the Customers sheet based on the customer co
that is specified on the Details sheet for the particular invoice.

Both the invoice date and invoice due date are looked up on the Details sheet based on the invoice number that is speci
in cell G11. The invoice date should be the same for all the lines that need to be included on the invoice. If different dates
entered for the same invoice in the Invoice Date column, only the first invoice date will be displayed on the tax invoice.

The invoice description and invoice amounts that are included on the automated tax invoice are also looked up on the Det
sheet based on the invoice number. Note that the tax invoice template accommodates a maximum of 20 lines per invoice a
that the order in which items are included on the Invoice sheet are determined by the order in which the items are included
the Details sheet.

The banking details that are displayed at the bottom of the tax invoice are looked up on the Set-up sheet. If you don't wan
include the banking details on the tax invoice, simply delete the contents of this cell range and remove the borders around

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Excel Skills UK | Invoice Template | Service Based
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The invoice status section at the bottom of the invoice includes the invoice status, invoice due date and the payment date
an invoice has not been paid, the invoice status will be reflected as "Due" (in red text) and will not include a payment date
an invoice has been paid, the invoice status will be reflected as "Paid" and the payment date that has been entered on
Details sheet will be reflected.

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Excel Skills UK | Invoice Template | Service Based
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If you want to customize the standard tax invoice to your own requirements (example: changing fonts, colours, etc.), you
be able to do so but take care not to replace any of the formulas that have been included on the Invoice sheet because it m
result in the information that is included on the tax invoice becoming inaccurate. Note you can insert your own logo or artw
at the top of the Invoice sheet.

Account Statement

An automated account statement has been included on the Statement sheet. You can create, view, print or reprint
account statement by simply specifying the appropriate customer code and statement date in cells J11 and J12 respectiv
All the other information that is included on the account statement is automatically compiled based on the data that has be
entered on the Set-up, Customers and Details sheets.

The business details (business name, registration number, business address, contact details and tax reference number)
entered on the Set-up sheet. The Customer information is looked up on the Customers sheet based on the customer co
that is selected from the list box in cell J11.

The outstanding balance in cell J22, the ageing in the cell range from cell C24 to J25 and the list of outstanding invoices fr
row 30 downwards are all automatically calculated and displayed based on the customer code that is selected from the
box in cell J11 and the statement date that is entered in cell J12.

If the statement date that is entered in cell J12 falls on a month end date, all the ageing calculations are based on calen
months but if the statement date falls on any other day of the month, the ageing calculations are based on the
component that forms part of the statement date.

For example: If the statement date is specified as the 27th of January, all invoices dated between the 28th of December a
the 27th of January are included in the "Current" ageing group, all invoices between the 28th of November and the 27th
December are included in the "30 Days" ageing group and so forth.

If the statement date is specified as the 29th of February (a month end date), the ageing is calculated based on calen
months. For example, all invoices dated between 1 February and 29 February are included in the "Current" ageing group
invoices dated between 1 January and 31 January are included in the "30 Days" ageing group and so forth.

It is also important to note that only the invoices that are outstanding on the statement date are included on the custom
account statement. Outstanding invoices are invoices that are dated before the statement date with payment dates that
after the statement date or blank (indicating that the invoices have not yet been paid).

Account statements are therefore compiled on an open item basis - this means that only open or outstanding items (invoic
are included on account statements and not all the movements on the customer account during a specific period (open
balances, invoices and payments displayed separately). We believe that this is the most efficient method of compi
account statements because it negates the need for complicated account reconciliations.

One potential complication with open item account statements is the matching of partial payments to invoices. This proc
could be complicated regardless of which accounting system is being used, but we suggest that you follow the procedure t
is listed under the Recording Partial Payments section of these instructions in order to correctly match partial payments to
tax invoices that are listed on the Details sheet.

