EXCEL

CHAPTER ONE
GENERAL INTRODUCTION
I- DEFINITION OF BASIC TERMS

I.1- Computerised Accounting

Computerised Accounting is the act of collecting, recording, analysing and treating accounting information on a
specialised computer application software program. There are many of such programs like Excel, Access, Lesage and
other database programs, but our study is going to be based on the Excel program.

1.2- Microsoft (Ms) Excel

Ms Excel is one of the Microsoft office products. It is a spreadsheet program designed to make the manipulation of
information easy and fast. The program can process many types of data: from mainly numeric tables such as balance
sheets, sales returns and production schedules to the sort of lists more usually associated with database programs. There
are different versions of Ms Excel (97 – 2013) as of now. However, once any of the versions is understood, the other
versions particularly the advanced versions will be dealt with without any problems.

I.3- Spreadsheet
It is any program that presents information in columns and rows is done. Examples of spreadsheet programs
include Excel, Lotus 123,

1.4- Workbook
It is a basic working environment in excel where information (data) is analysed and stored or where operations are
carried out. Each workbook is made up of sheets and can contain up to 255 sheets.

1.5- Sheet
A sheet is an automated ledger made up of columns and rows. Columns are identified by letters of the alphabet
from A to XFD (i.e 1 for the 1st Column and XFD for the last column for Windows 2007 to resent versions).
Rows are identified by numbers from 1 to 1,048,576 (i.e. 1 for the 1st row and 1,048,576 for the last row).

1.6- A Cell
A cell is the intersection of a column and a row. All cells have their references. A cell reference begins with the
column letter and ends with the row number e.g Cell A1, Cell BB25 etc. The first cell is A1 and the last cell is
XFD1,048,576. An Active cell is that which is selected hence, it is ready to receive information. A group of cells is called a
range e.g. (A1:E10)

II- STARTING UP MS EXCEL

To get Ms Excel up and running, follow these steps:
1. Click on the windows start button in the bottom left-hand corner of the screen,
2. Select the All Programs option,
3. Select Microsoft Office option,
4. Select Ms Excel from the list, The Microsoft Excel program begins with a new, blank workbook displayed on the
screen ready for you to enter data.
.
Alternatively, if you have created the Ms Office folder on the desktop, double-click on the Excel icon,

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2.1- Ms Excel Screen Components
The guiding principle behind windows is supposed to be that it makes computer applications easier to use.
Certainly the use of a mouse for selecting options is preferable to the complicated key-based commands that had to be
memorised for older applications, and the use of icons and buttons with simple pictures on them can make the choice of
actions easier. However, Excel in common with most windows applications provides a screen that is extremely cluttered
and can be very daunting to the new user. The screen contains the following windows features:
a. The Control Menu: It leads to the standard windows menu,
b. The Title bar: It is used to move the window,
c. The Minimise button: It converts the window to an icon,
d. The Maximise button: It makes the window to full size,
e. The Close button: Closes down the program,
f. The Menu bar: Has a set of drop-down menus that provide access to all of Excel‟s features,
g. The Toolbar: It is a double row of buttons and selection boxes which in most cases, provide shortcuts to the menu
options or quick ways of entering values,
h. The Tab buttons and Sheet tabs: Let you move from one worksheet to another,
i. The Scroll bars: Allow fast movement within a sheet,
j. The Status bar is used by Excel for displaying messages and giving information such as whether the [Num Lock]
and [Caps Lock] keys are switched on,
k. The Main grid is a rectangle where data is entered and results are displayed,
l. The Worksheet: Is a rectangular array of rows and columns. Columns are labelled with letters: A, B, C and so on
to IV for 2003 and XFD for advanced versions; the rows are numbered from 1 down the sheet to 65536 for 2003
and 1,048,576 for advanced versions.
m. A Cell: It is the intersection of a row and column. Any item of data entered on the sheet is placed in one of these
cells; each cell can hold one and only one item of data. Cells are identified by combining the cell letter and row
number e.g. the cell in the top left-hand corner of the sheet is A1. To the right of this is B1, then C1, and so on.
The cells in the second row are labelled A2, B2, and C2 etc.

III- MOVING AROUND THE SHEET

The main difficulty with any spread sheet program is that you can only ever see a small proportion of the worksheet
at any one time. There are scroll bars to the right and below the grid, which allow you to move around the worksheet.

One cell is always active. This is the cell where data can be entered (initially A1). The active cell is identified by a
thicker border. Any cell can be made the active cell by using the arrow keys, clicking on a cell or selecting a new cell with
the menu options. Only one cell can be active at a time.

Options:
1. Click on the scroll bar arrows to move the display one row or column at a time,
2. Click on the grey scroll areas to move by one screenful in any direction,
3. Drag the buttons on the scroll bars to move by large amounts,
4. Click on a cell to make it active,
5. Use the cursor keys to make an adjacent cell active,
6. Press (F5) and enter a new cell reference to make any cell on the sheet active,

IV- LEAVING EXCEL:

You can get out of Excel either permanently or temporarily using any of the usual windows methods:
 If you close Excel down, then you will have to reload the worksheet at the start of your next session or begin a new
worksheet).
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  If you temporarily move to some other window‟s application, the current worksheet will be maintained in memory but
do save it first.

Options to leave Excel:

1. Clicking on the close button, choosing close from the control menu or pressing Alt – F4 ends the program,
2. Selecting exit from the file menu or (Alt)(F)(X) also closes the program,
3. Clicking on the minimise button reduces Excel to an icon; the program and worksheet remain in memory,
4. Clicking on another window pushes Excel to the back of the display without closing it down,
5. (Alt)+(Tab) and (Alt)+(Esc) provide alternative methods of selecting other applications without closing Excel,
NB: If you try to close EXCEL without saving your work, you will be prompted to do so.

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 CHAPTER TWO
ENTERING DATA IN EXCEL
Excel always starts with a blank worksheet. Entering data is simply a matter of selecting a cell and then typing a
value. You can enter numbers or text in any cell. As an example, create a worksheet with this simple table:
A B C D E
1
2 TOTAL SALES: NORTH
3
4 2007 2006 % Change
5 1st Qtr 1092 1048
6 2nd Qtr 718 623
7 3rd Qtr 1953 1955
8 4th Qtr 908 705
9 TOTAL
NB: Excel recognises most of the entries as text and places them on the left of the cell. However, it treats 2006 and 2007
as numbers, putting them on the right of the cells. These values will be changed to text later.

Basic Steps to entering data:

Start by entering the labels around the main block of data:
1. Click on cell B2 so that it is the active cell,
2. Type TOTAL SALES: NORTH. As you do so, the text appears in the cell and simultaneously, in the formula bar,
above the column labels,
3. Press (Enter) when the text is complete. The cursor moves down to the next cell.
4. Now click on C4 to enter 2007 and D4 to enter 2006,
5. Enter % Change in E4,
6. Enter the row titles in cells B5 to B9. (Here, you do not need to click on the cells below B5 because the cursor
moves down when you press Enter,
7. Click on C5 and enter the value 1092,
8. Fill in the other seven values in the cells from C6 to C8 and D5 to D8,
The total will be calculated by the system when a formula is entered.

NB:
 You can also complete an entry by pressing one of the cursor keys or clicking on another cell,
 If you start making an entry in the wrong cell, press Esc and no change will be made.
Excel will always try to decide for itself what sort of data is being entered:
 If the value starts with a number, +, or - sign and contains only numeric characters, it is treated as a numeric
value,
 If the entry begins with a + or – sign (with letters) or an = sign, Excel assumes it is a formula,
 If the value starts with any other character, Excel assumes the entry is a piece of text.
Numeric values and the results of numeric formulae are always aligned on the right-hand side of the columns. By
default, text entries are placed on the left.

TEXT AND NUMBER FORMATS:

If you want a numeric value to be treated as text, start by typing an apostrophe (ʼ). This is a special code to indicate
a text value and will not be displayed in the cell.
Excel assumes that a non-numeric entry is text, so there is no need to use the apostrophe except where there
might otherwise be confusion:
 When the entry looks like a number,
 When the entry starts with =, +, or – but is not a formula,
 When you want a real apostrophe to be displayed at the start of the label (start by typing two apostrophes).

Basic Steps to enter numeric values as text: To change the 2007 and 2006 labels to text:
1. Click on C4,
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 2. Type „2007 and press Enter,
3. Click on D4,
4. Type „2006 and press Enter,

NUMBERS:
Numbers are displayed using the General format, unless you specify otherwise. With this format, Excel selects the
most appropriate style in each individual case, using the least number of decimal places possible (and none at all for whole
numbers).
In many cases, this leads to an untidy display and you will want to change the format. The type of display depends on
the numeric value thus:
1. Whole numbers (integers) are displayed with no decimal point (e.g. 123),
2. Decimals are shown with as many decimal places as are needed, and with a zero to the left of the decimal point for
numbers less than 1 (e.g. 12.3, 1.23, 0.123, 0.0123).
3. Very large and very small numbers are given in Scientific format (e.g. 1.23E+09),
4. If the cell is too narrow to show a complete number, it is filled with # marks (though the number is still safely held in
memory).

A B C D E F G
1
2
3
4 Integers Decimals Exponential Narrow
Column
5
6 1 1.2 6E+19 #####
7 32 4.708 2.304E+11 #####
8 623 2.94571 3.462E+13 #####
9 1752 0.23 4E-10 #####
10 22385468 0.00004 6.23E-14 #####
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NB: You can apply different formats to individual cells or groups of cells. For instance, you can put a monetary symbol in
front of money amounts or separate thousands with commas.

