DirecTools User Manual for Windows
Contents
1. 24 4 Totals for each row are automatically EE pm aminer f SS _ S gt SSS Sn a Ln DIV 0 To Do Lists The To Do Lists file is set up as a List see About Lists above Every business person has a lot to do The To Do Lists file give you a place to record your to do items put due dates on them and record the dates they were actually completed Recording and checking off your goals can help you become a success Details on how to use the To Do Lists file are shown below Task Column Enter a description of the task This description should be detailed enough to remember later what the task was Due Date Column Enter a due date for each task Setting a due date will give you a definite goal to shoot for Otherwise it is much easier to procrastinate Note you may wish to keep the list sorted by due date so that it is easier to complete the tasks that are due next iz 2 Sort Ascending Ne rar ae Co INN ME Sort Descending by using the sort control at the top of the column Top 10 Get DirecTools Fill out DirecTools files 4 Follow up on new sales lead Date Complete Column Enter the date the task was completed Not only will this let you know which tasks have been completed but it will also give you a sense of accomplishment as each task is done especially if completed ahead of the due date Copyright i e Publishing2. 39 99 o HDIV 0 DIV O 4DIV 0 EXPENSES NOTE Consult the latest tax code and a Business Tools I 12 00 Demonstration Products 10 00 auKpOrnst Other Expenses 3 Tu SES Total Expenses f 43 00 0 00 0 00 0 00 NET PROFIT T Net profit is automatically Gross Profit minus Expenses 201 00 calculated as gross profit minus Net Profit Percentage 32 8 BUMP STR Copyright i e Publishing Goals Purple Cells The importance of goal setting cannot be overstated The Sales Tracking spreadsheet is set up to help you set and track your goals There are four different goal types based on sales and profit Award Sales Special awards are often offered by companies on certain types of sales and or during certain periods of time You may wish to track your goals related to those company incentives Customer Sales Since generally the more you sell the more you make it is a good idea to set goals related to how much you sell For example you may wish to set a goal to increase your sales by 40 each sales period That type of entry is shown below GOALS J Award Sales Goal Award Sales Actual Customer Sales Goals Gross Profit Goals Net Profit Goals Gross Profit Enter goals for gross profit to track how much money you are making before expenses Net Profit Enter goals for net profit to track how much money you are making after expenses Copyright i e Publi
3. You can print the calendar as is and hand write on it You can also keep the file on your computer opening and saving the file for each change you want to make To make an entry simply click on the box below the desired date and begin typing TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY 1 New Year s Day party a Megan s Click on box below date and begin typing Don t forget to save the file when finished Copyright i e Publishing Contacts The Contacts file allows you to record all of your contacts in one easy to use location The file is set up to have different tabs along the bottom for different types of contacts Choose different types of contacts by clicking on tabs at bottom of window eS IM 4 K M Businesses Personal Ready oince Contacts is set up as a List you can sort on any column see About Lists above For example you may wish to sort on Birthday or Customer Since so you can send small gifts of appreciation G H I K State ZIP Code Birthday Customer Since ST 00000 0000 2 2 192 2 2 200 f Sort on different columns by clicking on sort control buttons GO ps Cn LH B Gad Kak Copyright i e Publishing Inventory The Inventory file is set up as a List see About Lists above This file gives you a location to record your product inventory For income tax purposes it is generally required to record your beginning and ending inv
4. by entering information on the row with the asterisk in the far left column Once data is entered on this row the asterisk row will automatically move to the next row Data can be entered like this for as many rows that need to be added Entering new data in this manner is shown below 1 i 2 Examp le Task 3 mm Enter new data on A row with asterisk 5 1 Example Task Inew data 4 N When data is entered asterisk 5 moves to next row Copyright i e Publishing Sorting Lists One useful feature of Lists is the ability to sort on any column Each column has a sort control in the lower right portion of the column heading cell A B 1 Type GlDate Description 7 2 Balance 01 01 09 Beginning Balance Deposit 01 01 09 Example Deposit 101 samle Check T Sort control is at the Total top of each column 3 4 11 02 00 2 6 To sort the list simply click on the sort control and choose the desired sort method In the example shown below the Date column is selected to Sort Ascending This will place the list in date order with newer dates at the top of the list and later dates toward the bottom You can sort the list using any column Note if you add new data you will need to re sort the list to get it back in order J Description Beginning Balance N Type Date Balance Sort Ascending Sort Descending H Deposit xample Deposit 101 All Exa