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Excel Skills UK | Invoice Template | Service Based
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As we've mentioned before, the outstanding invoices that are listed on the account statement include both invoices that h
been paid after the statement date and invoices that have not yet been paid. If you therefore compile an account statem
(especially for previous periods) and some of the invoices have been paid subsequent to the statement date, these invoi
will still be included on the account statement. We recognise that the inclusion of these invoices could result in so
confusion and we have therefore included functionality to display a "FP" next to the invoice amounts of all fully paid invoi
and a "PP" next to the invoice amounts of all partially paid invoices in order to indicate that the affected invoices have alre
been paid.

Note: By default, the account statement includes a maximum of 30 outstanding invoices, but you can add more invoices
this sheet by simply copying the formulas from row 59 and pasting them into the appropriate number of additional rows.
recommend that you select the entire row before copying & pasting the formulas.

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Excel Skills UK | Invoice Template | Service Based
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Note: Invoices are listed on the account statement in the same order in which the invoices appear on the Details sheet. If
therefore want to change the order in which invoices are listed, you need to sort the data on the Details sheet accordingly.

If you want to customize the account statement template to your own requirements (example: changing fonts, colours, et
you will be able to format the cells on the Statement sheet accordingly. Also note that you can insert your own logo or artw
at the top of the Statement sheet.

Monthly Sales Analysis

A monthly sales analysis and monthly sales, receipts and debtor balance charts have been included on the Monthly sheet.
the calculations on this sheet include a 12 month period which is calculated based on a user defined start date. Users
therefore amend the 12 month period that is included in the sales analysis by simply entering a new date in cell B4.

Note: The quotation balances in column E reflect the total amount of all outstanding quotations as at the end of
appropriate monthly period. Outstanding quotations are defined as all quotations that have been issued to a customer
where an invoice has not been raised for the quotation (the invoice number in column A on the Details sheet is theref
blank). In some instances, outstanding quotations may never result in an invoice being raised (for instance where
customer rejects the quotation).

Debtors Age Analysis

A debtors age analysis, ageing chart and sales / debtors balance history chart have been included on the Ageing sheet.
the calculations on this sheet are automated and the only user input that is required is the statement date that needs to
entered in cell B4 and the customer code that needs to be selected from the list box in cell B6.

Ageing calculations can be performed for a specific customer by simply selecting the appropriate customer code from the
box in cell B6 or an age analysis of all customer accounts can be compiled by simply clearing the customer code from cell
(select cell B6 and simply press the Delete key on the keyboard).

The Ageing sheet also includes sales history and customer account balance history calculations for a 12 month period a
two charts which are extremely useful for analysing customer account movements.

Note: All ageing calculations are performed on the same basis as we discussed under the Statement section of th
instructions. If you enter any month end date as the statement date, the age analysis is calculated based on calendar mon
and if you enter any other date, the age analysis is calculated based on the day component that is included in the speci
statement date.

Note: If you accidentally clear the statement date from cell B4, you may notice that some of the calculations on this sh
result in errors. This is because a statement date should always be specified in order to perform these calculations. We h
therefore implemented conditional formatting features to highlight the statement date in orange if this cell is accident
cleared.

Customer Account Balances

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Excel Skills UK | Invoice Template | Service Based
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A customer account balance report has been included on the Balances sheet and reflects all outstanding customer acco
balances as at the statement date that is specified in cell B4 on the Ageing sheet. The report also includes an age analysi
all customer account balances that is calculated based on the statement date. All the calculations on this sheet
automated and no user input is required.

Note: By default, only the first 20 customer accounts are included on the Balances sheet. If you therefore create more th
20 customer accounts on the Customers sheet, some of the accounts may not be included on the Balances sheet. T
limitation can be extended by simply dragging the selection arrow in the bottom right corner of the Excel table downwards
the required number of rows. The table will be extended and all the formulas in all the columns on the Balances sheet
automatically be copied into the additional rows. All customer accounts should then be included in the report.