SIMPLE EDITING:
If you make a mistake, it‟s easily put right; there‟s no need to start all over again. The contents of any cell can be
replaced or revised with very little effort.
Displayed value temporarily
Truncated during editing Editing cursor
Formula bar

B2 XV=TOTAL SALES: NORTH

A B C D E
1
2 NORTH
3
4 2007 2006 %
Change
5 1st Qtr 1092 1048
6 2nd Qtr 718 623
7 3rd Qtr 1953 1955
8 4th Qtr 908 705
9 TOTAL

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Tip:
You can use Windows cut-and-paste facilities to transfer text between applications. For example, Ctrl + V pastes
text from the clipboard into the current cell; Ctrl + C copies the contents of the current cell or highlighted text from the
formula bar; Ctrl + X deletes the contents of a cell or highlighted text and places a copy in the clipboard. Clipboard data can
be inserted into any appropriate windows application.

Basic steps to edit the contents of a cell:

1. Click on the cell that contains the incorrect value. The value or formula appears in the formula bar,
2. To replace the value altogether, just type a new entry, there‟s no need to delete the existing value,
3. To change the value, click on the formula bar. Use the cursor keys or mouse to position the cursor within the value,
then use the Delete key to erase the character to the right of the cursor or the Backspace key to delete to the left.
New characters can be inserted at the cursor position.
You can also edit in the cell itself by double-clicking on the cell.
If you realise a mistake is being made as you are entering data, you can press Esc to abandon the entry. Whatever
was in the cell beforehand is unaffected.
However, if a wrong entry has been made, or the contents of a cell are no longer needed, it can be deleted.
Mistakes can usually be cancelled, even after completing an entry, by pressing Ctrl + Z. This Undo action restores the
original contents of the last cell changed and can be used after editing, replacing or deleting the contents of a cell. Each
time you press Ctrl + Z, another action is cancelled.
You can undo several actions at once by clicking on the Undo list button on the toolbar. The list shows the most
recent actions and any that you mark as cancelled.
Similarly, the Redo options repeat actions that have been cancelled by Undo.

Basic steps to delete the contents of a cell are:

1. Click on the cell,
2. Press the Delete key. (This is a shortcut for the Edit (clear) all command)

III- FILE OPERATIONS

SAVING THE WORKSHEET:
It is essential to get into the habit of saving your work regularly. The data you have entered so far exists only in the
computer‟s memory and it will be lost unless you save it in a file before leaving Excel.

The worksheet data may also be lost if the program – or Windows – crashes (i.e. produces a fatal error message
that results in the application being forcibly closed). This does not happen often but when it does, it‟s usually at the most
inconvenient moment! So, save your work frequently.

You can also do immense damage to a worksheet by some unintended formatting change or an incorrect formula
applied to the wrong range of cells. Always save the worksheet before starting any potentially disastrous action.

Basic steps to saving a worksheet:

1. Click on File in the menu bar and then on Save in the menu that drops down. A standard Windows file box
appears,
2. Double-click on the drive and then on the folder, do not store your files in the Excel program folder, use a new folder
for your data (the save as window has a button for creating a new folder if necessary).
3. Type a filename, following the usual Windows rules. If the file may be used on DOS systems, restrict the name to a
maximum of eight numbers and letters, with no spaces. Avoid using the other permitted characters, though the

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 dash (-) or underscore (_) can sometimes be useful. Do not enter an extension; Excel automatically adds .XLS for
you.
4. Click on Save.
The file is saved, the new name appears on the title bar, and you can continue editing.

The next time you choose File / Save, you will not have to supply a name; the current worksheet will replace
previous version in the file.

You will need to devise some logical naming scheme for your Excel files. Names need to be brief but remind you of
what they contain. Bear in mind that you may want to create several different versions of the same file, so allow for the
inclusion of some further identification (e.g. Sales 2007 North Actual, Sales 2007 West Projected).

If you want to save a new version of the worksheet, leaving the original intact, choose Save As from the File menu,
instead of save. You are then given the opportunity to enter a new name or choose a new folder.
When you save with a new name, the original file is unchanged. This gives you a simple way to use an existing file
as the basis for a new one.
To resave quickly, just press [Ctrl] +[S] or click on the Save button on the toolbar

CLOSING A FILE:
You can close the secondary window without leaving Excel. This gives you a completely empty Excel window into
which you can load a new worksheet.

When the window has been closed, most options in the dropdown menus will be greyed out, indicating that they are
unavailable. There are several ways to close the worksheet file as follows:
1. Select close from the File menu,
2. Click on the secondary window‟s control menu and then on Close,
3. Press [Ctrl] + [W],
4. Click on the secondary window‟s close button,

LOADING A WORKSHEET:
Provided you have saved your worksheet, it can be easily loaded again the next time you start Excel. The file menu
contains an option to load a worksheet (Open) and lists recently-used files.
A worksheet that has been saved can easily be loaded again the next time you start up Excel as follows:
1. Select Open from the File menu, then choose the drive, folder and file from the file-list box,
2. Click on the Open button on the toolbar as a shortcut to the File / Open option,
3. Click on one of the most recently used files, which are listed at the bottom of the File menu,

There is no need to reload the worksheet if Excel has been temporarily suspended: Just click on any visible part of
the Excel window or, if it has been minimised, click on the Excel button at the bottom of the desktop. Alternatively, select
Excel using [Alt] + [Tab] or [Alt] + [Esc].

IV- FORMULAE
ENTERING A FORMULA:
A formula is used to calculate the value of a cell from the contents of other cells. For instance, formulae may be
used to calculate totals or averages, produce percentages or find the minimum and maximum values in ranges.
A formula consists of a mathematical or text expression, which refers to other cells or to constant values. The
components of the formula are linked together by operators (+, - etc.). Formulae must start with an =, +, or – sign.
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Basic steps to enter a formula:
1. Click on the cell where you want the result of the formula to be displayed (e.g. C9 on the TOTAL SALES: NORTH)
file,
2. Type the formula for example: =C5+C6+C7+C8 (you can use either upper or lower case letters for cell references).
The formula appears simultaneously in the cell and the formula bar.
3. Press [Enter]. The result of the calculation is shown in the cell.

Current cell Formula bar

C9 =C5+C6+C7+C8
A B C D E
1
2 TOTAL SALES: NORTH
3
4 2007 2006 %
Change
5 1st Qtr. 1092 1048
6 2nd Qtr. 718 623
7 3rd Qtr. 1953 1955
8 4th Qtr. 908 705
9 TOTAL 4671
Result of formula
(NB: An easier way of doing this type of calculation is using the SUM function)
When you click on this cell again, the formula is shown in the formula bar, where it can be edited. When you click
on the formula bar or double-click on the cell, cell references in the formula are shown in different colours, and the cells
concerned are highlighted by boxes in the same colours.

If you make a mistake that results in a formula which cannot be calculated (for instance, dividing by zero or referring
to a text cell), Excel displays #Value in the cell.
Other errors may be harder to identify and will not produce an error message. For instance, typing a – sign instead
of + gives a valid answer but produces the wrong value.
To edit a formula:
1. Click on the cell containing the formula,
2. Click on the formula in the formula bar,
3. With the usual cursor and editing keys, make the corrections,
4. Press [Enter]. The new result is displayed.
NB: If you change the value of one of the cells used by the formula, the result is updated accordingly.
When entering numbers, do not use commas to separate thousands, monetary symbols (e.g. £) or brackets for
negative numbers (use – instead). These extra symbols can be added later, if needed.

CALCULATION OPTIONS:
Excel recalculates the worksheet whenever you make a change to any item of data. The program adopts an
intelligent approach; only those formulae that are affected by the change are recalculated, and the calculations are done in
a logical order. The formulae that refer to the changed cell are recalculated first; if this result in changes to other cells, then
any further formulae that are affected are also calculated, and so on.
This seems impressive when you first use a spread sheet program but can become tedious, particularly for large,
complicated worksheets, where a full recalculation may take some time. In such cases, you can use the options item in the

8
Tools menu to switch automatic calculation off. Click on the calculation tab and a range of options is available; clicking on
Manual means that in future you will have to press [F9] to force a recalculation.
The calculation tab from the Tools / Options menu gives you these alternatives:
1. Automatic recalculates affected cells in a logical order – the default,
2. Automatic Except Tables recalculates everything except data tables,
3. Manual recalculates the sheet only when you press [F9],
Leave Recalculate before Save switched on – this forces a recalculation in Manual mode whenever you save file.

OPERATORS:
Five main arithmetic operators are used to determine how values are combined. A formula consists of an
alternating sequence of values and operators, usually starting and ending with a value (the only exceptions are the use of a
minus sign to negate a value and the percentage symbol). The calculation is not carried out from left to right but according
to the following rules:
1. Raising to the power (^) is done first (also called exponentiation),
2. Next come any multiplications and divisions (*/),
3. Finally, additions and subtractions (+ -) are performed.
For next calculations, only the & operator is allowed. This adds one string to the end of another. You cannot use + to
add strings in a formula.
The following numeric operators are recognised:
^ Raising to the power (e.g. 2^3 is 23)
* Multiplication,
/ Division,
+ Addition,
- Subtraction,

You can also use (-) Negative (in front of a number),

% Percentage (after a number),
For text formulae; (&) combines strings (concatenation),
NB:
- Plus and Minus signs may also appear in formulae as part of numbers in scientific format,
- You can precede a value with a minus sign (-) to negate it or follow a value with a percentage sign (%). For example,
2*-3 gives -6, multiplying by 5% is the same as multiplying by 0.05. Negations and percentages are done before any of
the other operators.

USING BRACKETS:
You can use brackets (parentheses) to change the order of calculation. Anything inside a pair of brackets is
calculated first. For example: the percentage change in E5 is calculated by = (C5-D5)/D5
The brackets are essential here; if there were no brackets, the division would be carried out first, giving a result of C5-1.

