User Manual in PDF, Size: 136 KB
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1. c Provide a new password to open the file in the text box leave the password to modify text box blank and leave Read only recommended blank Click OK Re enter the password when prompted Take care to remember the password SMART ACCOUNT Page 2 d Select the folder smartaccount to Save in and enter the filename smart ensure that Save as type is Excel Workbook In Excel 1997 2003 save as type is Microsoft Excel Workbook and click SAVE Click OK to replace the existing file 2 Entering the Unit name and the Financial Year 2 1 Select the first worksheet START 2 2 Select the Unit Name Financial Year Starting Date and Financial Year Closing Date 2 3 Press SHIFT F9 3 Specifying Sub Heads of Account Heads and specifying Bank Accounts 3 1 Select the last worksheet SubHeads 3 2 Identify the RECEIPT HEADS applicable to the Unit and specify the Sub Heads Rows 5 to 56 except Row 39 3 3 Identify the PAYMENT HEADS applicable to the Unit and specify the Sub Heads Rows 59 to 136 except Row 98 Note At least one Sub Head such as general or others should be entered for all the RECEIPT HEADS and PAYMENT HEADS applicable to the Unit 3 4 Against account heads such as Contribution from Parents or School fee additional fees can be inserted as Sub Heads Sub Heads may be added any time during the Financial Year without deleting the ea2. If a number does not replace IE the entry in that Row is either incomplete or non sequentia 8 13 Write Payment Voucher Number on the Payment Voucher 8 14 Repeat the above procedure for every entry 5991 Vouchers can be entered 8 15 Contra entry to be made in case of bank withdrawal bank deposit transfer from one bank account to another and for term deposits For more information on contra entry refer to procedure No 9 of this Manuel 9 Contra Entry 9 1 Bank deposit In case of bank deposits entry has to be made in Payments and Receipts accounts because in this case the cash balance decreases and the bank balance increases For example if Rs 50 000 is deposited in bank in Bank Deposit head Rs 50 000 Payment cash has to be entered and at the same time in Bank Deposit head Rs 50 000 Recepts bank has to be entered 9 2 Bank Withdrawal In case of bank withdrawal entry has to be made in Receipts and Payments because in this case the cash balance increases and the bank balance decreases For example if Rs 10 000 is withdrawn from bank in Bank Withdrawal head Rs 10 000 Recepts cash has to be entered and at the same time in Bank Withdrawal head Rs 10 000 Payments bank has to be entered SMART ACCOUNT Page 6 9 3 Transfer from one bank account number to another In case of transfer of amount from one bank account to another entry has to be made in Payments and Receipts
3. tab of Page Setup of Print Preview Form From sheet tab of Page Setup in FILE menu 4 14 Take a Print out if needed Always Preview and specify the page numbers in PRINT RANGE before giving a PRINT Command It will prevent the printing of unwanted pages 5 Entering Budgeted Amounts against Sub Heads 5 1 Select the worksheet BudgetDetails and Press SHIFT F9 5 2 Ensure that cell E2 is blank 5 3 Repeat the procedure in 4 3 4 4 and 4 5 ensuring a different List range and Criteria range A 11 E 5432 and SAS1 SES2 respectively 5 4 Enter the budgeted amount against the Sub Heads displayed Sub Heads will be displayed as per the entry made in procedure 3 5 5 Press SHIFT F9 5 6 Select Enter ok in Cell E2 repeat the procedure in 4 3 4 4 and 4 5 ensuring a different List range and Criteria range A 11 E 5432 and SAS1 SES2 respectively 5 7 For viewing and printing follow the procedure in 4 13 and 4 14 6 Entering Opening Balance Details 6 1 Select the worksheet Openingbalance and Press SHIFT F9 6 2 Enter the details of the opening balance Bank A c Numbers will be displayed as per the entry made in procedure 3 4 6 3 Enter the details of Loans Advances to be refunded 6 4 Enter the details of Loans Advances to be recovered SMART ACCOUNT Page 4 6 5 Press SHIFT F9 7 Receipt Voucher Entry 7 1 Select the worksheet RECEIPTS and Press SHIFT F9 7 2 The Row 15 has eigh