5. 000001 Superc harge The place to charge oompany logo or your contact information Custom er FT the template by selecting the cells and typing your information Don t forget to save your file when finished so your template will have the correct information the next time you use tt Copyright i e Publishing Entering a Logo It is possible for you to even add graphics to the invoice such as a company logo select the cell where you wish to place the logo then click on the Insert menu and choose Picture gt From File JE File Edit View Insert Format Tools Data Window Help Adobe PDF Cells L cg iL r old g 10 Rows E Sot Th SF EL i ali r contact information Worksheet E F E ma Symbol 000001 Page Break er Columns cana logo or your fe Function contact information Name K ia Comment Be v al de 4 Diagram x From File Object a From Scanner or Camera __ Then find your company s logo graphic file and click on Insert Don t forget to change the business contact information at the bottom of the template too SE POU TO HUE OE e r z e 200 r 2200 r 22200 K r Copyright i e Publishing Creating New Invoices Once you have ma
6. 1 pcs cm M 12 TS ouem cates x HEU wes nine vgs x os MERI UENIRE ns bin vee E ecient een Md OS MUERE 13 EN UNN 13 Fre 13 Product Number Colum asiassaan a eo oru dtes dnte uer ees eis AA rU een 14 FANN 14 VID 14 Mt 14 Quanti Eois EE LE er ee 14 Inventory Value Colunn isnin EE ENDE 15 Copyright i e Publishing Te EEE EN EEE 16 TN 16 TE Ee Ogee cece 17 NN NN 18 Changing the Invoice Numbers 18 AMI 18 TT NTN 19 EEE EEE EN 20 TN 20 To DEN 20 Starting and Ending Miles Columns 20 Miles GO UNI e 21 Fe 21 ET COl EEE EE ENE EE EN NE 21 eg EE NN NN EN NE 22 Sales Period Dates Blue Cells 22 Sales Information Green GENS farerne iniiai inaina Tiai 23 Cost of Goods Information Orange Cells sss sss sees 23 Gross Profit Automatic Calculation sss sseese essen 24 Expense Information Yellow Cells eee 25 Net Profit Automatic Calculation sese 26 Eforici giiqe de Ij 27 EEG EE ee ee edam aD MER DE MED DE D IE 28 TOTALS Column Automatic Calculation sss sss 29 ODORI Tee 30 die es OM UU 55 30 PAD ENN re 30 PENN 30 Copyright i e Publishing Introduction Welcome to DirecTools We at i e
7. DirecTools User Manual for Windows Version 1 0 Copyright i e Publishing Publishing Information Direc Tools and this manual were created by i e Publishing While every precaution has been taken in the preparation of this manual the publisher assumes no responsibility for errors omissions or damages from theses products or use thereof e i e Publishing P O Box 914 MET x 2 Noble OK 73068 ATT iepublishing me com If you have purchased the files that this manual accompanies you are hereby authorized to modify and or copy the files only for your own use You are not authorized to sell or redistribute the files without prior written permission from the publisher Microsoft Windows and Excel are either registered trademarks or trademarks of Microsoft Corporation in the United States and or other countries Apple Mac and Mac OS X are either registered trademarks or trademarks of Apple Inc in the United States and or other countries Copyright i e Publishing Table of Contents Publishing Information ssssssssss sese sese ss sss ss sss essea anana anana ananas 2 Te lg ed oe eg RE NN EE I 5 Mmm Re eielil Screen aded rs udo Mei ieee ao eee 5 OS oe cer EEE EE 5 EVs evn NE ERE RE RR EE 6 ETE EE EN E EUR EN EHECM aaas 7 The LL NNN 7 ECNE NCW LISTIS canina E E E DE E E E 8 TEL GS E A EA E EE E E A A 9 FINT 10 tR ye DD EE E E 10 Date Go Ga eee 10 PETN 10 cuo HI EEE EE EEE 10 GE EE BE EE EE E PES 1
8. Publishing sincerely hope that these tools will help you manage your sales business and achieve the results you desire Minimum System Requirements These tools are designed to be used with Microsoft Excel You must have that application installed before using these tools For Windows Excel 2003 or later For Mac Excel X or later What You Get DirecTools is a set of templates designed to keep track of information related to a direct selling business There are eight useful templates that come with DirecTools They are e Banking e Calendar e Contacts e Inventory e Invoice e Mileage e Sales Tracking e To Do Lists We are always looking for ways to improve our products If you have comments or suggestions please email them to us at iepublishing me com We sincerely appreciate you purchasing DirecTools and wish you the best of luck in your business Copyright i e Publishing Installing the Files Install files from the CD to your computer by copying them to your hard drive You can do this by dragging the DirecTools folder to a location on your computer such as your documents folder Insert the DirecTools disc into your computer s CD or DVD drive Drag and drop the DirecTools Windows folder to the desired location show below as My Documents folder Doing this will cause your computer to copy the folder off the disc onto your computer File Edit View Favorites Tools Help wy Pack 3 Fa Search Folde