9
 E5 =(C5-D5)/D5
A B C D E
1
2 TOTAL SALES: NORTH
3
4 2007 2006 %
Change
5 1st Qtr. 1092 1048 0.041985
6 2nd Qtr. 718 623
7 3rd Qtr. 1953 1955
8 4th Qtr. 908 705
9 TOTAL 4671
NOTE:
- You can make formulae easier to understand by including spaces on either side of the operators. Excel ignores any
spaces within a formula,
- Calculations start inside the innermost pair of brackets and work outward,
- Every opening bracket must have a corresponding closing bracket (Excel highlights the matching opening bracket for
you every time you type a closing bracket),
- You can nest up to seven pairs of brackets i.e. place one set of brackets inside another e.g. =((100-(A8+1)*5)+0.5)/10
- If the value of A8 is 7, the formula is calculated as follows:
=((100-(7+1)*5)+0.5/10,
=((100-8*5)+0.5)/10,
=((100-40)+0.5)/10,
=(60+0.5)/10,
=60.5/10
=6.05
- Don‟t let your formulae get too complicated. It is better to split a complex formula over several cells than to build them
all into a single formula. This allows you to find errors more easily and to check intermediate values. For example:
In D5: = A8 + 1
In D6: = 100 – (D5 * 5)
In D7: = (D6 + 0.5) / 10
- Sometimes brackets are used for clarity, even when not strictly necessary e.g. (C5*3)+(D5*5) rather than C5*3+D5*5.
- Do not use brackets to indicate negative numbers in a formula; use the – sign instead. Only use round brackets ( ) in
formulae; square brackets [ ] and curly brackets { } will not be accepted.

RANGES:
Many operators within Excel require you to mark out ranges of cells. For example, you may want to add together all
the numbers in a range of cells; you will also want to change the display format for ranges of cells.
A range is a group of cells that form a rectangle and it is identified by the cells in the top left-hand and bottom right-
hand corners of the rectangle, separated by a colon. For instance, the range reference A1 : B3 identifies a range containing
six cells: A1, A2, A3, B1, B2, B3.
A range can be anything from a single cell to the entire worksheet.

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 A B C D E F G
1
2
3 B3:B3 D3:F3
4
5
6 B5:B8 D5:F8
7
8
9
Basic Steps to make a range on the worksheet are:
- Move the pointer to the cell in the top left-hand corner of the range,
- Press and hold the mouse button, then drag the pointer to the cell at the bottom right-hand corner of the range,
- Release the mouse button; the range is highlighted,
- Alternatively, click on the first cell, press and hold [Shift], then click on the last cell,

A B C D E
Start dragging 1
here 2 TOTAL SALES: NORTH
3
4 2007 2006 % Change
5 1st Qtr. 1092 1048 0.041985
6 2nd Qtr. 718 623
7 3rd Qtr. 1953 1955 Finish dragging
8 4th Qtr. 908 705 here
9 TOTAL 4671
10
You can highlight whole rows or columns, or the entire sheet by clicking on the worksheet borders. You can select
more than one range at a time by holding down the [Ctrl] key while you mark the blocks, rows or columns.
If you click anywhere else after you have marked a block, the block marking disappears.
Options:
- To mark a single cell just click on it,
- To mark a whole row or column, click the row number or column letter,
- To mark the entire worksheet, click on the square in the top left-hand corner of the worksheet.
Marking Multiple blocks
Click here to mare 1. Mark block
Whole sheet Click here to mark
Click here to mare Whole column 2. Press and hold [Ctrl]
Whole row
A B C D E F
1
2
3
4
5
6
7
8
9
10
11
3. Drag from here… 4….to here

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NAMES:
Working with ranges can be cumbersome, particularly on large worksheets where a formula may refer to a range
that is some distance away. So Excel allows you to attach a name to any cell or range. This name can be used in any
formula in place of the cell or range reference.
Names can be up to 255 characters (far more than you should ever use), consisting of letters, numbers, full stops
and underscore characters. Other characters are not allowed. The name should start with a letter.
Upper and lower case letters are treated the same but the name is stored exactly as you type it, so it is a good idea
to mix lower case letters and capitals. When a name is referenced in a formula, Excel converts it to the same mixture of
upper and lower case.
Cell to be named

A B C D E F G H I
1
2 Discount rate 0.05
3
4 Total Amount 120200
5 Discount 6010
6 Amount Due 114190
7

BASIC STEPS TO ADD A NAME:

1. Mark the cell or range to which the name is to be applied,
2. Select the name option from the insert menu,
3. Click on Define in the sub-menu,
4. Type the name and press [Enter]

The name that you create can be listed in the name box in the toolbar (where the cell reference is usually shown).
Click on the arrow on the right of the box to see the list drop down.

To use a name in a formula, simply substitute e name for the cell reference. In the example in the illustration, the
name formulae for Discount and Amount due were originally:
= C6*C3
= C6- C7
These can be changed to:
= Total_Amount*Discount_Rate
= Total_Amount-Discount
Names can either be typed in full or inserted by clicking on the data cell as you are entering the formula.

Click to select name

Amount Due ˅ =Total Amount - Discount
A B C D E F G H I
Amount Due
Discount
Discount Rate
Total Amount
2 Discount rate 0.05
3
4 Total Amount 120200
5 Discount 6010
6 Amount Due 114190
7

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To use existing labels as names:
1. Mark a range consisting of the labels and the cells to which they are to be attached,
2. Select insert [Name] create,
3. Identify the location of the names. For example, Left Column means that the names are in a column to the left of
the data range,
4. Press [Enter]
Names are particularly useful where a range is referenced more than once on the worksheet. If change the definition of the
name so that it refers to another range, you will not have to change any of the formulae that use that name.

V- FUNCTIONS
THE SUM FUNCTION:
Excel contains a large number of built-in functions. These are special routines that can be used within a formula to
perform particular tasks. For example, the most commonly used function is SUM, which calculates the total of all the cells in
a specified range. Other arithmetic functions include AVERAGE to calculate the average of a range, and MIN and MAX to
find the smallest and largest numbers in a range, plus many others.
The function name is followed by a pair of brackets containing one or more arguments. If there is more than orn
argument, these are separated by commas. In the case of SUM, there need be only one argument: the range to be
totalled.
Functions are used in a formula in the same way as a constant value or cell reference. When the formula is
calculated, the function returns a value which replaces it in the formula.

The SUM function can be used in the sales 2007 worksheet to replace the rather clumsy formula in C9 as follows:
1. Click on C9,
2. Start typing to replace the existing entry =sum(
3. Drag the mouse pointer over the range C5:C8. As you do so the range appears in the formula.
4. Type the closing bracket and press [Enter].
NB:
 The sum function can take more than one argument. For example, Sum (B6,C9:D12) returns the total of the
number in cell B6 plus all the numbers in the range C9:D12.
 Although you can type the range directly into the function, marking it by dragging gives you a better chance of
getting it right.
The SUM function has its own AutoSum button on the toolbar. This button lets you apply a SUM function with as few as
three key presses / button clicks. However, it requires some care; it is just as easy to get the sum wrong.

To use the AutoSum button,

1. Click on the cell where the total is required,
2. Click on the AutoSum button. Excel suggests the range to be totalled and marks it with a flashing outline. Check
the range very carefully.
3. If the wrong range has been suggested, select a new one by dragging the pointer over it.
4. Press [Enter].

13
 IF =SUM(C5:C8)
A B C D E
1
2 TOTAL SALES: NORTH
3
4 2007 2006 % Change
5 1st Qtr. 1092 1048 0.041985
6 2nd Qtr. 718 623
7 3rd Qtr. 1953 1955
8 4th Qtr. 908 705
9 TOTAL =SUM(C5:C8)

OTHER FUNCTIONS:
Excel comes equipped with a huge variety of built-in functions – over 200 in all. These fall into a number of categories:
 BASIC MATHEMATICS AND TRIG FUNCTIONS: These functions are used to determine the absolute value , the
integer position of a number, log of numbers etc.
A- ABS FUNCTIONS → ABS (Number): This function gives the absolute value of a number e.g. =ABS(-5) = 5;
=ABS(5) = 5
B- FACT FUNCTION → FACT(Number): It determines the factorial of that number, i.e. the product of all integers up
to that number e.g. =FACT(4) = 1*2*3*4 = 24, =FACT(5) = 120, =FACT(6) = 720, etc.
C- LOG10 (Number): It returns the log to the base 10 of that number,
D- MOD FUNCTION: → MOD(Numerator, denominator): The function evaluates and returns the remainder or the
modulus e.g, =MOD(11.3) = 2 etc
E- PRODUCT(x,y,z,….): It determines the product of the reference (argument) e.g. =PRODUCT(5,8,2) = 80;
=PRODUCT(B8,C2) etc.
F- SIGN(reference): This function gives the sign (-ve, or +ve) of the result. When the sign is negative, it returns -1;
when it is positive, it gives 1 and when the result is zero, it returns 0; e.g. =Sign(8+5-9) = 1; =Sign(-5*4-22) = -1;
=Sign(-4+4)=0 etc.
G- SQRT(Number): This function returns the positive square root of a value. NB: Square roots of negative values do
not exist E.g. =SQRT(26) = 6
H- INT(number): This rounds down decimal values to the nearest integer. E.g. =INT(5.63) =5
I- ROUND(Number, dp): This rounds numbers to a given places of decimals. Number is the decimal number to be
rounded and dp is the number of decimal places. But if:
 dp ˃ 0; it rounds to that specified number of decimal places. E.g. =ROUND(25.25268, 2) = 25.25 ; =
round(25.25268, 3) = 25.253 etc,
 dp ˂ 0; it rounds to the nearest 10th, 100th, 1000th, etc depending on the value of dp (-1, -2, -3, …) e.g.
=Round(2314.8103, 3) = 2000; =Round(2314.8103, -1) = 2310. etc.
 dp = 0; It rounds to the nearest unit e.g. =Round(231408103, 0) = 2315, =round(25.25268, 2) = 25 etc,

J- ROUNDUP AND ROUNDDOWN FUNCTIONS;

 The roundup function [Roundup (number, dp) rounds up all values depending on the number of dp. E.g.
=Roundup(2314.8103, 3) = 2314.811;
 The rounddown function [ROUNDDOWN(Number, dp)] rounds down all values depending on the number of dp.
E.g. =ROUNDDOWN(2314.8103, 3) = 2314.810.
 NB: The three situations of dp ˃0; dp ˂0; and dp = 0 above also apply apply here.

