aexpmanager

Expense Manager Template: Maintain Budgets, Manage and Review Expenses

This template is designed to allow you to easily track and manager your expenses using budgets and copying transactions downloaded from your bank or credit card statement.
 
The template can be downloaded here
 
DOWNLOADING TRANSACTIONS

Once you have a download of your transactions from your statement, copy the data into the Import tab. The transaction dates into column A, the description from your statement in column C, and the amount in column D. Important to note that expenses should be positive (refunds negative), as should income. For payments/transfers I will cover further down but it will be negative if it is an outflow from the account/payment source or positive if an inflow. The source of your transactions will be selected in cell G2.
 
 
The suggested vendor column will autofill once it finds vendors matching the description you copied in column C. If not, you will want to setup the vendors using the setup button on the right of the page and click on manage vendors from where you can add, modify, and delete vendors. Once vendors are setup and all the suggested vendors are filled, click on the next button which is to Apply Names. This will fill the vendor column. After this is done you are ready to click on Copy Expenses. This will now move your transactions into the All Transactions tab. We focus on this tab next to go over how to manually enter transactions.
 
MANUALLY ENTERING TRANSACTIONS

You can manually enter transactions from the All Transactions tab by clicking the New Expense button at the top (or CTR:+SHIFT+T as the shortcut key is noted in each of the buttons up top).
 
 
 
MODIFY TRANSACTIONS AND ALLOCATIONS

You can also modify existing transactions by clicking on the Modify Transaction button on the same tab which is the same screen as the new expense screen (see below) except filled out with the selected transaction’s details.
 
 
 Additionally, you can change the allocation. When setting up a vendor you assign a default category. However in this template you can break out a line item into as many as ten different cost categories. For example, if you go to a department store it may not be as simple as saying all those expenses relate to groceries, clothing, baby items, electronics, or whatever else is sold there. You could have all those cost categories and more in one receipt. This is where you can break out that detail, by clicking on the Change button next to the category drop down.
 
 
ACCOUNT TRANSFERS/CREDIT CARD PAYMENTS

Payments from one account to another are not an expense and may not be important enough for you to track. However, for the sake of completeness and making sure all your transactions are accounted for and balances reconciled, this can be accomplished here by setting up a vendor equal to the name of another payment source. In this template if you make a payment from one payment source to another it is recognized as a transfer rather than an expense (in the manual entry screen you can also specify transfer rather than expense). If the source of your payment is the bank and your vendor is your credit card (e.g. you are paying your credit card from your bank account) then on your bank account this amount should be negative and on the credit card it will be a positive. Transfers should add up to 0 every month unless you are missing one side of the entry. You can also manually enter transfers from the AllTransactions tab. Again, transfers are not necessary but helpful for the sake of reconciling to make sure all balances match.
 
ACCOUNT BALANCES

The Balances tab is used for reconciliation purposes to make sure the balance on your statement at the end of the month matches the balance here. It will reconcile according to the statement month and year rather than just looking at the calendar month and year. This will allow you to more easily reconcile to a specific statement. In row 17 you will want to enter any opening balance you have from these accounts.
 
BUDGET CATEGORIES

You can create budgets and also break them into multiple categories. By default I have setup my categories into whether the expenses are essential, discretionary, or irregular. However you can change these from the setup button (from the All Transactions or Import tabs), selecting Manage Expense Categories, and then selecting Manage Budget Categories.
 
 
 
From the Managing Expense Categories section you can create, modify, and delete budgets as well as change monthly amounts.
 
CASH FLOW AND PER DOLLAR SPENDING

These tabs show spending based on the budgets created and arranged in accordance with the different budget categories.
 
SUMMARY
 
Lastly, the summary tab provides a summary of the expenses. In row 1 you can specify the month, year, and budget category you wish to review. The bar graphs below show in red how much an expense is over budget, and if there is dark green that indicates the budget has been partially used and the dollar amount specifies how much has been used with the light green portion what is remaining
 
 
Further down below the graph you will see a summary of the largest expense items, as well as top items by category where you will be able to select multiple expense categories to review at once. Alternatively, you could also go to the All Transactions tab and filter the data from there to view what made up an expense category.

