Instructions for Manual Spreadsheets
you first open the file it may say it is a “Read
Only” file; however, when you save the file on your hard drive you will be
able to make changes and work in the spreadsheet.
This accounting workbook includes:
- 12 monthly
- 12 monthly reports
- 1 Annual Report
Unlike my regular
accounting spreadsheets...only the annual report is a “view only”
sheet. (A view-only sheet is one that is full of formulas and will automatically populate from data on other sheets.)
is set up to carryover your monthly totals which means at anytime, you
can look at how much you have spent in any account for the year.
built these spreadsheets for small organizations and startup
churches/nonprofits. I received several comments that my other
spreadsheets were just too complex for some organizations and was too
hard to modify to fit their needs.
Setting up the Manual Spreadsheets:
- SAVE an original copy.
- Look at the bottom tabs.
- Click on the tab named “GL-Jan”.
- Click on “Name” 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 your current year. Will need to repeat for remaining months and annual report.
- Type in funds (General Fund, Building Fund, etc.)-Row #7 (If you do not have 3 separate accounts you can either delete them or hide them for future use. To hide them, simply highlight the accounts you want to hide and right click your
mouse; go down to hide and click. You would then need to do that to all the
reports...but when you need the extra accounts they are there to unhide and
use. OR if you want to delete them, see step by step instructions on how to delete and add columns and rows.).
in beginning balances-Row #5 in the Jan GL. - (*Even though you will
probably be starting in another month...the balances will carry forward)
- Look at the bottom tabs...click on the brown tab named “Jan”.
- Type in your organization’s name - Row #2 - (All
you “set up” on this first report sheet will auto fill in the rest of
the months’ “Monthly” report worksheets and also in the “Annual” report).
- Type in the name of the report- Row #3 -(This is an Income Statement. 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).
- Type in Revenue and Expense accounts. (Revenue accounts are only for example). (You only have to set up Jan. the rest of the months will auto fill).
are no formulas in this first monthly report so you can delete rows,
add rows, change around the format...anyway you want to set it up. Only
be aware that the line items on the following months have formulas in
them to auto fill rest of the reports and annual report so if you change
much you will have to hand set each month accordingly...which really
isn’t that big of deal...so remodel to your heart’s content.
- SAVE one more copy! This one will be your original to use every year. Can delete original one not personalized now.
Church Accounting Package
A set of 4 ebooks that covers the following topics...
- Fund Accounting Examples and Explanations
- Setting up a fund accounting system
- Donation management
- Minister compensation and taxes
- Internal controls and staff reimbursements
- Much more - Click here for details
Quick Lesson in Basic Accounting:
Click on first tab “GL-Jan”. Look at each “fund”. You will notice the account is set up in a “T” account with three parts: the title of the fund, expense and income. (These are single entry spreadsheets, so instead of debit and credit, I just put income and expense.)
- This is a basic general ledger. You just enter revenue and expenses as you would in a paper ledger.
the end of the month...click on second tab and fill in monthly report. I
used to print out the GL and highlight in different colors the
different line items. Whatever works for you.
the Annual Report is a view-only sheet and will automatically fill in
as you complete each month’s report...unless you did some major
remodeling...then you will have to manually fill in the numbers.
*Notice: Want to add or delete rows in the general ledger?
Say I needed 2 more rows; I would click on any row. Go up to the
toolbar. Click on “insert” twice for 2 more rows. Notice there are empty
cells now in the “balance” column. Click on the last row with numbers
in it or you can also select (highlight anywhere in the number row) the
number of rows you need, right click, insert. (example:click on the
number 14, hold your mouse button down and “select” rows down to number
21, right click, insert.)
- Notice the little
black box on the bottom right corner of that cell. That is your “Fill
Handle”. Put your mouse pointer over it. Notice how the pointer goes
from a fat white plus sign to a skinny black plus sign. That means your
fill handle is ready. Click and pull down to the end of the empty rows.
Your formulas are now set.
- To delete rows, click
and highlight the rows you want to delete. Hit delete on keyboard or on
editing ribbon. Notice that from that point down in the “balance” column
says “REF!” Click on the last cell with a number in it. Pull fill
handle down to the black line. All of the rest of the formulas are now
**Recommendation: Print out the
general ledger and monthly report each month and keep in a binder.
I would recommend backing up your data once or twice a month and
storing in a separate location from your original.Click here for instructions on modifying and customizing your basic accounting spreadsheet.
Need training on how to use QBO or Aplos effectively for a church or better yet ...need an expert in either of those accounting software to do your monthly bookkeeping and/or payroll? See more on our accounting services!