9. S 9656 0 3 B 4 95 E 0 00 Miles column is automatically 0 0 0 00 calculated and totaled at the 0 0 0 00 bottom of the list 0 0 0 00 9 0 4 95 Rate Column Enter the amount per mile set by your company or the IRS Enter this as a dollar amount For example if the rate is 55 cents per mile enter 0 55 Trip Date Starting Miles Ending Miles I Rat Value A 9647 0 3 9656 0 S U 4 95 F 19 00 0 00 Enter dollar amount per mile in tne 0 00 Rate column and the Value column 0 00 will be automatically calculated 00 F CM 54 95 Value Column The Value column is automatically calculated by multiplying Rate and Miles Copyright i e Publishing Sales Tracking The Sales Tracking file is the heart of DirecTools It is designed to keep track of how much you sell and deductions for tax purposes It can also help you set and track your goals so that you can meet your sales objectives and see how much profit you are making Details about how to use the Sales Tracking file are shown below Sales Period Dates Blue Cells Each year is divided up into 26 sales periods This means each sales period is two weeks long If your sales periods are different for example monthly then you can just use fewer columns for example the first 12 Enter a date for each sales period in the blue cells You may enter the starting date for each period or the ending date which ever is most convenient and wil
10. all entries above it The TOTAL cell automatically adds the Tax and Sub Total cells together f RUNE s Sub Total 20 00 Tax Rate 8 00 TaxJ 1 60 TOTAL 21 60 The Sub Total Tax and TOTAL L are automatically calculated Copyright i e Publishing Mileage The Mileage file is set up as a List see About Lists above This file allows you to track vehicle miles that apply to your business If you enter the starting and stopping odometer readings for each trip the number of miles is automatically calculated and all trip miles are automatically totaled Details on how to use the Mileage file are shown below Trip Note Column Enter information about the trip in the Trip Note column For example you may wish to enter which customer was delivered to Trip Date Column Enter the date the trip was made Starting and Ending Miles Columns Enter the odometer readings at the start and end of the trip Trip Date Ea Starting SER Ending 3656 0 Rated Value 9647 0 9656 0 0 55 4 95 TA 0 00 0 0 0 00 Enter starting and ending 0 0 0 00 odometer readings here 9 0 54 95 Copyright i e Publishing Miles Column The Miles column is automatically calculated by subtracting Ending Miles from Starting Miles The Miles column is also automatically totaled at the bottom of the list Trip Date Starting Miles Ending Miles I Rat Value S 9647 0
11. de changes to the template file create new invoices by selecting File gt Save As This will ensure you save each invoice separately for later reference Choose a file name that will allow you to find it later and click on Save Changing the Invoice Number It is good practice to ensure each invoice has a unique number for later reference The invoice has a location for invoice number next to the word INVOICE in the file You may just start at 000001 and increase the number for each new invoice or create your own unique numbering system P n n n n n n iii n eee ees n SY INVOICE 000001 Company Name Company Slogan i Customer mpanv logo or vou Customer Name Prem ET gingo i AT Ri Ro 119 Customer Add Entering Items Enter the product name and or number for each item the price you are charging and the quantity The subtotal column is automatically calculated by multiplying the price by the quantity Item Price Qty Subtotal My great item 25346 10 00 20 00 E ll Enter Price and Qty and Subtotal is automatically calculated Copyright i e Publishing Sales Tax and Totals Enter the sales tax percentage in the cell next to Tax Rate and the tax will automatically be calculated The Sub Total cell automatically calculates
12. entory for the year Details of how to record information in the Inventory file are shown below Category Column The Category column allows you to assign a category to each inventory item The products you sell may already have categories assigned by your company If So you may want to use these Whatever categories you enter will show up on the list for later sorting B G Product Name Product Numbe Sort Ascending NE XAMPLE 123examp Sort Descending AI Top 10 Custom Categories you enter in the column automatically show up in the sort list Product Name Column Enter the product name for the product It is a good idea to use the same name that is assigned by your company for ease of location later Copyright i e Publishing Product Number Column Enter the product number for the product Your company should assign product numbers to use in ordering and tracking products Retail Price Column Enter the retail price of a single product multiples will be handled later The retail price is the price you charge your customers My Discount Column Enter the percent discount your company gives you off that product For example if you get a 30 discount just enter 30 as shown below 123examp 0 00 Enter the your percent off in My Discount and 0 00 your cost will automatically be calculated 0 00 snm My Cost Column After entering your discount above your cos
