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Expense Spreadsheet

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Corette Garance June 3, 2021 Spreadsheet

You can go over your budget as often as you like. Some find it easier to enter amounts every day after they‘ve settled in for the day. Others will choose to go over it monthly. Going over it weekly is likely where most will settle though. Occasionally, we‘ll have a surplus or deficit at the end of the month. Perhaps you‘ve spent too much, or not spent all that you thought you would. Spending too much can be troublesome, but not spending as much as you thought can be a lot of fun. You may want to consider adding a budget field carryover in the income sheet and one called shortfall in the expenses sheet. If you spent too much, the amount that you overspent by becomes your budgeted amount for shortfall in your expenses sheet the next month. Didn‘t spend enough, and you put that amount in the carryover field in the income sheet. This will help you keep track of all your money as well as account for any shortfalls.

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Now switch to your Excel spreadsheet and select the entire data table which you have created as the basis of your invoice. Either click the ‘copy‘ button or simply right click and select ‘copy‘, then transfer to your Word document and place the cursor where you wish to paste the spreadsheet. What you do next really depends upon which version of Microsoft Word you are using. In Word 2007 you need to click the drop down arrow on the ‘paste‘ button, which is the first icon on the ‘home ‘ribbon. Now you need to select ‘paste special‘ and in the dialogue box choose ‘paste link‘ and select Microsoft Excel Worksheet Object. If you are using Microsoft Word 2003, click ‘edit‘ on the menu bar and select ‘paste special‘. The resulting dialogue box is the same as for Word 2007.

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If you wanted to make this spreadsheet into template, you would need to take two more steps. The first step would involve modifying the spreadsheet to display only the data that remains the same. If you are constantly changing certain cells, you would leave these cells formatted but blank. The last step involves saving this spreadsheet as a template. Once this is done, you would always have access to a clean spreadsheet that is formatted the way you want and ready for your modifications. Microsoft has hundreds of free templates available. You can also download templates that are already loaded in your version of Excel. They are typically located under the File/New or Office Button/New option. When downloading these business and personal templates, be sure to monitor the version of Office that the template applies to. They have templates available for all of the versions of the Office Suites.

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As a set of general rules data is most useful when things like text fields hold only names as well as meaningful and validated codes, categories and classifications. Text notes and other free form text should be isolated to a dedicated notes field and thus separated from other numeric data. Numeric fields should hold only numeric values (numbers, dates, %‘s and in the correct quantum or magnitude with no text prefixes, suffixes, spaces, text elements or text notes present. You must also be careful that numeric data is not stored as text and it should be internally consistent in terms of the correct format so that it can be used in calculations or for comparison and queries. Finally, addresses should be separated out into multiple fields such as street address, town /suburb, state / province, postal code and country to allow for geographic analysis and mail outs if required. Fixing up a data set to meet these criteria is called data scrubbing, cleansing or massaging. This data cleansing process can be very time consuming even for an experienced Microsoft Excel user, database engineer, business analyst or computer programmer.

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At times, Lester became so furious his face radiated heat and fogged his glasses. When this happened, he yanked them from his puffy eyes and wiped the lenses with his tie. On this late Friday afternoon, however, Lester felt exhilarated. The printer regurgitated its last run of printouts and as he scanned the rows of figures he penciled in tick marks to indicate matches with numbers found in the corporate ledgers. The task complete for another 180 days, he removed his glasses, rubbed his aching eyeballs, and inhaled deeply to savor the fluttery feeling of excitement flooding his upper chest. Then, Lester logged off the computer, tapped the surge protector power switch with his toe, and shut down the wheezing system.

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Microsoft Excel is a phenomenally powerful calculator. You can create spreadsheets with 10,000 lines of data and calculate subtotals instantly. Indeed, if you change your data, any totals will get automatically updated. Arguably that‘s not too impressive. If we have quarterly revenues of $1m, and we secure another $20k, we can update our subtotal without summing revenues from scratch. So it‘s more impressive that Excel can do the same thing with statistical functions. If you‘ve ever plotted a chart on Excel, you may be aware that you can add a best fit line. These best fit lines are calculated using a method known as regression. Basically, you have to calculate the distance of every single point from the line, and minimise the sum. The maths is a little more sophisticated but the key point is that, every time you change the data, you need to perform the analysis all over again.

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