NOTE ABOUT CUSTOM FUNCTIONS

There are multiple custom functions in this template and occasionally they might get stuck – show an error instead of the calculated value. To correct this just hit ctrl+alt+F9 if you notice error values as this should fix the issue.
aprogress

Show Progress Using a Picture in Excel

Please note this works only on versions of Excel 2010 and newer

There are many different ways to show progress in Excel, and in this post I am going to provide you a template to show you how you can do this through an image. Link to the template is here
In my example, I’ve inserted a picture of a glass of beer from clip art. In order for this to work I need two pictures of the same image. One that shows what the image looks like when at 100%, and one when it looks like when it is at 0%.
Certainly you don’t need to use clipart for this and can do it in a photo editing program but what I did was just used the picture editor to recolour the image with white, or ‘washout’
Now I have two images, I need to name the one that is empty as pictureempty, and the one that is 100% as picturefilled – this image needs to be on top of the pictureempty image. To do so you right click on the picturefilled image and select bring to front. Now, importantly, the images need to overlap one another. Carefully align the pictures so they are exactly overtop of one another. If they’re not, you’ll notice after running the macro anyway and can adjust accordingly.
Once you’ve got them aligned then all that’s left to do is change the percentage and click the update button and you will see the picture be filled from bottom to top based on the percentage you have entered in. Without clicking the button it will not update.
t account excel template spreadsheet

T-Account Template

A good way to plan and organize your journal entries is to use t accounts. This template will allow you to setup and manage multiple accounts and see the impact of all your entries. It’s a quick way to plan and hopefully prevent any mistakes before they happen.

Download Options

Free version: Download Here For the full version (no ads/workbook locks) click on the following button:
 

About This Template

This template allows you to easily setup t-accounts and make entries on the left hand side of the spreadsheet and see the affect on the related t-accounts on the right hand side.
There are placeholders for 10 different t-accounts with the first row specifying the GL number (this will need to match the GL column in the entries to correctly update the t-account), the GL description (for reference only and not needed for calculations), and if there is an opening debit or credit balance for the account. Once setup, any entries you enter will automatically update the t-account which will show the updated balance as well.
Below is how this looks with the sample data in the template. Feel free to test out the template with the embedded Excel file below
aexp

Expense Report Template for Excel

If you’re looking for a way to manage your employee expense reports and don’t want to shell out hundreds of dollars every month, then this expense report template could be a great option for you. You can set up rules and flags for categories and it will keep track of when and who a report was approved be.

Benefits of using this expense report template

The expense report template is designed to help with the following:

  • Unlike online reporting solutions, you have all the data and can store and save it as you wish.
  • Complete customization. Setup multiple approvers, categories, and flags as you need.
  • Make it easy for employees to enter expenses across multiple categories and branches
  • Allow management to easily change and setup desired limits for expenses
  • Bringing problem items to the attention of managers to force them to acknowledge and allow them to comment on individual issues.
  • An approval process that stamps the date, time and user ID of the employee who has reviewed the report and the manager who approved it.
  • Integration with the ribbon so buttons are readily available in the tab.

Setup limits for expenses

Let’s move over to the SETUP tab. This will show you the customization you can do with this report.

Under the expense categories section I can specify the dollar limit per category, the GL code, as well as if it is per attendee (PerAtt). The limit is at what amount the expense gets flagged. It won’t prevent the user from completing the report, but the limit instead acts as a way to flag expenses over the limit.

For example, in my table below if someone made a claim for $3,000 for air travel, it would get flagged for the manager to review.

In the case of meals, this is a moving target since it is largely dependent on the number of people at a given meal. If it is a company even with dozens of people then a limit of $50 or $100 will not be terribly useful. This is where the PerAtt column comes into play. For meals at $50 and an “X” marked in the PerAtt column, the $50 limit will be multiplied by the number of attendees indicated on the expense report (the data tab has this information). This will allow the limit to grow with the number of people in attendance.