14
 K- CEILING AND FLOOR FUNCTIONS:
 The ceiling function, i.e. CEILING(Number, significance) returns a number rounded up away from zero to the
nearest multiple of significance. E.g. =CEILING(6582,5) = 6585.
 The floor function, i.e. FLOOR(Number, significance) returns a number rounded down towards zero to the nearest
multiple of significance. E.g. =FLOOR(6582,5) = 6580.

L- TRUNC FUNCTION. → TRUNC(Number): TRUNC means truncate a number i.e. removing the fractional part of
that number. E.g. =TRUNC(52.365) = 52.
M- EVEN FUNCTION → EVEN(Number): The function rounds up numbers to the nearest odd integer e.g. =EVEN(5)
= 6; =EVEN(2.3) = 4; =EVEN(-1) = -2; etc.
N- ODD FUNCTION → ODD(Number): The function rounds up numbers to the nearest odd integer e.g. =ODD(5) = 5;
=ODD(2.3) = 3; =ODD(-1.5) = -3; etc.

II- DEPRECIATION FUNCTION:

Within our domain of study, depreciation values are determined using two methods; the straight line method and the
reducing balance method but only the straight line method will be examined here.
A- THE STRAIGHT LINE METHOD (SLN): The function determines the depreciation of an asset for a single period.
The function is as follows: =SLN(Cost, salvage, life).
 Cost is the original value;
 Salvage stands for the net accounting value (NAV) on the last date;
 Life is the lifespan of the asset.
e.g. An asset was acquired on the 05/01/2008 at 9,000,000F and is expected to last for 6 years in the enterprise.
Determine the annual depreciation.
=SLN(9000000,0,6) = 1,500,000F.
NB: The NAV of an asset on its last date is always zero except specified.
III- STATISTICAL FUNCTIONS: The functions include the following functions:
A- MIN FUNCTION: This function extracts the smallest value from the list of values without considering text and
logical values. It is written thus: MIN(range),
B- MINA FUNCTION: This function extracts the smallest value from the list of values, with the consideration of text
and logical values. It is written MINA(range),
C- MAX FUNCTION: The function extracts the largest value from the list of values and considers text and logical
values. It is written MAX(range),
D- MAXA FUNCTION: The function extracts the largest value from the list of values without considering text and
logical values. It is written: MAXA(range)
Example: Consider the following table
D6 =Min(A1:A5)
A B C D E
1 False 9.2 True
2 21 ######## 0
3 12 0.2
4 3 Date 0.5
5 5.9 9 0.4
6 3
7 =Min(A1:A5) = 3
8 =Mina(A1:A5) = 0
9 =Max(C2:C5) = 0.5
10 =Maxa(C2:C5) = 1
15
E- AVERAGE FUNCTION: This function determines the arithmetic mean of a list of values. Text and logical values
like true and false may be included in the argument. With this, text, empty spaces, and false arguments are
evaluated as zero (0) while true arguments are evaluated as one (1). It is written =Average(range or numbers)
Example =Average(5,2,0,8,5,6,true,4,false, 1) = 3.2
=Average(4,2,0,8,6,) = 4

F- COUNT FUNCTION: This function counts the cells that contain numbers. Text, Empty spaces and logical values
like true, false etc may be included in the argument but the count function will ignored the text, empty spaces and
logical functions. It is written thus: =Count(Range).
G- COUNTA FUNCTION: This function counts all the cells that contain values. Only empty cells are ignored. It is
written thus: =Counta(range).
H- COUNTBLANK FUNCTION: This function counts only the empty cells. It is written thus: =Countblank(range) e.g.
Consider the table below for the three functions above:
C8 =Counta(B1:B8)
A B C D E
1 Data
2 Purchases
3
4 3
5 96
6 FALSE
7
8 1/10/2015 6
9 =Count(B1:B8) = 3
10 =Counta(B1:B8) = 6
11 =Countblank(B1:B8) = 2

I- COUNTIF FUNCTION: If is a logical function. It is always followed by a condition thus, Countif function counts cells
within a range which meet with the given condition. The condition or criteria clearly defines what or how the
counting should be done. It is written thus: =Countif(range, “Condition”)
Example: Consider the table below:
E12 =Countif(D2:D11,”˂10”)
A B C D E
1 Students Sex Marks
2 Albert Male 14
3 Beverley Female 09
4 Queen Female 18
5 Prince Male 07
6 Edith Female 10
7 Rex Male 15
8 Noela Female 05
9 Peter Male 12
10 Precious Female 04
11 Henry Male 08
12 5
=Countif(D2:D11,”˂10”) = 5. It counts all numbers which are less than 10,
=Countif(D2:D11,”>=8”) = 7, It counts all numbers which are greater than or equal to 8,

J- SUMIF FUNCTION: The SUMIF function adds the values of one range in relation to the criteria given thus:
 The Range is the range of cells to be evaluated,
16
  The Criteria is the condition to be respected i.e. define the cells to be added,
 The Sumrange entails the actual cells to be added hence they are summed only when their corresponding
cells in the range match the criteria.
Example: Consider the extract below:
D12 =Sumif(C2:C11,”Male”,D2:D11)
A B C D E
1 Students Sex Marks
2 Albert Male 14
3 Beverley Female 09
4 Queen Female 18
5 Prince Male 07
6 Edith Female 10
7 Rex Male 15
8 Noela Female 05
9 Peter Male 12
10 Precious Female 04
11 Henry Male 08
12 56
=SUMIF(C2:C11,”Male”,D2:D11) = 48,
=SUMIF(C2;C11,”Female”,D2:D11) = 46

K- CELL AND RANGE REFERENCES:

Dealing with formulas, we may use data contained in different parts or a given cell on the worksheet. Here, we
have to specify the reference of that data or cell in the formula. A reference is therefore the specification or identification of
a cell or range of cells on a worksheet to tell Excel where to extract the data or value to use in a formula. Three types of
references in connection to this exist thus:
 Relative reference;
 Absolute reference;
 Mixed reference;
1- Relative Reference: A Relative Reference refers to a relative position of the cell contained in the formula and that
which the reference refers to I.e. when the position of the cell contained in the formula changes, the relative
reference also changes. When you put a formula in a given location (cell) and then copy it through the other cells,
the relative reference is automatically adjusted. E.g. A1, B3, B12, D4 etc.

2- Absolute Reference: An Absolute cell reference is that which refers to a specific location. When the position of
the cell contained in the formula changes, the absolute reference remains unchanged. As you put a formula in a
given location (cell) and then copy it through the other cells, the absolute reference is not adjusted. Making a cell
reference absolute, we use the sign $. E.g. $B$3, $C$1 etc.

3- Mixed Reference: A Mixed cell reference has the characteristics of both the relative and absolute references i.e.
either the column is relative or row absolute or the column is absolute and row relative. Examples:
 $B5 : Column B is absolute and row 5 is absolute, if you include this cell in a formula and then copy it
through the other cells, the absolute reference (Column B) is not adjusted but the relative reference (row 5)
will be adjusted.
 D$2: Column D is relative and row 2 absolute. If you include this cell in a formula and then copy it through
the other cells, the relative reference (Column D) will be adjusted but the absolute reference (row 2) is not
adjusted.

17
 IV- LOGICAL FUNCTIONS
Logical functions deal with testing alternative conditions e.g. If the result of a formula is “X”, the conclusion should
be “Y”, otherwise, “Z”, etc hence, it is more of analyses, comparisons and conclusions. The following symbols will be of vital
importance here:
˂ Less than; > Greater than; ˂= Less than or equal to;
>= Greater than or equal to; ˂> Not equal to; % Percentage; etc.

4.1- AND FUNCTION: The AND function evaluates logical arguments and returns “True” if all the logical values are correct
and “False” if any of the logical values is wrong. It is written thus: =AND(logical argument 1, logical argument 2….) E.g.
 =AND(5,2+3=5,9-4=5) = True
 =AND(8*2=16,8+2=10) = True
 =AND(5+2=6,8/2=4) = False

4.2-“OR” FUNCTION: The “OR” function evaluates logical arguments and returns “TRUE” if any or all of the logical values
are correct and “FALSE” if all of the logical values are wrong. It is written thus: =OR(Logical argument 1, logical argument
2, …) E.G.
 =OR(4+5=8,3/2=1) = False
 =OR(8*2=16,8+2=10) = True
 =OR(5+2=6,8/2=4) = True

4.3- “TRUE” FUNCTION: The True function does not need any arguments. It always returns the value “True”.

4.4- “FALSE” FUNCTION: Just like the True function, the false functions are Boolem functions. They are used in
combination with other functions. They can be typed directly into the cell or formula.