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Excel Skills UK | Invoice Template | Service Based
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Note: If the number of customers on the Customers sheet and the number of customers that have been included on
Balances sheet are not the same, cell A5 (the Code heading cell) on the Balances sheet will be highlighted in orange in or
to indicate that you need to add additional rows to the Balances sheet.

As we mentioned before, the customer account balance report is based on the statement date that is specified on the Age
sheet. This functionality enables users to view an age analysis for all customer accounts by entering the appropr
statement date and clearing the customer code input cell on the Ageing sheet and to then view a breakdown of the a
analysis amounts by customer account on the Balances sheet.

Help & Customization

If you experience any difficulty while using this template and you are not able to find the appropriate guidance in th
instructions, please e-mail us at [email protected] for assistance. This template has been designed with flexibilit
mind to ensure that it can be used in most business environments. If however you need an Excel based template tha
customized specifically for your business requirements, please e-mail our Support function and provide a brief explanation
your requirements.

© Copyright

This template remains the intellectual property of www.excel-skills.co.uk and is protected by international copyright laws. A
publication or distribution of this template outside the scope of the permitted use of the template is expressly prohibited
terms of the permitted use of this template, only the distribution of the template to persons within the same organisation
the registered user or persons outside the organisation who can reasonably be expected to require access to the template
a direct result of the use of the template by the registered user is allowed. Subsequent distribution of the template by par
outside of the organisation is however expressly prohibited and represents an infringement of international copyright laws.

Page 16 of 25
Example Limited
Set-up
© www.excel-skills.co.uk
Business Details
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“Details” sheet.
sheet.
Fax Number 020 9999 9999
Website www.example.co.uk
Contact E-mail [email protected]

Sales Tax Reference Number 999 999 999

Business Registration Number 999 9999
A B
Sales Tax Percentage 20.0% 5.0%

Banking Details:
Account Type Cheque Account
Bank Example Bank
Sort Code 99-99-99
Account Number 0999 999

Input Error Codes

Code Reason
E1 Payment date is before invoice date.
E2 Customer code does not exist.
E3 Payment date entered but no invoice number.

Page 17 of 25
Example Limited
Customer Set-up

© www.excel-skills.co.uk Billing Address

Code Billing Name Line 1 Line 2 Line 3 Line 4 Line 5 Tax Number
ABC01 ABC Limited 22 Long Street Orange County Los Angeles California United States 15120 N/A
CCS01 CC Supplies 10 High Street Acton London W3 6AW 499 888 200
DFM01 DF Manufacturing 155 Camden High Street Camden London NW1 8PR 452 765 230
DIG01 Digicom 30 Kings Road Chelsea London SW9 4WT 452 079 209
ECE01 EC Estate Agents 20 Chester Road Castle Bromwich Birmingham West Midlands B36 5JH N/A
On this sheet:
On this sheet:
ENE01 Energy Incorporated 400 North End Road Fulham London SW6 1XZ 402 899 300
Create
Create unique
uniqueHillcustomer
customer codescodes for
for allall customers
customers and enter
enter the
andLondon the customer
customer
FSF01 FS Financial Services 32 Rosslyn Hampstead NW3 4RT 423 090 340
information
information in
in the
the other
other columns
columns on
on this
this sheet.
sheet. The
The customer
customer codes
codes that
that are
are
GPA01 GP Accountants 30 Wood Street Middleton Manchester M24 9TR 451 678 523
created
created on
on this
this sheet
sheet are
are included
included in
in aa list
list box
box in
in the
the Customer
Customer column
column on
on the
the
INS01 Insurance Solutions 15 Brompton Road Knightsbridge London SW3 9RD 422 998 203
“Details”
“Details” sheet
sheet and
and the
the customer
customer information
information is
is included
included on
on the
the tax
tax invoice
invoice and
and
ITS01 IT Solutions 112 Elizabeth Avenue Houston Texas United States 18720 N/A
quotation
quotation based
based on the customer codecode that that isis selected
selected on on the "Details"
"Details" sheet.
sheet. We
KZB01 KZN Trading 120 High Road on the customer Lewisham the
London We SE13 9WA 432 000 765
recommend
recommend using
using anan abbreviated
abbreviated version
version of of the
the customer
customer name name as
as the
the customer
customer
PTY01 PTY Consultants 70 North Street Brighton East Sussex BN1 6TT N/A
code.
code.
SAB01 SAB Industrial 180 High Street Streatham London SW16 1SQ 465 000 897
TPS01 The Paint Shop 10 Mitchem Road Tooting London SW17 5AC 432 998 727
TRF01 TRF Solutions 16 Soho Road Handsworth Birmingham West Midlands B21 4BV 463 556 288
WCA01 WC Financial Advisors 60 High Street Wimbledon London SW19 3RT 412 998 002
WWR01 WW Retail 10 High Road Piccadilly London W1V 0RR N/A
XXB01 XX Building Supplies 127 Broadway Moorgate London EC2 3PL 499 662 120
XYS01 XY Services 80 Chorley Road Swinton Manchester M27 8WE 423 996 002
XXX01 General Customer Code N/A