4. 6006 and Criteria range SAS1 SPS2 After every filter update the SUBTOTAL by pressing SHIFT F9 11 7 Advanced users can view and print numerous reports using the standard features of Advanced Filter by changing Criteria range to SAS1 SP 3 or SAS1 SPS 4 as per the need 11 8 Before applying Advanced Filter always make sure that no unwanted item is selected entered in the Criteria range and the List range displays the desired data 12 Updating Viewing and Printing DETAILED MONTHLY REPORTS 12 1 Open the folder smartaccount and open the file smart xlsx 12 2 The folder Details within the folder smartaccount contains 13 u Worksheets The worksheets Dapril Dmay Djune Djuly Daugust Dseptember Doctober Dnovember Ddecember Djanuary Dfebruary and Dmarch are detailed monthly reports The worksheet Cdetails gives the current detailed report 12 3 To update any of the report open the concerned worksheet and Press SHIFT F9 to re calculate It may take 2 to 5 minutes as it involves a lot of calculation The Monitor may display Calculating cells 0 Do not be worried wait patiently In case system hangs because of old age the Excel will recover the files The recovered files should be given original names 12 4 To view any of the report follow the procedure in 4 3 4 4 and4 5 ensuring a different List range
5. Page 1 SMART ACCOUNT USING MICROSOFT EXCEL USER MANUAL A INTRODUCTION SMARTACCOUNT SMARTFEE AND SMARTSALARY are three Excel Workbook files customized for the purpose of BROTHERS OF ST GABRIEL EDUCATION SOCIETY The CD contains three folders The folder smart1997 2003 contains the worksheets in version 1997 2003 The folder smart2007 contains the worksheets in version 2007 The folder smart usermanual contains the User Manual of all the three Workbooks in PDF format SMARTACCOUNT is a very easy tool for accounting SMART FEE AND SMARTSALARY are very useful tools for preparing Budget This USER MANUAL is meant for all users of SMART ACCOUNT It follows the procedures of Excel 2007 The procedures specific to Excel 1997 2003 are given in brackets B PROCEDURES 1 Copying the file to a folder in the Computer 1 1 Copy the folder smart2007 in the D drive or the E drive of the Computer Copy the folder smart1997 2003 in the D drive or the E drive of the Computer 1 2 Open the folder smartaccount 1 3 Open the file smart xlsx in Excel 2007 Open the file smart xls in Excel 1997 2003 1 4 Provide the password when prompted In case any user wants to change password a Press F12 The Save As Form will be opened b Click GENERAL OPTIONS from TOOLS button which is located at the left bottom In Excel 1997 2003 it is located near the close button
6. accounts because in this case the balance in one account number decreases and the balance in other account number increases For example if Rs 20 000 is transferred in Bank Deposit head Rs 20 000 Payment bank and A c No x has to be entered and at the same time in Bank Deposit head Rs 20 000 Recepts bank and A c No y has to be entered 9 4 Term Deposits and Investments In case of term deposits and investments entry has to be made in Payments and Receipts accounts because in this case the balance decreases in one account and the balance increases in another For example if Rs 1 00 000 is invested in Fixed Deposit from a Savings Bank Account in Bank Deposit head Rs 1 00 000 Payment bank and A c No x has to be entered and at the same time in Bank Deposit head Rs 1 00 000 Recepts bank and A c No y has to be entered 10 Updating Viewing and Printing Monthly Annual Statements 10 1 The worksheets April May June July August September October November December January February and March are monthly statements The worksheet FullReport gives the consolidated statement of the Financial Year 10 1 To update the statements select the concerned worksheet and Press SHIFT F9 to re calculate It may take 10 20 seconds 10 2 To view the monthly statements follow the procedure in 4 3 4 4 and4 5 ensuring a differ