13. ks expenses Many business expenses are tax deductible The Sales Tracking file lists some common business expenses The expenses listed may or may not be fully deductible depending on the latest tax laws CAUTION Consult the latest tax code and a professional tax consultant to determine what business expenses are tax deductible You may use the expense categories listed or create your own just type over what is in the file Enter expenses from the relevant sales period column in the row for the correct expense type EXPENSES Business Tools Demonstration Products Order Processing Charges Product Returns Business Meals Conferences and Training Rental store booth etc Product Display Material A ee NOTE Consult the latest tax code and a Ve ee L gt Enter expenses ET E next to the correct ommum iu em expense category ee a categories can be _ U EEY JE Expense totals are automatically calculated for each sales period in the bottom row of the Expenses section Copyright i e Publishing Net Profit Automatic Calculation Net profit is gross profit see above minus expenses The file automatically calculates this value after you enter all other values The file also calculates the percentage of net profit you made Note the file will display DIV 0 until other values are entered GROSS PROFIT MENU RENNES NNNM GENENME Sales minus Cost of Goods 244 00 Profit Percentage
14. l help you keep track Sales Period Dates SALES Customer Sales Revenue Other Revenue Bonuses Total Revenue Se eet mmm COST OF GOODS ee ae aa __ Your Cost for Products a IT minus Personal Use Items eset ete Heen rp equals Cost of Goods 1 2 3 4 Be a i21 a yiz Enter start or end dates of each sales period here Copyright i e Publishing Sales Information Green Cells Enter the total customer sales for each sales period by adding all customer invoices from that period There is an additional row for other income received during the period such as bonuses or awards After entering both types of revenue the Total Revenue row is automatically calculated Sales Period 1 2 3 4 Dates 17 1 21 iiini SALES PU Enter the total of all Customer Sales Revenue d customer sales during Other Revenue Bonuses a the sales period pe Total Revenue 00 0 00 sere rere COST OF GOODS E 0 ae a Your Cost f Enter other business related income from the period minus Per en equals Cost of Goods Cost of Goods Information Orange Cells Cost of goods is the amount you paid for the products you sold Enter the amount of products you ordered during the sales period on the top orange row CAUTION Do not include items that were not products items like fees and sales tools will be covered later COST OF GOODE E Your Cost for Products dg minus Personal Use I
15. mple Check Top 10 Total Custom 01 01 09 02 09 Copyright i e Publishing Banking The Banking file allows you to track transactions made in a bank account The balance at the bottom of the list is automatically calculated each time you make and entry reducing the chance to make errors The Banking file is set up as a List see About Lists above Some features of the Banking file are explained below Type Column The Type column allows you to record the type of transaction You may enter anything you choose in this column For example if the transaction is writing a check you may wish to enter the check number Date Column The Date column allows you to record the date of transaction The date is automatically formulated as mm dd yy so even if you enter it as a different format e g mm dd yyyy it will reformat for consistency If you wish to have a different format for all dates in the column double click on the column head and choose the desired format Description Column The Description column allows you to record a description for the transaction You may enter anything you choose in this column For example if you write a check you may wish to enter who the check was to and what it was for Category Column The Category column allows you to choose a category for the transaction You may enter anything for category Copyright i e Publishing Calendar The Calendar file is a monthly wall calendar