Page 18 of 25
Example Limited
Invoice Details
© www.excel-skills.co.uk 49,522.30 7,418.01 42,104.29
Invoice Quotation Customer Tax Inclusive Invoice Due Sales Tax Exclusive Error www.excel-skills.co.uk
Number Number Invoice Date Code Description Amount Tax Code Date Payment Date Amount Amount SC1 State Ref SC2 Code
INV0001 Q0001 3/15/2019 GPA01 Consulting Services 1,120.00 A 4/14/2019 4/14/2019 186.67 933.33 0 0-INV0001 0 -
INV0002 Q0002 3/22/2019 TRF01 Consulting Services 815.00 A 4/21/2019 135.83 679.17 0 0-INV0002 0 -
INV0003 Q0003 4/8/2019 ABC01 Accounting Services 1,500.00 E 5/8/2019 4/28/2019 - 1,500.00 0 0-INV0003 0 -
INV0004 Q0004 4/17/2019 WCA01 Accounting Services 1,220.00 A 5/17/2019 5/20/2019 203.33 1,016.67 0 0-INV0004 0 -
INV0004 Q0004 4/17/2019 WCA01 Consulting Services 3,313.80 A 5/17/2019 5/20/2019 552.30 2,761.50 0 0-INV0004 0 -
INV0004 Q0004 4/17/2019 WCA01 Taxation Services 700.00 A 5/17/2019 5/20/2019 116.67 583.33 0 0-INV0004 0 -
INV0005 Q0005 5/12/2019 XXB01 Accounting Services 1,532.00 A 6/11/2019 6/1/2019 255.33 1,276.67 0 0-INV0005 0 -
On
On this
this sheet:
sheet:
INV0006 Q0006 5/27/2019 TRF01 Accounting Services 1,340.00 A 6/26/2019 6/16/2019 223.33 1,116.67 0 0-INV0006 0 -
All
All tax
tax invoices
invoices should
should be be recorded
recorded on
on this
this sheet.
sheet. The
The invoice
invoice and
and quotation
quotation details
details that
that are
are entered
entered onon
INV0007 Q0007 6/9/2019 WWR01 Taxation Services 450.00 A 7/9/2019 6/29/2019 75.00 375.00 0 0-INV0007 0 -
this
this sheet
sheet are
are automatically
automatically included
included on
on the
the tax
tax invoice
invoice based
based on
on the
the invoice
invoice number
number thatthat is
is specified
specified
INV0008 Q0008 6/23/2019 DFM01 Accounting Services 2,252.00 A 7/23/2019 7/13/2019 375.33 1,876.67 0 0-INV0008 0 -
on
on the
the "Invoice"
"Invoice" sheet
sheet andand on
on the
the quotation
quotation based
based on on the
the quotation
quotation number
number that
that is
is specified
specified on on the
the
INV0009 Q0009 7/18/2019 DFM01 Consulting Services 3,200.00 A 8/17/2019 8/7/2019 533.33 2,666.67 0 0-INV0009 0 -
"Quotation"
"Quotation" sheet.
sheet. All
All the
the columns
columns with
with aa yellow
yellow column
column heading
heading require
require user
user input,
input, while
while the
the columns
columns
INV0010 Q0010 7/26/2019 DIG01 Consulting Services 2,200.00 A 8/25/2019 8/15/2019 366.67 1,833.33 0 0-INV0010 0 -
with
with aa light
light blue
blue column
column heading
heading contain
contain formulas
formulas that
that are
are automatically
automatically copied
copied for
for all
all new
new invoices
invoices oror
INV0011 Q0011 8/4/2019 FSF01 Consulting Services 2,300.00 A 9/3/2019 8/24/2019 383.33 1,916.67 0 0-INV0011 0 -
quotations