7. and Criteria range A 6 E 5427 and A 1 E 2 respectively 12 5 To print the statements follow the procedure in 4 13and 4 14 C INFORMATION 1 Press SHIFT F9 for updating the selected worksheet It will recalculate if any change has occurred in any related data It may take 10 20 seconds For viewing printing an updated report it is essential to recalculate the concerned worksheets by pressing SHIFT F9 It may take relatively longer time in Excel1997 2003 2 Press F9 for updating all the worksheets It will recalculate all the worksheets if any change has occurred in any related data It may take several minutes It may take much longer time in Excel1997 2003 SMART ACCOUNT Page 8 3 Press Ctrl Alt F9 for updating all worksheets irrespective of any change It will take several minutes It may take much longer time in Excel1997 2003 4 Press Ctrl Shift Alt F9 for rechecking all worksheets irrespective of any change It will take several minutes It may take much longer time in Excel1997 2003 5 DATE ENTRY 1jun10 or 01june2010 or 6 1 10 or 6 01 2010 6 CUT AND PASTE CUT and PASTE will cause error It will return HREF Press Ctrl Z to undo the action However COPY and PASTE may not cause any error 7 SAMPLE DATA The worksheets RECEIPTS and PAYMENTS may contain some sample data It may be used for filtering and viewing various statements Before starting the actual data entry del
8. ent List range and Criteria range SAS6 SES309 and SAS1 SES2 respectively 10 3 To view the Annual Statement follow the procedure in 4 3 4 4 and 4 5 ensuring a different List range and Criteria range SAS6 5P 161 and A 1 P 2 respectively 10 4 To print the statements follow the procedure in 4 13and 4 14 11 Updating Viewing and Printing RECEIPTS PAYMENTS Entries 11 1 Select the worksheet RECEIPTS or PAYMENTS 11 2 To update the data entry Press SHIFT F9 11 3 Ensure that the Range A1 P2 is blank Apply Advanced Filter following the procedure in 4 3 4 4 and 4 5 with the List range A S15 SPS6006 and Criteria range SAS1 SPS2 The entire data will be displayed whenever Advanced Filter is applied with blank Criteria range 11 4 To view the month wise RECEIPT PAYMENT Entries select enter the number indicating the desired month in Cell O2 and follow the procedure in 4 3 4 4 and 4 5 ensuring a different List range and Criteria range AS15 SPS6006 and SAS1 SPS2 respectively Press SHIFT F9 to get the updated SUBTOTAL The SUBTOTAL gives the SMART ACCOUNT Page 7 total of the RAMOUNT PAMOUNT of the filtered rows In this case it indicates the total of the RAMOUNT PAMOUNT of the specified month 11 5 To print the month wise entries follow the procedure in 4 13and 4 14 11 6 Desired item can be selected entered in cells ranging from A2 to P2 to filter the RECEIPT PAYMENT Entries keeping the List range AS15 SP
9. ete the sample data by selecting them column by column Rows cannot be deleted D RECOMMENDATION 1 PRINTING Before giving PRINT command always use Print Preview command to see the actual print view of any document Make sure to specify the pages to be printed If ALL pages are selected UNWANTED PAGES MAY BE PRINTED 2 HARD COPIES At the completion of the Receipt and Payment data entry of every month take print out of the Receipts and Payments data of the concerned month using Advanced Filter and get it signed by the concerned authorities Before submitting please recheck each RAmount and PAmount entry with the Amount in the Voucher Preserve these monthly documents in a File and get them bound at the end of the Financial Year for presenting it to the Auditor 3 BACK UP FILES After completing the data entry of every month make a backup copy of the folder smartaccount for every month and preserve them in a CD until the annual audit After the audit preserve the folder smartaccount in a labeled CD Bro T K James SG 22 October 2010 For Password Enquiries and Feedbacks Please Contact Cell No 09432013024 Email tkjames2k yahoo co uk SMART ACCOUNT