4.5- “NOT” FUNCTION: The NOT function evaluates logical arguments for TRUE and FALSE values. There is only one
argument which can either be correct or wrong. If the logical argument is correct, the NOT function returns FALSE and if it
is wrong, it returns TRUE. It is written thus: =NOT(logical argument). E.g.
 =NOT(8+9-2=10) = TRUE
 =NOT(2*9=18) = FALSE

4.6- “IF”FUNCTION: The IF function evaluates a condition which is represented by a logical argument. If the logical
argument is true, the “value if true” is returned, otherwise, the “value if false” is returned. It is written thus: =IF(logical
argument,”value if true”,”value if false”). Example
E2 =IF(D2>=10,”PASSED”,”FAILED”)
A B C D E
1 Students Sex Marks Decision
2 Albert Male 14 PASSED
3 Beverley Female 09 FAILED
4 Queen Female 18 PASSED
5 Prince Male 07 FAILED
6 Edith Female 10 PASSED
7 Rex Male 15 PASSED
8 Noela Female 05 FAILED
9 Peter Male 12 PASSED
10 Precious Female 04 FAILED
11 Henry Male 08 FAILED
12 56

18
NB: The function is entered in E2 and then copied into the other cells (E3, E4, to E11) to obtain the result as shown in the
table.

4.7- “RANK” FUNCTION: The Rank function gives the position occupied by values in a range of values and it is written
thus: =RANK(Number,Ref,Order).
 The Number indicates the cell or value to be ranked,
 The Reference is the range of values among which the value to be ranked is found,
 The Order is the number specifying how to rank. This number is either:
o Zero (0), showing that the ranking should be in descending order or,
o Any other number e.g. 1, showing that the ranking should be in ascending order.
NB: When the number is omitted, Excel reads as 0.
Example: In the Worksheet below, Rank in descending order by entering the formula in cell F2 and then copying in the
other cells.
F2 =Rank(E2,$E$2:$E$11,0)
A B C D E F
1 Students Sex Marks Decision Rank
2 Albert Male 14 PASSED 3
3 Beverley Female 09 FAILED 6
4 Queen Female 18 PASSED 1
5 Prince Male 07 FAILED 8
6 Edith Female 10 PASSED 5
7 Rex Male 15 PASSED 2
8 Noela Female 05 FAILED 9
9 Peter Male 12 PASSED 4
10 Precious Female 04 FAILED 10
11 Henry Male 08 FAILED 7
12 56

V- FINANCIAL FUNCTIONS
Introduction
In Applied or Business Mathematics, we always want to know how much an amount will yield or how much will be
the total yield, If saved in a financial institution at a given interest rate over a particular period. It should be noted that the
situation here is analysed in compound interest. With this, we can rightly determine the future value (FV), present value
(PV), the interest (R), the annuity (a), among others. The financial functions are therefore used to determine these values.

5.1- THE FUTURE VALUE (FV) FUNCTION:

The future value (FV) function returns the future value of an investment based on periodic constant payments and a
constant interest rate thus:
 Rate: It is the interest rate per period,
 Nper; It is the total number of payment periods,
 Pmt; It is the payment made each period i.e. the annuity. It cannot change hence, it is constant. Typically, pmt
contains principal and interest but no other charges or taxes. If pmt is omitted, you must include the pv argument.
 Pv; It is the present value or the lump sum amount that a series of future payments is worth right now. If pv is
omitted, it is assumed to be 0 (zero) and you must include the pmt argument.
 Type; It is the number 0 or 1 which indicates when payments are due. 0 → at the end of the period; 1 → at the
beginning of the period. If “Type” is omitted, it is assumed to be 0.
NB:
 Make sure that you are consistent about the units you use for specifying rate (R) and nper. If you make monthly
payments on a four-year loan at 12% annual interest, use 12%/12 for the rate and 4*12 for nper. If you make
annual payments on the same loan, use 12% for the rate and 4 for the nper.
 For all the arguments, the cash you pay out such as deposits to savings, is represented by negative numbers, the
cash you receive such as dividends checks, is represented by positive numbers.
19
Example 1:
A man agrees to settle a debt of 500F in ten instalments of 50F each at a compound interest rate of 6% per annum.
B8 =FV(A2/12,A3,A4,A5,A6)
A B C D E
1 Data Description
2 6% Annual interest rate
3 10 Number of payments
4 -50 Amount of each payment
5 -500 Present Value
6 1 Payment due at the beginning
of the period
7
8 1,039.53
9
NB: The annual interest rate is divided by 12 because it is compounded monthly.

5.2- THE PRESENT VALUE (PV) FUNCTION:

The Present Value (PF) function returns the present value of an investment i.e. the total amount that a series of
future payments is worth now. For example, when you borrow money, the loan amount is the present value to the lender. It
is written thus: =PV(rate,nper,pmt,FV,type)

Example:
An Insurance contract has the following characteristics: 500F of end of monthly premium at the rate of 8% for 20
years. Determine it present value.

A6 =PV(A3/12,A4*12,A2,0)
A B C D E
1 Data Description
2 500 Amount of each payment
3 8% Annual interest rate
4 20 Number of payments
5
6 -59,777.15 PV
7

The result is negative because it represents the amount to be paid out (an outgoing cash flow). If you are asked to
pay 60,000F for the annuity, you would realise this would be a good investment because the present value (PV) of
59,777.15 is less than what you are asked to pay.
NB: The interest rate is divided by 12 to get the monthly rate while the years are multiplied by 12 to get the number
of payments in months.

20
 CHAPTER SIX
PRESENTATION OF INFORMATION ON CHARTS
INTRODUCTION
Charts are visual representation of information (data) found in a worksheet. To represent a worksheet on a chart,
we link the worksheet data to the chart using cell references, with this, when the data is changed, it will automatically be
adjusted on the chart.

6.1- TYPES OF CHARTS

The various types of charts include:
6.1.1- LINE CHART: This is a linear representation of data on a chart. It shows the change of data (dependent variable)
with respect to the independent variable.

6.1.2- BAR CHARTS: Data is represented on a chart with the use of horizontal bars.
6.1.3- COLUMN CHART: Data is represented on a chart with the use of vertical bars.
6.1.4- PIE CHART: It is the circular representation of data on a chart.
6.1.5- AREA CHART: It plots data series as coloured areas. It is similar to the line chart but the area below each line is
coloured.
6.1.6- DOUGHNUT CHART: It looks like a pie chart, but gives or allows one to show more than one data series by plotting
the multiple data series as concentric circles.
6.1.7- SCATTER or XY CHART: It is the most commonly used in most subjects. It clearly outlines the relationship
between two series thus; the relationship between age and weight.
Other types of charts are Surface, Bubble, Stock and Radar charts.

6.2- CONSTRUCTION OF A CHART

Once your data is entered in a worksheet, either in rows or in columns, the following steps should be followed:
 Select your data,
 Click on insert,
 Under chart wizard, select your choice of chart

OR
 Select your data,
 Click on insert,
 Click on chart or click the chart wizard directly on the standard toolbar,
 In the 1st step of the dialog box, select the chart type and subtype and click next,
 In the 2nd step, confirm the worksheet range shown in the data range text box and indicate your data series in rows
or columns and click next,
 In the 3rd step of the dialog box, under title, enter the information as desired and click next,
 In the 4th step of the dialog box, indicate the position of your chart and validate on finish.
NB:
 Data series is a set of data plotted in a chart e.g. if your weight is plotted against your age, your data series is the
weight.
 Data Category: Is the manner in which the individual values or data points are organised within a series e.g. in a
chart where data is plotted against time either in years, months, weeks etc, time is the data category.

6.3- MODIFICATION OF CHARTS

6.3.1- Changing the Chart Type
1. Select your chart to be modified by clicking on it,
2. Click on chart on the menu bar or click the chart wizard directly on the standard toolbar,
3. Choose chart type,
4. Select the desired chart type and click on OK
OR
Right click on the chart to be modified and proceed with step 3 above,

21
6.3.2- Changing the Chart or Axis Title
1. Select your chart to be modified by clicking on it,
2. Click on chart on the menu bar or click the chart wizard directly on the standard toolbar,
3. Choose chart options,
4. Under TITLE, enter the information as desired and click on OK
OR
Right click on the chart to be modified and proceed with step 3 above,
Select your chart to be modified by

6.3.3- DATA LABELS

Data labels annotate your data marker by displaying the data point value or data category name next or above the
marker. To add or remove data labels to a chart,
1. Select your chart to be modified by clicking on it,
2. Click on chart on the menu bar or click the chart wizard directly on the standard toolbar,
3. Choose chart options,
4. Choose the data label tab,
5. Make the necessary changes.
OR
Right click on the chart to be modified and proceed with step 3 above,

6.3.4- CHART LEGEND:

The chart legend names and identifies each data series that is important in a chart with multiple series. To add or
remove a chart legend;
1. Select by clicking the chart to which you want to add a legend,
2. On the chart menu, click chart options, and then click the legend tab,
3. Select the show legend check box,
4. Under Placement, click the option you want.

NB: When you click one of the placement options, the legend moves, and the plot area automatically adjusts to
accommodate it. If you move and size the legend by using the mouse, the plot area does not automatically adjust. When
you use the placement options, the legend loses any custom sizing you may have already applied by using the mouse.

6.3.5- DATA MARKERS

There are two data markers: Axis and Gridlines;
6.3.5.1- to add Axis to a chart,
1. Select by clicking the chart to which you want to add an axis,
2. On the chart menu, click chart options, and then click the axes tab,
3. Do the changes as desired and validate,

6.3.5.2- To Add Gridlines to a chart;

1. Select by clicking the chart to which you want to add a gridlines,
2. On the chart menu, click chart options, and then click the gridlines tab,
3. You can then include the major and the minor gridlines as required.