quotations thatthat are
are added
added to to the
the sheet.
sheet.
INV0012 Q0012 8/13/2019 PTY01 Consulting Services 1,200.00 A 9/12/2019 9/2/2019 200.00 1,000.00 0 0-INV0012 0 -
INV0013 Q0013 9/9/2019 ITS01 Consulting Services 1,800.00 E 10/9/2019 9/29/2019 - 1,800.00 0 0-INV0013 0 -
INV0014 Q0014 9/29/2019 DFM01 Consulting Services 1,350.00 A 10/29/2019 10/19/2019 225.00 1,125.00 0 0-INV0014 0 -
INV0015 Q0015 10/4/2019 GPA01 Accounting Services 330.00 A 11/3/2019 10/24/2019 55.00 275.00 0 0-INV0015 0 -
INV0015 Q0015 10/4/2019 GPA01 Taxation Services 215.00 A 11/3/2019 10/24/2019 35.83 179.17 0 0-INV0015 0 -
INV0015 Q0015 10/4/2019 GPA01 Secretarial Services 90.00 A 11/3/2019 10/24/2019 15.00 75.00 0 0-INV0015 0 -
INV0016 Q0016 10/31/2019 CCS01 Accounting Services 2,343.00 A 11/30/2019 11/20/2019 390.50 1,952.50 0 0-INV0016 0 -
INV0017 Q0017 11/5/2019 TRF01 Consulting Services 1,500.00 A 12/5/2019 11/25/2019 250.00 1,250.00 0 0-INV0017 0 -
INV0018 Q0018 11/30/2019 ABC01 Consulting Services 1,490.00 E 12/30/2019 12/20/2019 - 1,490.00 0 0-INV0018 0 -
INV0019 Q0019 12/13/2019 ECE01 Taxation Services 816.80 A 2/5/2020 2/5/2020 136.13 680.67 0 0-INV0019 0 -
INV0020 Q0020 12/26/2019 TPS01 Taxation Services 1,349.00 A 1/25/2020 1/15/2020 224.83 1,124.17 0 0-INV0020 0 -
INV0021 Q0021 1/10/2020 PTY01 Consulting Services 1,800.00 A 2/9/2020 1/30/2020 300.00 1,500.00 0 0-INV0021 0 -
INV0022 Q0022 1/21/2020 WWR01 Consulting Services 1,920.00 A 2/20/2020 2/10/2020 320.00 1,600.00 0 0-INV0022 0 -
INV0023 Q0023 2/5/2020 XYS01 Consulting Services 2,343.00 A 2/25/2020 2/28/2020 390.50 1,952.50 0 0-INV0023 0 -
INV0024 Q0024 2/8/2020 WCA01 Tax Services 320.00 A 3/10/2020 3/10/2020 53.33 266.67 0 0-INV0024 0 -
INV0025 Q0025 2/14/2020 ABC01 Tax Services 224.00 E 3/16/2020 3/16/2020 - 224.00 0 0-INV0025 0 -
INV0026 Q0026 2/16/2020 XXX01 Consulting Services 1,698.70 A 2/16/2020 2/16/2020 283.12 1,415.58 0 0-INV0026 0 -
INV0027 Q0027 2/18/2020 WCA01 Tax Services 185.00 A 3/20/2020 3/20/2020 30.83 154.17 0 0-INV0027 0 -
INV0028 Q0028 2/21/2020 WCA01 Tax Services 224.00 A 3/23/2020 37.33 186.67 1 1-INV0028 1 -
INV0029 Q0029 2/26/2020 WCA01 Tax Services 326.00 A 3/28/2020 3/28/2020 54.33 271.67 0 0-INV0029 0 -
INV0030 Q0030 2/28/2020 CCS01 Consulting Services 1,385.00 A 3/30/2020 3/30/2020 230.83 1,154.17 0 0-INV0030 0 -
INV0031 Q0031 3/12/2020 FSF01 Tax Services 1,200.00 A 3/16/2020 3/16/2020 200.00 1,000.00 0 0-INV0031 0 -
INV0032 Q0032 3/16/2020 WCA01 Consulting Services 1,500.00 A 4/16/2020 250.00 1,250.00 1 1-INV0032 1 -
INV0033 Q0033 3/21/2020 WCA01 Tax Services 320.00 A 4/21/2020 53.33 266.67 1 1-INV0033 1 -
INV0034 Q0034 3/27/2020 XXB01 Tax Services 450.00 A 4/27/2020 75.00 375.00 0 0-INV0034 0 -
Q0035 3/31/2020 WCA01 Accounting Services 1,200.00 A 4/30/2020 200.00 1,000.00 0 - 0 -

