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(Automatic) Regular Accounting Instructions
First: Personalize
- SAVE an original copy.
- Look at the bottom tabs.
- Click on the first tab named “GL-Jan”.
- Click on the merged cells with “Name” typed in - Row #1.
- Type in your organization’s name-(All you “set up” on this first sheet will auto fill in the rest of the months’ general ledger worksheets).
- Type in correct year. Will need to repeat for each month and the annual report.
- Type in fund accounts (General Fund, Building Fund, etc.).
- You can now delete or add extra columns or rows. See how to modify your spreadsheet.
- Put in beginning balances-Row #6 (Jan GL)(*Even though you will probably be starting in another month...the balances will carry forward)
- Rename Revenue and Expense Accounts- (The first 2 or three (depending on which spreadsheet you are setting up) are “Revenue Accounts”. The remaining accounts are expense accounts. (You only have to do this once...all the remaining general ledgers and reports will auto fill).
- If you have an revise spreadsheet: you can skip this step...look at the bottom tabs...click on the red tab named GL-Jan 2. These are expense accounts that will always come out of the General Fund Only. Note: If you do not need this page, you can delete it. (bottom of page) Rename Expense Accounts in the second worksheet - (You only have to do this once…all the remaining general ledgers and reports will auto fill).
- Look at the bottom tabs…click on the brown tab named “Jan” This is a view only sheet! Once you type in the following information...you will not need to do anything else. It will automatically generate reports from the general ledgers.
- Click on “ Name” in the this worksheet (Row #2).
- Type in your organization’s name - (All you “set up” on this first report sheet will auto fill in the rest of the months’ “Monthly” report worksheets, Quarterly reports, and also in the “Annual” report).
- Type in the name of the report- Row #3-(This is a Statement of Activities. You can name it whatever you want though. Auto filled rest of months).
- Type in fund accounts-Row #8 and Row #9 (Auto filled in rest of months).
- SAVE one more copy! This one will be your original to use every year. Can delete original one not personalized now.
Second: Begin to use!
Quick Lesson in Basic Accounting:
Look at each “fund account” on the first worksheet. You will notice the account is set up in a “T” account (named because it looks like a T) with three parts: the title of the fund account, debit and credit. Amounts entered on the LEFT side of an account are called DEBITS to the account. When debits are entered the account is said to be debited (or charged). Amounts entered on the RIGHT side of an account are called CREDITS and the account is said to be credited. You could relabel the DEBITS to EXPENSES and the CREDITS to INCOME to make it easier on you if you choose. So: - Contributions, fundraiser funds, etc. will be entered under its corresponding account in the credit (Income)column
- Utilities, office supplies, payroll, etc, will be entered under its corresponding account in the debit (Expense)column.
- Don’t worry if you accidentally delete a formula. Just click the “Go Back Button”.
*Notice: when you put an entry in the general ledger...it automatically updates the monthly, quarterly, and annual report. **Remember once you personalize the spreadsheets you will ONLY be entering data in the general ledgers. The reports are View-Only Worksheets (Data is automatically entered)! Click here to modify and customize your regular accounting spreadsheets. If you add some extra lines, you will need to reset the balance column (see instructions for resetting it in the above link) and make sure you reset the individual totals in each fund account column too.
Return to Free Spreadsheets from Regular Accounting Instructions
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