22
Exercise One:
INTERLUX Enterprise P.O. Box 15648 Douala, is specialised in buying and selling of decorated products for
offices. You are required to establish the invoice No. V17 below to be sent to FAGEM, P.O. Box 123 Bamenda.
A B C D E F G H I
1 INVOICE No. V17 of 15/03/2015 – FAGEM P.O. Box 123 Bamenda
2 Description Unit Quantity Unit Price Amount
3 Strip Bands ML 6 150,000
4 Curtain Rails ML 25,000
5 Gross Amount
6 Trade Discount 4%
7 Commercial Net 1,440,000
8 Cash Discount 1%
9 Financial Net
10 VAT 19.25%
11 Net Amount To Be Paid 1,700,028
12
Task:
1- Start Excel,
2- Type the Invoice above by respecting all its formats,
3- Enter in cell E9, the formula enabling you to calculate the Financial Net,
4- Enter in cells E10, E8, E6, E5, E3, E4 and C4 respectively the formulae enabling you to obtain the corresponding
amounts,
5- Create a Column Graph representing the Commercial Net, the Financial Net and the Net Amount to be paid.
Exercise Two:
You are employed in the EYONG COMPANY which is specialised in the commercialisation of household
equipment. On the 21/03/2015, your boss gave you the table below representing the summary of offers directed to some
local suppliers for the supplying of pressure cookers REF: AT=56/8698. After studying, you will have to decide on which of
the suppliers to be retained knowing that the company is facing serious financial difficulties.

A B C D E
1
2 SUPPLIER’S NAME
CRITERIAL OF SELECTION
3 LUM NGWA CHE
30 days end of 45 days end of Cash payment by
4 Mode of payment
month month bank transfer
5 Unit Price 57,560 55,250 50,000
6 Minimal Quantity to supply 100 100 100
7 Amount tax exclusive
8 Trade discount 10%
9 Commercial Net
10 VAT 19.25%
11 Total Tax Inclusive

Task:
1. Start Excel and type the table above,
2. Enter in Cells B7, B8, B9, B10 and B11 respectively, the formulae enabling you to calculate the amount tax
exclusive, the discount, the commercial net, VAT and the total Amount Tax Inclusive. For the three suppliers.
3. Create a column graph showing the significance of the amount tax inclusive of the each offer.

23
Exercise Three
The financial Manager of MONGO & SONS Company recruited you on trial basis. You are given the table in
appendix to complete the differential operating table.
1 DIFFERENTIAL EXPLOITATION TABLE
2 Elements Calculations
3 I- NET TURNOVER
4 Gross Amount 10,063,000
5 -Trade Discount, Rebate, Bonus (63,000)
6 II- VARIABLE COST (a+b+c)
7 Purchase of goods 5,200,000
8 Initial Stock 2,000,000
9 -Final Stock (2,160,000)
10 a) Cost of goods Sold
11 Purchase of Containers 800,000
12 Initial Stock 160,000
13 -Final Stock (200,000)
14 b) Cost of Containers Consumed
15 Other Variable Costs
16 Purchases 640,000
17 Sales 520,000
18 c) Total Other Variable Costs
19 III- CONTRIBUTION MARGIN
20 IV- FIXED COST
21 Indirect Expenses 2,040,000
22 Accessory Revenues (80,000)
23 Total Fixed Costs
24 V- RESULT
25 BREAK-EVEN-POINT

Task:
1. Type the table in appendix by respecting the format (do not merge cells)
2. Enter the formula enabling you to calculate the sum that are supposed to appear in each of the following cells: B3;
B6; B10; B14; B18;
3. Enter in cell B19, a formula enabling you to calculate the contribution margin,
4. Enter in cell B20, the formula enabling you to calculate the Total fixed Cost,
5. Enter in cell B24, the formula enabling you to calculate the result,
6. Enter in cell B25, the formula enabling you to calculate the Break-Even-Point of the company.

24
Exercise Four:
You are participating in the deliberation of the BACCALAUREATE AM & ACC. These exams take place in two
phases: written (admission phase to do the Practicals) and Practicals (final phase to pass the Baccalaureate).

The Admission Criteria are the following:

 Direct admission (DAM): is declared admitted to do the Practicals if AV= 10 or AV=09/20 and AV1=09/20 with
at most one eliminatory (EM) mark.
 Admission after deliberation of the Jury (ADJ): is declared admitted to do the Practicals after deliberation of the jury
(ADJ) if AV=08.5/20 and AV1=09/20 without eliminatory mark.
NB:
 All Averages below 05/20 are eliminated whatever the subject,
 All eliminatory marks have „1‟ as code and all none eliminatory marks will have „0‟ as code.
You are given in appendix 1, the mark sheet of the candidate NGUELE and in appendix 2, the organigram of mark
processing.

Task:
1. Type the table below,
2. Type in cell C4, the following formula =if(d4˂5;1;0) to enable you write the code Accounting Techniques, then
copy it right to cell C8 with the copy function for the other subjects,
3. Calculate the Average of the first group (AV1) and that of the second group (AV2) in cell F10 and F18 respectively,
4. Calculate the General Average (AV) of NGUELE in F20,
5. Introduce in F21, the formula to enable you count the number of eliminatory marks,
6. Type in F22, the formula to enable you determine the decision of the jury for the candidate NGUELE.
7. What would have been the decision of the jury if NGUELE rather had the following marks in General Maths 08/20
and General Economics 05/20.

Appendix 1; Mark sheet of the candidate NGUELE

A B C D E F
1
2
MARK SHEET OF THE CANDIDATE NGUELE
3 Order Subjects Code Mark / 20 Coef. Mark x Coef.
4 Accounting Techniques 8 5
5 Office Practice 10 5
1st Group

6 Business Mathematics 12 3
7 Management Computer Sciences 10 3
8 Business Organisation 12 2
9 Total 1st Group
10 Average of 1st Group (AV1)
11 French 10 3
12 English 5 3
13 General Maths 4 2
2nd Group

14 General Economics 3 2
15 History Geography 12 1
16 Law 10 1
17 Total 2nd Group
18 Average of 2nd Group (AV2)
19 Grand total (1st Group + 2nd Group)
20 General Average (AV)
21 Number of Eliminatory Marks (EM)
22 Admission Decision
23

25
Exercise Five
The Manager of SYSCO COMPANY Bamenda branch wants to use Excel to determine the Gross Salary of its five
workers. The following information has been given:
For the Additional hours, consider that:
 Normal working hours are ≤ 40 hours,
 Additional hours at 20% from the 41st to the 48th hours,
 Additional hours at 30% from the 49th to the 56th hours,
 Additional hours from the 57th hour and above,

Housing Premium depends on the category of each worker thus:

 22,000F for workers between the 6th to the 9th categories,
 16,000F for workers of the 4th and 5th categories,
 10,000F for workers with less than or equal to the 3rd category,

The other elements are given the table below

A B C D E F G H
1 SYSCO COMPANY PAYROLL STATEMENT AS ON 31 MAY 2014
2
3
Total Basic Additional Additional Housing Gross
Name of Hourly
4 Category Number Salary Hours Pay Premium Salary
Employee Rate
of Hours BS AH AP HP GS
5 EDOUBE 8 5,000 60
6 OKAH 7 4,800 46
7 KUM 9 6,800 36
8 NOAH 2 2,500 42
9 NGOH 4 3,400 55
10

Task:
1. Enter the payroll statement as presented above respecting the formatting (do not merge cells)
2. Introduce in cell E5, the formula to calculate the Basic Salary of EDOUBE and use the autofill function to determine
the basic salary of the other employees,
3. Introduce in Cell F5, the formula to calculate the amount of additional pay of EDOUBE and use the autofill function
to determine the additional pay of the other employees,
4. Enter in cell G5, the formula to calculate the EDOUBE‟s housing premium and for the other employees,
5. Enter in cell H5, the formula to determine EDOUBE‟s Gross Salary and for the other employees,
6. With the help of Exploded Pie Chart, (Chart sub-type of standard type) represent the curve of employee name and
gross salary. The Workers‟ names and the percentage of gross salary most future on the chart.

26
 LESAGE CV6
CHAPTER ONE: PRESENTATION AND INSTALLATION OF THE SOFTWARE

I. INTRODUCTION
I.1- Definition
Computerised Accounting is the act of collecting, recording, analyzing and treating accounting information on a specialized
computer application software program. There are many of such programs like Excel, Access, Lesage and other database
programs, but our study is going to be based on Lesage CV6 and Excel programs.

II. PRESENTATION OF THE ACCOUNTING SOFTWARE (LESAGE CV6)

The computerization of the accounting system of any enterprise begins with the acquisition of a complete set of computer
equipment and the specialized accounting software application program. For the teaching of Computerised accounting in
the public technical secondary schools, the specialized Computerised accounting software approved and recommended by
the minister of secondary education is known as LESAGE CV6. This software was developed by a specialist and presented
to the minister of secondary education by the then national pedagogic inspector Mr. HAKO SERAPHIN as an education
version.
The software is capable of treating various accounting works ranging from the presentation of financial statements in
financial accounting mode, to the management of fixed assets, cost accounting, budgetary accounting etc.