Page 19 of 25
Insert
Insert business
business logo
logo in
in this
this section...
section...

Quotation
Example Limited
Building Name Quotation No. Q0004
Street Address Quotation Date 4/17/2019
Borough / Locality
City Issued To:
SW9 9XX WC Financial Advisors
Telephone: 020 9999 9999 60 High Street
Fax: 020 9999 9999 Wimbledon
E-mail: [email protected] London
Website: www.example.co.uk
Tax No.: 999 999 999 SW19 3RT
Reg No.: 999 9999 Customer Tax No. 412 998 002

Description Amount Tax Total

Accounting Services 1,016.67 203.33 1,220.00

Consulting Services 2,761.50 552.30 3,313.80
Taxation Services 583.33 116.67 700.00

Total 4,361.50 872.30 5,233.80

Insert
Insert business
business logo
logo in
in this
this section...
section...

Tax Invoice
Example Limited
Building Name Invoice Number INV0004
Street Address Invoice Date 4/17/2019
Borough / Locality
City Invoiced To:
SW9 9XX WC Financial Advisors
Telephone: 020 9999 9999 60 High Street
Fax: 020 9999 9999 Wimbledon
E-mail: [email protected] London
Website: www.example.co.uk
Tax No.: 999 999 999 SW19 3RT
Reg No.: 999 9999 Customer Tax No. 412 998 002

Description Amount Tax Total

Accounting Services 1,016.67 203.33 1,220.00

Consulting Services 2,761.50 552.30 3,313.80
Taxation Services 583.33 116.67 700.00

Total 4,361.50 872.30 5,233.80

Banking Details: Invoice Status:

Bank: Example Bank Payment Status: Paid
Account Type: Cheque Account Invoice Due Date: 5/17/2019
Sort Code: 99-99-99 Payment Date: 5/20/2019
Account Number: 0999 999
Insert
Insert business
business logo
logo in
in this
this section...
section...

