Excel Skills | Exercises | Monthly Cashbook www.excel-skills.

com
Instructions
Versions: Excel 2010 & Excel 2007

Our practical Excel exercises are much more than just exercises! We design our exercises in such a way that they provide the user with a mapping of the Excel
features that can be used in order to complete the appropriate task in the most efficient manner possible. We also reference each step in each exercise to the
appropriate tutorial that needs to be studied in order to be able to complete the step.

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membership, we unfortunately cannot provide you with any of the solutions or assist you with any of the steps that are included in the appropriate exercise.

Start the exercise by saving the workbook on your system, then complete step number 1 and each subsequent step in the order as listed on this sheet before
comparing your workbook to the solution that we have provided.

Step Task Tutorial

1 Open the Data sheet - we've created this sheet to enable users to record cashbook transactions. The Excel Tables - Insert Table
transactions on this sheet will then be updated to the Cashbook summary on the Cashbook sheet. The contents
on the Data sheet have been included in an Excel table - when users therefore record additional transactions at
the bottom of the sheet, the table will be extended automatically and the new transactions will be updated to the
Cashbook summary without having to amend any cell ranges in any of the formulas that we'll create in this
exercise.

2 In order to ensure that only valid user input is accepted, we'll add data validation to the Data sheet. Select all the Data Tools : Insert Data Validation
cells in the Transaction Date column (excluding the column heading) and add data validation that will ensure
that only valid dates on or after 1 January 2010 are accepted as valid user input.

3 Select all the cells in the Type column (excluding the column heading) and add a drop-down list box in these Data Tools : Insert Drop-Down List
cells which contains two transaction types namely D (for deposits) and W (for withdrawals). Tip: In the Source
section, enter: D,W
4 Note: When you add data validation to cells that already contain data or if you copy values into a cell range Data Tools : Identifying Invalid Data
which contains data validation, invalid data is not always clearly highlighted. Use the built-in Excel feature to
highlight an error which is included in the Type column and replace the cell contents ("B") with a valid
transaction type for a deposit which is "D".

5 Define a named cell range which refers to all the account numbers in column A on the Cashbook sheet (cells A5 Using Named Ranges : Define Named Ranges
to A32). Enter the following name for the cell range: Accounts
6 Select all the cells in the Account Number column (excluding the column heading) and add a drop-down list box Data Tools : Insert Drop-Down List
in these cells which contains all the account numbers that have been included on the Cashbook sheet (the
same cell range as has been included in the Accounts named range).

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Step Task Tutorial
7 Add conditional formatting to the same cell range in the Account Number column which will highlight all invalid Conditional Formatting : Using Formulas
account numbers (account numbers which are not included on the Cashbook sheet) with a red cell background
and a white text colour. Tip: Select the formulas conditional formatting option and enter a formula which
combines the ISNA and Match functions in order to determine whether the appropriate account number is
included on the Cashbook sheet.

8 Our default data includes one invalid account number - change this account number to IS-100 and note how the Conditional Formatting : Using Formulas
conditional formatting is removed automatically.
9 Select all the cells in the Transaction Date column (excluding the column heading) and define the following Using Named Ranges : Define Named Ranges
name for the selected cell range: CBDate Tip: The Refers To section should contain the following structured cell
reference: =Transact[Transaction Date]
10 Select all the cells in the Type column (excluding the column heading) and define the following name for the Using Named Ranges : Define Named Ranges
selected cell range: CBType
11 Select all the cells in the Amount column (excluding the column heading) and define the following name for the Using Named Ranges : Define Named Ranges
selected cell range: CBAmount
12 Select all the cells in the Account column (excluding the column heading) and define the following name for the Using Named Ranges : Define Named Ranges
selected cell range: CBAccount
13 We'll now include the named ranges that we've just defined in a single formula which can be used to calculate Statistical Functions : Sum Based on Multiple Criteria
the monthly cashbook totals for each of the accounts that have been included on the Cashbook sheet. Select
cell C5 on the Cashbook sheet and enter a SUMIFS formula which contains the following function arguments:

13.1 Enter the CBAmount named range in the sum range function argument. Statistical Functions : Sum Based on Multiple Criteria
13.2 Enter the CBDate named range in the first criteria range function argument. Statistical Functions : Sum Based on Multiple Criteria
13.3 We now want to include all transactions with dates that are greater than or equal to the first day of the Statistical Functions : Sum Based on Multiple Criteria
appropriate month. We therefore need to base the first criteria on a DATE function which is linked to the date in
the month column heading and include an absolute row reference in the cell reference because we want to copy
the formula to all the other rows as well. Tip: The first criteria should therefore be entered as:
">="&DATE(YEAR(C$4),MONTH(C$4),1)

13.4 Also enter the CBDate named range in the second criteria range function argument. Statistical Functions : Sum Based on Multiple Criteria
13.5 We now want to include all transactions with dates that are less than or equal to the last day of the appropriate Statistical Functions : Sum Based on Multiple Criteria
month. We therefore need to base the second criteria on the date in the month column heading and include an
absolute row reference in the cell reference because we want to copy the formula to all the other rows as well.
Note that all the dates in the column heading row are month end dates which is why we are able to use only the
cell reference without the need to convert the dates to month end dates.

13.6 The transactions on the Data sheet include positive values for both deposits and withdrawals. We therefore Statistical Functions : Sum Based on Multiple Criteria
need to deduct the withdrawal totals from the deposit totals in order to calculate a net total. We therefore need
to include the transaction type as a criteria range - enter the named range that refers to this column in the next
function argument (CBType).

13.7 Enter the following criteria in order to include only deposit type transactions: "D" Statistical Functions : Sum Based on Multiple Criteria

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Step Task Tutorial
13.8 The cashbook summary is compiled for each account number and we therefore also need to specify the Statistical Functions : Sum Based on Multiple Criteria
account number named range as a criteria range in the next function argument (you therefore need to enter the
CBAccount named range in the next function argument).
13.9 The criteria for the account number needs to refer to the account number in column A and you need to use an Statistical Functions : Sum Based on Multiple Criteria
absolute column reference because the formula will be copied to all the other monthly columns as well.

14 The SUMIFS formula that we've just entered includes all deposit type transactions but we also need to deduct Edit Data : Edit Data
all withdrawal type transactions from the total that we just calculated. Copy the SUMIFS formula that you just
entered, add a minus sign after the closing bracket of the function and paste the copied formula (the function
result should therefore be a nil value).

15 In the second SUMIFS function arguments, change the transaction type from "D" to "W" (the transaction type is Edit Data : Edit Data
specified in the criteria 3 function argument just after the CBType named range).
16 Copy the formula in cell C5 to all the cells that require a monthly cashbook total (the cell range from cell C5 to Copy & Paste Data : Paste Cells (normal)
cell N32.
17 Select cell O5 and use the Auto Sum feature to add an annual total in row 5 on the Cashbook sheet. Copy the Copy & Paste Data : Paste Cells (normal)
formula in this cell to all the rows that contain an account number in column A.
18 Select cell C33 and use the Auto Sum feature to add a monthly total in row 33 for the first month that is included Copy & Paste Data : Paste Cells (normal)
on the Cashbook sheet. Copy the formula in this cell to all the cells in row 33 which require a total (column C to
O).
19 Select cell C5 and copy the formula in this cell to cell C35. Copy & Paste Data : Paste Formulas
20 The opening cashbook balance in the first month that is included on the cashbook summary needs to be based Statistical Functions : Sum Based on Multiple Criteria
on all transactions with dates that are before the first day of this month. The SUMIFS formula that has been
copied into cell C35 therefore needs to be amended as follows:
20.1 Change the mathematical operator in the criteria 1 function argument (third function argument) from greater Statistical Functions : Sum Based on Multiple Criteria
than or equal to (">=") to less than ("<").
20.2 Remove the criteria range 2 (CBDate) and criteria 2 ("<="&C$4) function arguments. Statistical Functions : Sum Based on Multiple Criteria
20.3 Also remove the criteria range 4 (CBAccount) and criteria 4 ($A35) function arguments. Statistical Functions : Sum Based on Multiple Criteria
20.4 Apply the same changes to the second SUMIFS function that is included in the formula in cell C35. Edit Data : Edit Data
21 Select cell C37 and enter a formula which adds the opening cashbook balance in cell C35 to the monthly Copy & Paste Data : Paste Cells (normal)
cashbook total in cell C33. Copy this formula to all the other columns including the Total column (columns D to
O).
22 Select cell D35 and link the cell to the closing cashbook balance of the previous month (cell C37). Formulas & Links : Create a Link
23 Copy the formula in cell D35 to all the other columns except for the Total column (columns E to N). Copy & Paste Data : Paste Cells (normal)
24 Select cell O35 and link the cell to cell C35. The opening cashbook balance in the Total column therefore needs Formulas & Links : Create a Link
to be linked to the opening cashbook balance of the first month and the closing cashbook balance in the Total
column should therefore agree to the closing cashbook balance of the last month (Feb-2012).