III. INSTALLATION OF LESAGE CV6

Before the installation of the accounting software LESAGE CV6, it is expected that the computer equipment should have
the following minimum: P IV, 1GHZ/10Go/256Mo/DVD/CDRW

For the installation of the software, the following steps are to be used:
1. Insert the USB key or CD that contains the software in your computer,

2. Double click on the file “Install button”

3. Choose either the French or English version from the drop down menu and click on the OK button,

4. Type “C:\LesageCV6\exe” to create a directory in which the software will be installed and click on the Next button
on the window,

5. In the next drop down window bearing LESAGE CV6 – installation assistant, click on the YES button,

6. The next window drops and ask the question “Do you wish to install „ Etats et Requetes?‟ and gives you two options
of YES or No where NO is already selected. The action buttons are Previous, Next, and Cancel. Here you click on
the Next button,

7. In the window that drops down, make sure that the directory “C:\LesageCV6\exe” which appears at the top left is
the same with the one you created in 4 above and click on the Next button,

8. In the next window, it tries to ask you

 To execute the update of the data files, (recommended)
 To ignore the update of the data files, Note that the first option is chosen and click on the Next button,

9. Installation of the software takes place in the next window and when it is over, click on the Next button,

10. In the next window, click on the Complete button. The software LESAGE CV6 is now installed.

11. In the next window, you have a number of things to do there as follows:
 To identify the user‟s profile, click on the box there and choose the user‟s profile,
27
  Next is to type in the user‟s name in the box to the right of the name,
 Type in the user‟s password as indicated in the window (remember that it should have at least 5 characters
and should be in lower cases),
 Click on the OK button,

12. In the next window, the software wants you to confirm the user‟s name and password, in the corresponding boxes,
type in the user‟s name and password as in 11 above and click on the validate button,

13. The next window prompts us to choose what you want to do from the following options:
 Consult exercises,
 Worksheet,
 Training Page,
 Close,
From the options, click on the “Worksheet”,

14. The next window wants you to indicate the year of work, On the button of year,
Year
2014 ▼ Cancel Select
2010
2011
 Click on the ▼button for the list of years or periods to appear from which you choose the year of work e.g.
2014
 then click on the select button,

15. The next window that appears is for you to create the company‟s file, You will type in the company‟s name and
address and other information required in the form paying particular attention to the following:

a) Multi-exercise option; when this option is activated, the application takes a long accounting period in to
consideration. You will have to deactivate it because the option will not be used in the context of our lesson,

b) Working Mode: The OHADA classical mode will be used because it contains the accounting plan with 4 digits
which renders it easier to be used,

c) Types of third parties: The multiple third parties option will be chosen because it enables the grouping of several
sub-accounts under a main or principal third party account.

d) Journal Mode: This mode includes chronological journal option and the manual code journal option.
 The chronological journal mode option enables the software to automatically attribute a registration number to each
journal entry.
 The manual code journal mode option enables the user himself to type in the references of the entries (generally
the reference of the accounting documents). Both options will be used depending on situation.

e) Depreciation:
 The annual option enables the software to calculate depreciation on annual basis only,
 The monthly option on its part enables the software to calculate monthly depreciations. Both options will be used
depending on the situation.

f) Type of System: Financial statements are mostly prepared based on the standard system, consequently, the
standard system should be chosen for now.

g) Calculation of Depreciation (Prise en compte amortissement):

 The option of Exact Number of days: This option enables us to determine the duration in days from the value
date, for example, if the value date is 16/12/200N, the fixed asset will be depreciated during the period for 15 days.
28
  The Full Month Option: Here, each month is counted as a full month even if the fixed asset is bought within the
month,

 The Full Month if 15 days Option: If a fixed asset is acquired before the 15th of the month, this option will count
the month as a full month and if a fixed asset is acquired after the 16 th of the month, the month will not be counted.
All the three options are usable depending on the situation.

h) Analytical Mode:
 The No option enables us to keep accounting records using financial (general) accounting mode,
 The Yes option enables us to keep accounting records in cost accounting mode.

i) Depreciation Injection: When this option is activated, the software automatically makes the accounting entries of
depreciation after the calculation. It is advisable to always activate the option.

j) Short Analytical Centre: When this option is activated, i facilitates the creation of analysis (cost) centres in cost
accounting mode.
When you have completed the information in the company‟s file, click on OK button,

16. In the next window, type in the company’s password in the box and confirm it by typing the same password in the
box below and click on Complete,

17. In the next window, click on the validate button,

18. In the next window, still type in the company’s password and click on OK button,

19. In the next window which talks about security management, three options are provide thus;
 No security management,
 Average security management,
 High security management,
The first one (No security management is selected by default), click on OK button,

20. At this stage, the company is created in the system and you are prompted to select the module in which to work in
the next window. For now, we do not want to work but to close down so click on the Cancel button,

21. The program takes you back to the working zone to:
 Consult exercises,
 Worksheet,
 Training,
Again, we do not want to do any of these but to close down so click on Close,

22. The next window tells you canceling will close the program, do you want to cancel? Click on the YES button.
The program LESAGE CV6 closes and returns you to the desktop of your computer.

I. STARTING “LESAGE CV6”

Starting LESAGE CV6 is like starting any other software that is running in windows. The procedure to be followed when we
have the icon on the desktop is as follows:

1. Double click on “Le Sage CV6” icon on the desktop,

An “Access Identification” window appears showing:
 User‟s Name:
 Password:
29
  Cancel and Validates buttons,
2. Enter (type) the user‟s name,
3. Enter the password and click on the “validate” button.
NB: If you have forgotten the password, do not panic. Enter the current default password “lesagesysteme” and press
Enter.
A Working Page Selection (Selection de l‟espace de travail) window appears showing the following buttons:
 Consultation of exercises,
 Worksheet,
 Trainer‟s page,
 Close,
4. Click on Worksheet,
In the year of work selection window which appears thus:
Year
2014 ▼ Cancel Select
2010
2011
5. Click on the ▼box for the list of years to appear and choose the year you want to work in,
6. Click on the “select” button to continue,
The next window that appears has the following features:

Selection of a company
Company UCB l◄ ◄ ► ►l
Password Create Company Close Cancel Validate

 To select a Company that has already been created, click on button,

 To create a New Company, click on the create company button,

To proceed with the creation of a new company, complete the company‟s file in the window that appears and validate. (See
steps 15 to 20 above). When you are prompted to select module, it appears thus:
Selection of Modules
General (Financial) Accounting
Analytical (cost) Accounting
Third Parties Accounts
Cash Desk
Fixed Assets
Cancel
7. Click on Financial Accounting to open the module,
The main window of the software appears,

II. MODIFICATION OF A COMPANY’S PARAMETERS

When a company is opened, the parameters typed in during the creation can be modified for example, you chose the
analytical mode instead of the general accounting mode and French instead of English. The modifications could now be
done as follows:
8. From the main window of the software, click on “Files management”,
9. A file management window appears. There, click on Company File,
10. The window in which you typed in the company‟s information during creation appears. There, do the modifications
by clicking on the analytical mode to select No. This action will move you to general accounting mode.
11. Still in the same window, select English language,
12. Then click the OK button,

30
 III. PREPARATION OF ACCOUNTING ENTRIES
3.1. Creation of Accounts (Accounting Plan personalized)
The software has the OHADA accounting plan. The user who has the profile of creating accounts can create his own
accounts by personalizing from the accounting plan provided by the system.
Example: You are the chief accountant of SABC and you want to create the following account:
Account Number Description
52110 NFC Bank BAMBILI
To do this, proceed as follows:
From the main window of the software on the following extract:
Accounting System General Menu
Accounting Process Files Management Analysis Maintenance
Company‟s Management Accounts Base Fixed Assets System Repairs

1. Click on Accounts Base,

2. In the accounts base window which appears, click on accounting plan,
3. In the accounts directory window which appears and in the account box at the top right corner, enter the first figures of
the account (e.g. 521) to filter the list and view the accounts needed,
4. Click on account 5211 on the list to personalize,
5. Click on the creation button
In the accounts details window which appears and looks thus:
Accounts base Suffix
5211 Accounts
0 Number 52110

NFC Bank BAMBILI

6. Write the other figures of the suffix‟s box (e.g. 0),

7. Click on the OK button to validate the account personalized and enter the next account,

3.2. CREATION OF THIRD PARTIES FILE

Third parties in accounts are the internal and external agents who interact with the business on daily basis in order to fulfill
its missions. They include
 Workers: they offer their services skilled and unskilled to the business for a salary or wage,
 Shareholders: They are those who provide the capital of the business through the contribution of shares and are
therefore known as owners of the business. Their objective is to earn dividends at the end of the period,
 Customers: Are the direct and indirect consumers of the business products. In accounting, customers are the
agents who buy from the business on credit and are therefore business debtors.
 Suppliers: Are the external agents from whom the business gets its own supplies. In most cases the supplies are
on credit and therefore they are business creditors.
 State: The state interact with the business through its regulatory and fiscal authorities and collect taxes.
 Social organisations: These are organisations such as NSIF whose services cover industrial accidents, old age
pension and other insurance schemes. The business has to register its workers with them and make monthly
contributions.
Third parties accounts are created in order that the business can record the transactions carried out with each of them and
to be able to establish the claims to or debts towards them.
Example: Create the following third parties accounts:
Codes Name of Enterprise
CU01 Shalom Hotel
SU01 Brasseries du Cameroun
To do this:
From the main window of the software on the following extract:
Accounting System General Menu
Accounting Process Files Management Analysis Maintenance
Company‟s Management Accounts Base Fixed Assets System Repairs

31
 1. Click on “Files Management” button,
2. In the files management‟s window, Click on “Third Parties files”,
In the “Update 3rd parties” window which appears thus:
Rapid Search by
Name Code
Code Business Name location Management

Print Delete Modify New Close

3. Click on the New button,

A window “third parties files” appears thus:

Code: CU01
Business Name: Shalom Hotel
Address:
Town:
Country:
Location:
Tax Payers No:
Telephone:
Management:
Estimate:
Cancel OK

4. Click on the OK button,

Example 2: Create the following third parties accounts:
Codes: Name of Enterprise
FR02 Malt
FR09 Sundry Suppliers
CU01 Club 33 Bamenda
CU02 Alt Touko & Sons
CU09 Sundry Customers
125J Fanta
405P Dika
541C Fossi
578E Boubakari
643M Fadimatou
654M Ngono
CD11 Tax Centre Bamenda

5. To end the entering of third parties files, click on window close icon thus:
_ ¯ X

When the list of third parties has been entered in the “Update 3rd parties‟ window”, it appears as follows

32
Update third parties
Rapid Search by
Name Code
Code Business Name location Management
125J Fanta
405P Dika
541C Fossi
578E Boubakari
643M Fadimatou
CU01 Club 33 Bamenda
CU02 Alt Touko & Sons
CU09 Sundry Customers
Print Delete Modify New Close

6. To find a third party in the list, enter the name or code number of the third party in the box against the name box or
code box above,
7. To print the list, click on the print button and answer the questions on the print window,
8. To remove the name of a third party from the list, select the name on the list and click on the delete button e.g.
delete the third party CU09,
9. To edit or modify the name of a third party, select the party in the list and click on the modify button e.g. replace
Dika by DADA,
10. To exit the list of third parties, click on the close button.