Account Statement
Example Limited
Building Name Customer Code WCA01
Street Address Statement Date 3/31/2020
Borough / Locality
City Customer Details:
SW9 9XX WC Financial Advisors
Telephone: 020 9999 9999 60 High Street
Fax: 020 9999 9999 Wimbledon
E-mail: [email protected] London
Website: www.example.co.uk
Tax No.: 999 999 999 SW19 3RT
Reg No.: 999 9999
Outstanding Balance: 2,044.00

Current 30 Days 60 Days 90 Days 120 Days 150 Days 180 Days +180 Days
1,820.00 224.00 0.00 0.00 0.00 0.00 0.00 0.00
3/31/2020 2/29/2020 1/31/2020 12/31/2019 11/30/2019 10/31/2019 9/30/2019 8/31/2019
Outstanding Invoices:
2/29/2020 1/31/2020 12/31/2019 11/30/2019 10/31/2019 9/30/2019 8/31/2019 7/31/2019
Invoice Number Invoice Date Description Amount
INV0028 2/21/2020 Tax Invoice 224.00
INV0032 3/16/2020 Tax Invoice 1,500.00
INV0033 3/21/2020 Tax Invoice 320.00
Example Limited
Monthly Sales 8,000 Monthly Sales!
© www.excel-skills.co.uk 7,000

Start Date 3/1/2019 6,000

5,000

Date Sales Receipts Debtors Quotations 4,000

March-2019 1,935.00 - 1,935.00 - 3,000

April-2019 6,733.80 2,620.00 6,048.80 - 2,000

May-2019 2,872.00 5,233.80 3,687.00 - 1,000

June-2019 2,702.00 3,322.00 3,067.00 - 0

April-2019

July-2019
March-...

June-...

August...

Septem...

Novem...

Decem...

Januar...

Februa...
Octobe...
May-...
July-2019 5,400.00 2,252.00 6,215.00 -
August-2019 3,500.00 7,700.00 2,015.00 -
September-2019 3,150.00 3,000.00 2,165.00 -
October-2019 2,978.00 1,985.00 3,158.00 - 9,000 Monthly Receipts!
November-2019 2,990.00 3,843.00 2,305.00 - 8,000
7,000
December-2019 2,165.80 1,490.00 2,980.80 -
6,000
January-2020 3,720.00 3,149.00 3,551.80 -
5,000
February-2020 6,705.70 6,778.50 3,479.00 - 4,000
44,852.30 41,373.30 3,000
2,000
1,000
On
On this
this sheet:
sheet: 0
This
This sheet
sheet includes
includes aa 1212 month
month review
review of of sales,
sales, receipts
receipts and
and debtor
debtor

April-2019

July-2019
March-...

August...

Septem...

Octobe...

Novem...

Februa...
June-...

Decem...

Januar...
May-...
balances.
balances. All the calculations on this sheet are automated and
All the calculations on this sheet are automated and based
based
on
on the
the start
start date
date that
that is
is specified
specified in
in cell
cell B4.
B4. All
All three
three charts
charts are
are also
also
automatically
automatically updated
updated when
when the
the start
start date
date isis amended.
amended. 7,000 Monthly Debtors!
6,000
5,000

4,000
3,000
2,000

1,000
0

April-2019

July-2019
March-...

August...

Septem...

Octobe...

Novem...

Februa...
June-...

Decem...

Januar...
May-...

Page 23 of 25
Example Limited
Debtors Age Analysis
© www.excel-skills.co.uk
Statement Date 3/31/2020 All Customers

Customer

Age Analysis
2,500 Age Analysis!