25 Save the workbook and compare your workbook to the solution that we've provided.

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Example Limited
Cashbook Transactions

Transaction Account
Date Type Customer / Supplier Reference Description Amount Number
2/28/2011 D Opening O/B Opening Bank Statement Balance 3,400.00 IS-100
3/2/2011 W XY Solutions Invoice EXP09 Internet Service Provider 165.30 IS-380
3/5/2011 W Hollard Debit Order Insurance 364.80 IS-340
3/10/2011 D WS Wholesale INV0052 Consulting Services 17,100.00 IS-100
3/15/2011 W ABSA Bank Statement Service Fees 57.00 IS-315
3/26/2011 W Payroll Payroll Salaries 8,000.00 IS-365
3/26/2011 W PR Properties Debit Order Rent 5,700.00 IS-350
3/26/2011 W SQ Financial Services Debit Order Interest paid 100.00 IS-500
3/31/2011 W XY Solutions Invoice EXP10 Internet Service Provider 165.30 IS-380
4/2/2011 W IAS Accountants Invoice Bookkeeping 912.00 IS-305
4/5/2011 W Hollard Debit Order Insurance 364.80 IS-340
4/10/2011 B Waltons Invoice Paper 228.00 IS-325
4/13/2011 D GP Accountants INV0054 Consulting Services 9,291.00 IS-150
4/14/2011 D TRF Solutions INV0053 Consulting Services 12,768.00 IS-100
4/15/2011 W ABSA Bank Statement Service Fees 57.00 IS-315
4/24/2011 W Waltons Invoice Paper 228.00 IS-325
4/26/2011 W Payroll Payroll Salaries 8,000.00 IS-365
4/26/2011 W PR Properties Debit Order Rent 5,700.00 IS-350
4/26/2011 W SQ Financial Services Debit Order Interest paid 100.00 IS-500
4/27/2011 D WC Financial Advisors INV0056 Taxation Services 7,980.00 IS-100
4/27/2011 D WC Financial Advisors INV0056 Accounting Services 3,762.00 IS-100
4/27/2011 D WC Financial Advisors INV0056 Consulting Services 37,777.32 IS-100
5/1/2011 W XY Solutions Invoice EXP11 Internet Service Provider 165.30 IS-380
5/3/2011 W IAS Accountants Invoice Bookkeeping 912.00 IS-305
5/5/2011 W Hollard Debit Order Insurance 364.80 IS-340
5/8/2011 D ABC Limited INV0055 Accounting Services 17,100.00 IS-100
5/8/2011 W Waltons Invoice Paper 228.00 IS-325
5/15/2011 W ABSA Bank Statement Service Fees 57.00 IS-315
5/22/2011 W PQW Parking TR5674 Parking 641.82 IS-390