The GL code column is for accounting purposes as to which account it should be booked to.

expense categories

Other setup options

In the next section of the setup tab it relates to branches and what GL suffix is to be added if necessary. If no branches are used this can be left blank. The accounting password is what will need to be entered when the accounting button is pressed at the data tab which will unlock all the tabs including setup. Also, there is a section for a list of employees and their approvers and the approver passwords.

expense report setup
If you need to set up more approvers or sections, make sure to insert a row above the last entry to ensure that formulas remain intact.
The last section in the setup relates to the GL coding for which account to credit as well as the tax account.
expense gl accounts

Using the data tab

The DATA tab is where all the data entry goes. I have filled out some expenses as below. Since both of them are over my pre-defined limits, they will both be flagged.

expense report template sample

Once the file is sent to the manager for review, he will press on the Manager Review button which will prompt for a password. If correctly entered, the Manager tab will show and it will show the following items as being flagged:

expense report template review

The information is pulled from the data tab and under the reviewable reason it explains why it has been flagged. There is also space for the manager to put their comments regarding the items so that once the report is sent to accounting for processing accounting will see any comments by the manager to confirm they have acknowledged and approved the expenses.

Finally, the accounting tab prepares the GL entry. This is triggered once the accounting button is clicked and password is entered

Get the expense report template today!

Download – Expense Report Template (Trial Version – 10 Entries)

Buy The Full Version – No limitations, coding unlocked and no ads

*default password to access the setup/accounting tabs is 5678
*passwords for approvers is listed in the setup tab

prepaid expenses template excel spreadsheet

Prepaid Expenses Template

***NEW VERSION AVAILABLE HERE ****

If you’ve got several prepaid expenses to track then this template can help you manage and reconcile that. You can select different start dates and durations and can easily modify the template to adjust it to your needs and add more items to it.

How This Template Works

This template will help you track and amortize prepaid expenses. If you’re looking for an amortization template, however, check this post out.

I have some sample data entered into it and the top section is where you can enter the details. This includes the prepaid item, the starting balance (or the total expense), the number of periods you want to expense it over, and the first period you want to start expensing it from. You can add additional items and just copy the formulas over.

The first month where I’ve entered is January 2024. However,  you can change that  to a different month and the other months will automatically increment. This spreadsheet covers 24 periods or two years as some expenses could possibly stretch longer than just one year. However, you can stretch this to more than 24 periods by again copying the formulas further down.

The section on the right allows you to enter your general ledger (GL) balance. Here you will see any variance between what that amount is and what the prepaid balance should be. This will help you to reconcile your prepaids and identify which items you still need to account for.

The prepaid expenses template is flexible and should be easy to change as needed. There is no coding in this template as it’s entirely driven by formulas. If you can copy formulas, you can easily modify this file as needed to suit your needs.

Another template that might help in your reconciliations is my  t-account template which can help plan your entries.

If you have any feedback on this template please feel free to leave a comment!

Download Options

Free version: Download Here. The free version is limited to three prepaid items to track and the sheet is locked.

For the full version (no restrictions/ads/worksheet locks) click on the following button:

acashflow

Cash Flow & Calendar Template

In this post I have attached a simple calendar template that will allow you to generate a new calendar by just changing the month name or year. In addition there is an empty space for each day that by default tracks cash flows (from the data tab). You can enter in dates and cash flows in the data tab and they will populate on the calendar for those days. Of course the formulas can be overridden to put other data in the calendar.

Below is what the template looks like with some sample cash flow numbers filled in

Cash Flow & Calendar Template

aar

Create an Accounts Receivable Customer Statement

TEMPLATE – AR STATEMENT

This is a template designed for creating customer statements from invoice and customer data. Some accounting software (specifically some ERPs) are not the most user-friendly and creating an easy-to-use statement that is customizable is difficult to say the least.

My template has three tabs.

One is for customer data, and this should be a data dump of all your customer names and address information. This will be used to generate the address on the statement for the customer.

The next tab is the invoice data. This should contain all the outstanding, unpaid accounts receivable invoices.

Once all the data is populated on those two tabs, you can go to the statement tab. In cell B1 you can select from a list of customers – this is tied to the customer data tab. Select the customer you want, and the address and outstanding invoices will be updated.

In cells A4 to A6 is where you would put your company information as well as adding any logo or customization. At the bottom of the page there is a summary of the outstanding invoices by aging category as well as the total outstanding.

The template has some sample data for you to test and see how it works.