16. rs E Address E D File and Folder Tasks Y ind CJ DirecTools Mac DirecTools Windows ah ah Other Places qj My Computer My Documents My Network Places Click hold and drag DirecTools Windows folder to My Documents That s it Now you may navigate to the location where you copied the files and start using them More details about the use of each file follow in these instructions Copyright i e Publishing About Lists Many of the files that come with this product are set up as Lists Lists are special sets of data in Excel Lists allow you certain functionality such as sorting your data on any column and automatic entering of formulas Some things you should know about Lists are explained below The List Area Data for Lists can only be entered in the List area which is within a bounding box as shown below ix Microsoft Excel To Do Lists xls 425 File Edit View Insert Format Tools Data Window Help Adobe PDF POR 3 A LA IE Ba DD SL ALLE sg SPIDER PTmesNewRomn 10 B 7 UJ BE E al k A Bimuuogeul e Ss 7 Rounding r Due Date lt Date Complet lt box for 1 1 2009 1 1 2009 List area Enter data into a list by selecting a cell in the list area and typing your data The lists provided with this product have example information which should be typed over to enter your own data Copyright i e Publishing Entering New List Items ltems may be added to a list
17. shing Goals Graphs Your goals can become much more real to you if they can be visualized The Sales Tracking file has graphs set up to automatically graph goals and actual results There is a different graph for each goal type This powerful visual tool is a great way to see the results of your efforts and where you need to focus your efforts for improvement The Goal line on the graph automatically moves up when you put goal information in AS you populate sales information each sales period the Actual line gets redrawn to match the numbers you enter An example of this can be seen below As can be seen the seller is not meeting the goal He needs to put a litte more effort in getting more sales to meet his goal Customer Sales 1 400 00 1 200 00 Ce 51 000 00 T 7 800 00 Goal 600 00 Actual 400 00 4 200 00 60 00 O EE Mm rey CT TS FY 172 3 4 5 amp 7 amp 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 Copyright i e Publishing TOTALS Column Automatic Calculation All totals for each row are added in the right most column This allows you to see the totals for each category for the entire year Sales Period Dates SALES Customer Sales Revenue Other Revenue Banuses Total Revenue COST OF GOODS Your Cost for Products minus Personal Use Items equals Cost of Goods GROSS PROFIT Sales minus Cost of Goods Profit Percentage Copyright i e Publishing
18. t is automatically calculated In the example above the retail price was 10 00 a discount of 3096 was entered which makes the seller s cost 7 00 Quantity Column Enter how many items you have in stock for that product Copyright i e Publishing Inventory Value Column The inventory value is automatically calculated by multiplying your cost My Cost by the number of product you have in stock Quantity My Discount N x My Cos MA Inventory Valu 30 ST o0 2 14 00 P gh a R Inventory Value is automatically calculated bv 00 50 00 multiplying My Cost X Quantity The total Inventory Value is automatically calculated at the bottom of the list My Cost lt Quantitf Inventory Value 50 00 30 00 0 00 0 00 Inventory Value Total is automatically 50 00 calculated at the bottom of the list 0 00 14 00 Copyright i e Publishing Invoice The Invoice file allows you to create customer invoices print them and keep a record of them The invoice file automatically totals prices and calculates sales tax Details on how to use the Invoice file are shown below Customizing the Invoice You should first customize the invoice template by changing some of the generic information in the file For example change Company Name and the slogan to the actual name and slogan of your company Do this by clicking in the cells that contain the information and type over what is there I N VO I C E
19. tems PRESSE uri itane equals Cost of Goods 0 00 0 008 Enter the amount you Copyright i e Publishing Enter the dollar amount of products you ordered that are for yourself being given as gifts etc Since these items were not resold they are not included in Cost of Goods The spreadsheet automatically calculates Cost of Goods by subtracting Personal Use Items from Your Cost for Products COST OF GOODS Your Cost for Products minus Personal Use Items equals Cost of Goods the amount you n paid for personal items during the period Gross Profit Automatic Calculation Gross profit is the dollar amount made in revenue sales plus bonuses minus your cost of goods The file automatically calculates this value after you enter the values above The file also calculates the percentage of gross profit you made Note the file will display 4DIV 0 until values are entered above Customer Sales Revenue Other Revenue Bonuses Total Revenue COST OF GOODS Your Cost for Products minus Personal Use Items equals Cost of Goods GROSS PROFIT Sales minus Cost of Goods Profit Percentage Copyright i e Publishing 612 00 de 100 00 IIIS _ 712 001 Bes TT M 532 00 ROCES dd sergo SEERA 244 00 SE Toi d ennu eg 0 00 39 9 REIGI IV 0 Expense Information Yellow Cells The Sales Tracking file not only tracks sales but also trac
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