5/22/2011 W Waltons Invoice Paper 228.00 IS-325
5/26/2011 W Payroll Payroll Salaries 13,000.00 IS-365
5/26/2011 W PR Properties Debit Order Rent 5,700.00 IS-350
5/26/2011 W SQ Financial Services Debit Order Interest paid 100.00 IS-500
5/27/2011 D LS Retail X9987 Commission Received 5,962.20 IS-200
5/31/2011 W XY Solutions Invoice EXP12 Internet Service Provider 165.30 IS-380
6/2/2011 W IAS Accountants Invoice Bookkeeping 912.00 IS-305
6/5/2011 W Hollard Debit Order Insurance 364.80 IS-340
6/5/2011 W Waltons Invoice Paper 228.00 IS-325
6/10/2011 D SQ Financial Services Statement Loan Received 8,100.00 BS-700
6/11/2011 D XX Building Supplies INV0057 Accounting Services 4,560.00 IS-100
6/15/2011 W ABSA Bank Statement Service Fees 57.00 IS-315
6/15/2011 W Finance Week Bank Statement Annual Subscription 1,368.00 IS-375
6/19/2011 W Waltons Invoice Paper 228.00 IS-325
6/25/2011 W XR Supplies Invoice Computer equipment 5,700.00 BS-100
6/26/2011 W Payroll Payroll Salaries 13,000.00 IS-365
6/26/2011 W PR Properties Debit Order Rent 5,700.00 IS-350
6/26/2011 W SQ Financial Services Debit Order Capital repayment 220.00 BS-700
6/26/2011 W SQ Financial Services Debit Order Interest paid 100.00 IS-500
6/26/2011 D TRF Solutions INV0058 Accounting Services 15,276.00 IS-100
7/1/2011 D WW Retail INV0059 Taxation Services 5,130.00 IS-100
7/1/2011 W XY Solutions Invoice EXP13 Internet Service Provider 165.30 IS-380
7/3/2011 W IAS Accountants Invoice Bookkeeping 912.00 IS-305
7/3/2011 W Waltons Invoice Paper 250.17 IS-325
7/5/2011 W Hollard Debit Order Insurance 364.80 IS-340
7/11/2011 W PQW Parking TR5982 Parking 229.14 IS-390
7/15/2011 W ABSA Bank Statement Service Fees 57.00 IS-315
7/17/2011 W SPAR IN1123 Consumables 111.72 IS-325
7/23/2011 D DF Manufacturing INV0060 Accounting Services 3,192.00 IS-100
7/26/2011 W Payroll Payroll Salaries 13,000.00 IS-365
7/26/2011 W PR Properties Debit Order Rent 5,700.00 IS-350
7/26/2011 W SQ Financial Services Debit Order Capital repayment 220.00 BS-700

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Example Limited
Cashbook Transactions