10. of bank withdrawal bank deposit transfer from one bank account to another and for term deposits For more information on contra entry refer to procedure No 9 of this Manuel 8 Payment Voucher Entry 8 1 Select worksheet PAYMENTS and Press SHIFT F9 8 2 The Row 15 has eight Headings PVN DATE ACCOUNT HEADS SUB HEADS MODE BANK ACCO NO DESCRIPTION and PAMOUNT SMART ACCOUNT Page 5 8 3 The data entry is to be started from Row 16 8 4 No entry is to be made under the heading PVN but entries are to be made under all other headings PVN stands for Payment Voucher Number It will be allotted automatically provided the entries are complete and sequential Else cells under PVN will indicate IE and the amount entered under PAMOUNT will not be taken in to account 8 5 Enter the Date Example 12apr10 or 4 12 10 8 6 Select the Account Head The Heads chosen in 4 7 will be displayed 8 7 Select the Sub Head The Sub Heads entered for Heads in 3 3 will displayed 8 8 Select the Mode 8 9 Select the Bank Account Number attached to the payment Every Payment irrespective of the payment mode is to be attached to a specific Bank Account Number The A c Numbers entered in 3 4 will be displayed 8 10 Enter a short description about the Payment in about 35 characters 8 11 Enter the Payment amount 8 12 Press SHIFT F9 The Payment Voucher Number will be displayed under the PVN
11. rlier entries 3 5 CUT and PASTE will cause error It will return AREF Press Ctrl Z to undo the action However COPY and PASTE may not cause any error 3 6 Enter the Bank Account Numbers last 5 digits only and Bank Name 3 letters only Rows 140 to 154 3 7 Press SHIFT F9 3 8 Select the worksheet Heads and Press SHIFT F9 4 Selecting the Account Heads and Entering the Budgeted Amounts 4 1 Select the worksheet BUDGET and Press SHIFT F9 4 2 Ensure that cell G2 is blank 4 3 Click Advanced in Sort amp Filter group of DATA menu Click FILTER from DATA menu and click ADVANCE FILTER 4 4 Ensure that Filter the list in place is selected List range is AS11 5G 319 and Criteria range is SAS1 SGS2 SMART ACCOUNT Page 3 4 5 Click OK 4 6 Choose the RECEIPT HEADS applicable to the Unit from the dropdown list in cell B17 to B66 and enter the Budgeted Amounts 4 7 Choose the PAYMENT HEADS applicable to the Unit from the dropdown list in cell B71 B146 and enter the Budgeted Amounts 4 8 Update the Closing Balance Summary 4 9 Enter the details of Loan Advances Taken and Refunded 4 10 Enter the details of Loan Advances Given and Recovered 4 11 Press SHIFT F9 4 12 Select Enter ok in cell G2 and repeat the procedure in 4 3 4 4 and 4 5 4 13 Click CTRL F2 to view the Print Preview To have colour Print Preview deselect black and white from sheet
12. t Headings RVN DATE ACCOUNT HEADS SUB HEADS MODE BANK ACCO NO DESCRIPTION and RAMOUNT 7 3 The data entry is to be started from Row 16 7 4 No entry is to be made under the heading RVN but entries are to be made under all other headings RVN stands for Receipt Voucher Number It will be allotted automatically provided the entries are complete and sequential Else cells under RVN will indicate IE and the amount entered under RAMOUNT will not be taken in to account 7 5 Enter the Date in proper format Example 12apr10 or 4 12 10 7 6 Select the Account Head The Heads chosen in procedure 4 6 will be displayed 7 7 Select the Sub Head The Sub Heads entered for Heads in procedure 3 2 will displayed 7 8 Select the Mode 7 9 Select the Bank Account Number attached to the receipt Every Receipt irrespective of the payment mode is to be attached to a specific Bank Account Number The A c Numbers entered in procedure 3 4 will be displayed 7 10 Enter a short description about the Receipt in about 35 characters 7 11 Enter the Receipt amount 7 12 Press SHIFT F9 The Receipt Voucher Number will be displayed under the RVN If a number does not replace IE the entry in that Row is either incomplete or non sequential 7 13 Write Receipt Voucher Number on the Receipt Voucher 7 14 Repeat the above procedure for every entry 5991 Vouchers can be entered 7 15 Contra entry to be made in case
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