Balance Current 30 Days 60 Days 90 Days 120 Days 150 Days 2,000

3,309.00 2,270.00 224.00 - - - - 1,500

180 Days 210 Days 240 Days 270 Days 300 Days 330 Days 360+ Days
1,000
- - - - - - 815.00
500

Sales History On
On this
this sheet:
sheet: -

Current

30 Days

60 Days

90 Days

180 Days

210 Days

240 Days

300 Days

330 Days

360+ Days
120 Days

150 Days

270 Days
This
This sheet
sheet includes
includes aa 1212 month
month ageage analysis
analysis andand sales
sales & & debtor
debtor balance
balance history.
history. All
All the
the
Mar-2020 Feb-2020 on
calculations
calculations on this Jan-2020
this sheet
sheet are Dec-2019
are automated
automated and
and based
based onNov-2019
on the
the statement Oct-2019
statement date
date that
that is
is specified
specified
3,470.00 in
in cell 6,705.70
cell B4
B4 and
and the
the customer3,720.00
customer code
code that is2,165.80
that is selected
selected from 2,990.00
from thethe list
list box
box in 2,978.00
in cell
cell B6.
B6. The
The age
age
Sep-2019 Aug-2019
analysis
analysis can
can be Jul-2019
be compiled
compiled for Jun-2019
for individual
individual customer May-2019
customer accounts
accounts or or you Apr-2019
you can
can compile
compile an Mar-2019
an age
age 8,000 Sales / Balance History! Sales Balance
3,150.00 analysis
analysis3,500.00
for
for all customer5,400.00
all customer accounts
accounts byby simply2,702.00
simply clearing
clearing the 2,872.00
the customer
customer code 6,733.80
code from
from the
the list
list box
box 7,000
in
in cell
cell B6.
B6. 6,000
Balance History
5,000
4,000
Mar-2020 Feb-2020 Jan-2020 Dec-2019 Nov-2019 Oct-2019 3,000
3,309.00 3,479.00 3,551.80 2,980.80 2,305.00 3,158.00 2,000
Sep-2019 Aug-2019 Jul-2019 Jun-2019 May-2019 Apr-2019 1,000
2,165.00 2,015.00 6,215.00 3,067.00 3,687.00 6,048.80 -

03-2020

02-2020

01-2020

12-2019

10-2019

09-2019

08-2019

07-2019

05-2019

04-2019
11-2019

06-2019
Page 24 of 25
Example Limited
Customer Account Balances 3/31/2020 2/29/2020 1/31/2020 12/31/2019 11/30/2019 10/31/2019 9/30/2019 8/31/2019
Report Date: 31 March 2020 2/29/2020 1/31/2020 12/31/2019 11/30/2019 10/31/2019 9/30/2019 8/31/2019 7/31/2019
© www.excel-skills.co.uk 3,309.00 2,270.00 224.00 - - - - - 815.00
Code Billing Name Balance Current 30 Days 60 Days 90 Days 120 Days 150 Days 180 Days +180 Days
ABC01 ABC Limited - - - - - - - - -
CCS01 CC Supplies - - - - - - - - -
DFM01 DF Manufacturing - - - - - - - - -
DIG01 Digicom - - - - - - - - -
ECE01 EC Estate Agents - - - - - - - - -
ENE01 Energy Incorporated - - - - - - - - -
On
On this sheet:
FSF01 FS Financial Services - - - this sheet: - - - - - -
This
This sheet
sheet includes
includes a-a customer
customer account
account balance
balance and age analysis report.
report.-All
GPA01 GP Accountants - - - and age analysis
- All - - -
the
the calculations
calculations on
on this
this sheet
sheet are
are automated.
automated. The
The report
report is
is compiled
compiled based
based on
INS01 Insurance Solutions - - - - - - on - - -
the
the statement
statement date
date that
that is
is specified
specified on
on the
the "Ageing"
"Ageing" sheet
sheet and
and includes
includes the
ITS01 IT Solutions - - - - - -the - - -
first 20 customer accounts
first 20- customer accounts - you
- you can add additional accounts by simply
KZB01 KZN Trading - - can add additional
- accounts
- by simply
- - - -
extending
extending the
the table.
table.
PTY01 PTY Consultants - - - - - - - - -
SAB01 SAB Industrial - - - - - - - - -
TPS01 The Paint Shop - - - - - - - - -
TRF01 TRF Solutions 815.00 - - - - - - - 815.00
WCA01 WC Financial Advisors 2,044.00 1,820.00 224.00 - - - - - -
WWR01 WW Retail - - - - - - - - -
XXB01 XX Building Supplies 450.00 450.00 - - - - - - -
XYS01 XY Services - - - - - - - - -
XXX01 General Customer Code - - - - - - - - -

Page 25 of 25