Transaction Account
Date Type Customer / Supplier Reference Description Amount Number
7/26/2011 W SQ Financial Services Debit Order Interest paid 100.00 IS-500
7/31/2011 D DF Manufacturing INV0062 Consulting Services 25,080.00 IS-100
7/31/2011 W XY Solutions Invoice EXP14 Internet Service Provider 165.30 IS-380
8/2/2011 W IAS Accountants Invoice Bookkeeping 912.00 IS-305
8/4/2011 D Digicom INV0061 Consulting Services 36,480.00 IS-100
8/5/2011 W Hollard Debit Order Insurance 364.80 IS-340
8/15/2011 W ABSA Bank Statement Service Fees 57.00 IS-315
8/26/2011 W Payroll Payroll Salaries 13,000.00 IS-365
8/26/2011 W PR Properties Debit Order Rent 5,700.00 IS-350
8/26/2011 W SQ Financial Services Debit Order Capital repayment 220.00 BS-700
8/26/2011 W SQ Financial Services Debit Order Interest paid 100.00 IS-500
8/27/2011 W MM Brokers O/B S77782 Investment in Shares 5,100.00 BS-200
8/30/2011 W PQW Parking TR6290 Parking 202.92 IS-390
8/31/2011 W XY Solutions Invoice EXP15 Internet Service Provider 204.06 IS-380
9/2/2011 W IAS Accountants Invoice Bookkeeping 912.00 IS-305
9/3/2011 D FS Financial Services INV0063 Consulting Services 26,220.00 IS-100
9/5/2011 W Hollard Debit Order Insurance 364.80 IS-340
9/6/2011 W RT Office Supplies T2518536 Office chair 1,821.72 IS-345
9/12/2011 D PTY Consultants INV0064 Consulting Services 13,680.00 IS-100
9/15/2011 W ABSA Bank Statement Service Fees 57.00 IS-315
9/21/2011 W Town Council Statement Rates 4,752.00 IS-395
9/26/2011 W Payroll Payroll Salaries 13,000.00 IS-365
9/26/2011 W PR Properties Debit Order Rent 5,700.00 IS-350
9/26/2011 W SQ Financial Services Debit Order Capital repayment 220.00 BS-700
9/26/2011 W SQ Financial Services Debit Order Interest paid 100.00 IS-500
10/1/2011 W XY Solutions Invoice EXP16 Internet Service Provider 204.06 IS-380
10/3/2011 W IAS Accountants Invoice Bookkeeping 912.00 IS-305
10/4/2011 W SPAR IN1145 Consumables 59.28 IS-325
10/5/2011 W Hollard Debit Order Insurance 364.80 IS-340
10/9/2011 D IT Solutions INV0065 Consulting Services 20,520.00 IS-100
10/15/2011 W ABSA Bank Statement Service Fees 57.00 IS-315
10/19/2011 W PQW Parking TR6598 Parking 3,420.00 IS-390
10/21/2011 D DF Manufacturing INV0066 Consulting Services 15,390.00 IS-100
10/26/2011 W Payroll Payroll Salaries 13,000.00 IS-365
10/26/2011 W PR Properties Debit Order Rent 5,700.00 IS-350
10/26/2011 W SQ Financial Services Debit Order Capital repayment 220.00 BS-700
10/26/2011 W SQ Financial Services Debit Order Interest paid 100.00 IS-500
10/31/2011 W XY Solutions Invoice EXP17 Internet Service Provider 204.06 IS-380
11/2/2011 W GF Training Invoice Course 769.50 IS-385
11/2/2011 W IAS Accountants Invoice Bookkeeping 912.00 IS-305
11/3/2011 D GP Accountants INV0067 Accounting Services 3,762.00 IS-100
11/3/2011 D GP Accountants INV0067 Taxation Services 2,451.00 IS-100
11/3/2011 D GP Accountants INV0067 Secretarial Services 1,026.00 IS-100
11/5/2011 W Hollard Debit Order Insurance 364.80 IS-340
11/7/2011 W Economist 628054 Subscription 516.71 IS-375
11/15/2011 W ABSA Bank Statement Service Fees 57.00 IS-315
11/26/2011 W Payroll Payroll Salaries 13,000.00 IS-365
11/26/2011 W PR Properties Debit Order Rent 5,700.00 IS-350
11/26/2011 W SQ Financial Services Debit Order Capital repayment 220.00 BS-700
11/26/2011 W SQ Financial Services Debit Order Interest paid 100.00 IS-500
11/30/2011 D CC Supplies INV0068 Accounting Services 3,762.00 IS-100
12/1/2011 W XY Solutions Invoice EXP18 Internet Service Provider 204.06 IS-380
12/3/2011 W IAS Accountants Invoice Bookkeeping 912.00 IS-305
12/5/2011 W Hollard Debit Order Insurance 364.80 IS-340
12/5/2011 D TRF Solutions INV0069 Consulting Services 17,100.00 IS-100
12/8/2011 W PQW Parking TR6906 Parking 228.00 IS-390
12/15/2011 W ABSA Bank Statement Service Fees 57.00 IS-315
12/22/2011 W SPAR IN1149 Consumables 59.28 IS-325
12/26/2011 W Payroll Payroll Salaries 13,000.00 IS-365
12/26/2011 W PR Properties Debit Order Rent 5,700.00 IS-350
12/26/2011 W SQ Financial Services Debit Order Capital repayment 220.00 BS-700

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Example Limited
Cashbook Transactions

Transaction Account
Date Type Customer / Supplier Reference Description Amount Number
12/26/2011 W SQ Financial Services Debit Order Interest paid 100.00 IS-500
12/30/2011 D ABC Limited INV0070 Consulting Services 16,986.00 IS-100
12/31/2011 W XY Solutions Invoice EXP19 Internet Service Provider 204.06 IS-380
1/2/2012 W IAS Accountants Invoice Bookkeeping 912.00 IS-305
1/4/2012 D EC Estate Agents INV0071 Taxation Services 9,311.52 IS-100
1/5/2012 W Hollard Debit Order Insurance 387.60 IS-340
1/15/2012 W ABSA Bank Statement Service Fees 57.00 IS-315
1/25/2012 D DF Manufacturing O/B INV0051 Consulting Services 9,120.00 IS-100
1/25/2012 D The Paint Shop INV0072 Taxation Services 2,793.00 IS-100
1/26/2012 W Payroll Payroll Salaries 13,000.00 IS-365
1/26/2012 W PR Properties Debit Order Rent 5,700.00 IS-350
1/26/2012 D PTY Consultants INV0074 Consulting Services 21,888.00 IS-100
1/26/2012 W SQ Financial Services Debit Order Capital repayment 220.00 BS-700
1/26/2012 W SQ Financial Services Debit Order Interest paid 100.00 IS-500
1/27/2012 W Qantas SA8234 Travel 1,273.38 IS-390
1/27/2012 D WW Retail INV0073 Consulting Services 20,520.00 IS-100
1/31/2012 W XY Solutions Invoice EXP20 Internet Service Provider 204.06 IS-380
2/2/2012 W IAS Accountants Invoice Bookkeeping 912.00 IS-305
2/5/2012 W Hollard Debit Order Insurance 387.60 IS-340
2/15/2012 W ABSA Bank Statement Service Fees 57.00 IS-315
2/17/2012 W SPAR IN1156 Consumables 111.72 IS-325
2/18/2012 D WS Wholesale INV0075 Consulting Services 19,365.18 IS-100
2/26/2012 W Payroll Payroll Salaries 13,000.00 IS-365
2/26/2012 W PR Properties Debit Order Rent 5,700.00 IS-350
2/26/2012 W SQ Financial Services Debit Order Capital repayment 220.00 BS-700
2/26/2012 W SQ Financial Services Debit Order Interest paid 100.00 IS-500
2/28/2012 W XY Solutions Invoice EXP21 Internet Service Provider 351.12 IS-380

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Example Limited
Monthly Cashbook

Acc No Account Description Mar-2011 Apr-2011 May-2011 Jun-2011 Jul-2011 Aug-2011 Sep-2011 Oct-2011 Nov-2011 Dec-2011 Jan-2012 Feb-2012 Total
IS-100 Income from Services
IS-200 Other Income
IS-305 Accounting Fees
IS-310 Advertising & Marketing
IS-315 Bank Charges
IS-320 Commission
IS-325 Computer Expenses
IS-330 Consumables & Cleaning
IS-335 Entertainment
IS-340 Insurance
IS-345 Office Expenses
IS-350 Office Rent
IS-355 Postage
IS-360 Professional & Legal Fees
IS-365 Salaries & Wages
IS-370 Stationery
IS-375 Subscriptions & Memberships
IS-380 Telephone & Internet
IS-385 Training
IS-390 Travelling & Accommodation
IS-395 Utilities
IS-500 Interest Paid
IS-600 Taxation
IS-700 Other Expenses
BS-100 Fixed Assets
BS-200 Investments
BS-700 Long Term Liabilities
BS-800 Share Capital
Cashbook Total

Opening Balance

Closing Balance

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