3.3. ASSOCIATING THIRD PARTIES ACCOUNTS TO THE MAIN ACCOUNT

Example: Associate the third party “Club 33 Bamenda” to the main account
Third Party’s Name Main or General Account
Club 33 Bamenda 4111
1. Click on the Account Base from the main window of the software,
2. Click on the create third party‟s plan
A window which associates a third party to a main account appears thus;

3rd Party’s Code Company’s name Account associated Account Code

CU01 Club 33 Bamenda 4111 CU01

Title of the main account associated

Cancel Conserve OK

3. Enter the third party‟s code in the box below or click on the yellow button to view the list of 3 rd parties and select
from there,
4. Enter the main account to be associated and validate or
5. Click on the yellow button to view the list of accounts on the account directory window, click on the box below
account used and enter 4 to filter the list so as to have only accounts starting with the digit 4, activate the desired
account and click on the selection button,

33
Exercise 2: Associate the following 3rd Party accounts to the Main Accounts
Code Accounts Associated
CU01 4111; 4121; 4161; 4162; 4191; 4194; 4198
CU02 4111; 4121; 4161; 4162; 4191; 4194; 4198
CU03 4111; 4121; 4161; 4162; 4191; 4194; 4198
CUO9 4111; 4121; 4161; 4162; 4191; 4194; 4198
SU01 4011; 4091; 4094; 4098
SU02 4011; 4091; 4094; 4098
SU03 4011; 4091; 4094; 4098
SU04 4090; 4094; 4098; 4811; 4812; 482; 484
SU09 4011; 4091; 4094; 4098
125J 422; 4211; 4212; 4213
405P 422; 4211; 4212; 4213
541C 422; 4211; 4212; 4213
578E 422; 4211; 4212; 4213
643M 422; 4211; 4212; 4213
654N 422; 4211; 4212; 4213
TD01 441; 4428; 4471; 4472; 4473; 4431; 4432; 4433; 4434; 4435; 4441; 4449; 4451;
4452; 4453; 4454; 4455; 4456

3.4. CREATION OF THE JOURNAL

In accounting, the journal is a table in which transactions are first recorded in strict chronological order before being posted
to the ledger accounts. It is otherwise called, a book of prime entry or book of original entry.
Lesage CV6 software contains a number of journals already created such as Bank, Cash, Purchases… but others can still
be created.

Example: Create the following journal:

Journal Code Access Code Description Journal Type
FAJ Fixed Assets Journal Journal of Sundry Operations

To create this journal, we have to proceed as follows:

1. Click on Files Management on the main window of the software,
2. Click on the Journal files,
3. Click on the New button
On the Journal details window which appears thus:

Code FAJ Access Code

Fixed Assets Journal ▲
▼

Personal Journal Increment 0

Type of Journal
o Bank Journal
o Cash Journal
o Purchases Journal
o Journal of sundry operations
o Sales Journal

Cancel OK
34
 4. Enter the Journal code e.g. FAJ on the code box,
5. Enter the title (description) of the journal,
6. Click on the Journal of sundry operations in the type of journal to activate it.
7. Click on the OK button to validates it,

3.5. CREATION OF “REGROUPING INFORMATION”

Regrouping information is a label attached to an operation when we need to generate the sum of operations linked to a
particular operation at any given moment. For this purpose we create:
Code Description
10 Creation of Multimedia Hall
1. Click on the Account Base on the main window of the software,
2. Click on the “Regrouping of information”,
3. Click on the new button,
On the regrouping of information window which appears thus:
Regrouping of Information

Code 10 Title Creation of the Multimedia Hall

OK Cancel

4. Fill as indicated thus 10 in the code box and Creation of the multimedia hall in the title box
5. Click on the OK button to validate,
6. Click on the window exit button X

IV. TYPING OF ENTRIES

4.1. Creation of entry period:
The entry period can be a month, semester or year but we are going to use a month for our entry period beginning from
January thus: Type in 01/01/2011 to 31/01/2011.
1. Click on the icon “Update the entry period date”,
On the window that appear thus:
Period from: To:
01/01/2013 31/12/2013

Cancel OK
2. Type in the period as indicated above,
3. Click on the OK button,

4.2. Choosing the size of an account:

The size of an account can be imposed by the software if not chosen. When it is imposed, every time an account is
entered, the software completes it with a series of o‟s. To avoid this, we will choose Non-imposed size as follows:
Imposed Length
Non-Mode
Auto Journal
Standard Year
Entry of Transactions
Printing quality
1. Click on the Imposed Length,
2. Click on the OK button in the small window that appears,
NB: “Length not imposed” appears. (Don‟t change this option again)

35
 4.3. Entries in Standard Mode:

Exercise 3: You are given a trial balance of SABC Company as at 1/01/2014 in appendix 1.
Task:
1- Record the trial balance (appendix 1) in the imputation tickets.
2- Enter the imputation ticket in the Journal.

Appendix 1: Trial Balance of SABC Company as at 01/01/2014

31/12/2013 balances
Code Descriptions
Debit Credit
104 Owner‟s account 0 6,503,983
1291 Net Loss to be carried forward 265,640 0
162 Borrowings & debts from financial institutions 0 6,251,331
213 Software packages 500,000 0
235 Office Fittings 526,642 0
2441 Office Equipment 2,480,700 0
2442 Computer equipment 1,684,000 0
2451 Automobile equipment 4,000,000 0
2752 Guarantee deposits 21,345 0
2813 Depreciation of software packages 0 500,000
2835 Depreciation of Office Fittings 0 210,656
2844 Depreciation of Office furniture and equipment 0 1,262,000
2848 Depreciation of other equipment 0 992,280
2845 Depreciation of Transport equipment 0 3,200,000
3111 Stock of goods 4,684,215 0
4011 Suppliers (1) 55,032,590 79,809,122
441 State; tax on net profit (2) 0 25,000
5211 Mbengwi Central Credit Union 24,832,700 0
5711 Head Office Cash. 4,726,540 0
TOTALS 98,754,372 98,754,372
(1) Amount due to Supplier Brasseries du Cameroun (Code SU01)
(2) Amount due to Taxation Department Mbengwi (Code TD01)

Journal Code N0 of Movements Month Year

Description of movement Value Date
Revision of Info Imputation Ticket N0: Document Ref.
General (Main)
Debit Credit Third Party Code Due Date
Accounts

To enter the imputation ticket in the journal is as follows:

1. Click on Accounting Processes on the main window of the software,
2. On the next window that appears, click on keyboarding management,
3. Click on entering recording in the next window,
4. Click on Opening balance Journal (if the journal is not on the list of journal, click on new to create it),
5. Click on the select button on the same window,
6. Type the description (narration) of the journal against description of the movement,
7. Enter the value date,
8. Type the document‟s reference against organisation,
9. Type the accounts number in the box below account Number and press the tab key to continue,
10. Type the amount in the appropriate column (debit or credit)
11. Click on enter line to validate each line of entry,
36
 12. When entering a third party‟s account, the 3rd party‟s code and due date boxes are open. Fill them as indicated,
13. At the end, if the total debit and credit are equal, click on the validate movement.

COMPUTERIZED ACCOUNTING PRACTICAL EXERCISE NO. 1

The computerization of the accounting system of any enterprise begins with the creation or formation of the company into
the system. That is why we have created an artificial limited liability company called JACOB & SONS LLC.
JACOB & SONS LLC is a drinks depot in Mbengwi specialized in the distribution of assorted drinks from the various
brewery companies in the country. It was created on the 5 th January 2010 and has kept its accounting records manually up
to the year ended 31/12/2011. At the beginning of the year 2012, JACOBSON acquired LE SAGE CV6 accounting software
and decided to computerize its accounting system. Mr. GEAH Henry has been hired by the company to build the capacity
of the accounts clerks in place on the use of LE SAGE CV6 accounting software. Mr. GEAH started up by creating JACOB
& SONS LLC in the program using the following write up:
I. CREATION OF JACOB & SONS LIMITED LIABILITY COMPANY
FIELD CONTENT
Year of Creation 2015
Acronym (Short Name) JACOBSON
Name of the Company Jacob & Sons Limited Liabilities Company
Postal code PMB 1975
Location MBON Market Park Mbengwi
Country Cameroon
Tax Payer Number M781975610057K
Starting Month 1 (For January)
Age of the Company 1 (For the first year)
Type of third parties Multiple
Working Mode OHADA Classical Mode
Depreciation Monthly
Type of System Standard (Normal)
Journal Mode Manual Journal Code
Injection of Depreciation Activate Option
Analytical Mode NO
Language English
Depreciation taken into account The whole month
Password htttc

II. PREPARATION OF ACCOUNTING ENTRIES

1- Creation of Accounts (Accounting Plan personalized)
Type of Account Code Name of Account
52110 CCC BANK BAMENDA
Bank Account
52111 BAMBILI Cooperative Credit Union
Cash Account 57110 Head Office Cash
CU01 Shalom Hotel
CU02 Amity Resort
CU03 BUKAROOS
CU09 Sundry Customers
SU01 Brasseries du Cameroun
Third Parties accounts SU02 Guinness Cameroon SA
SU03 Union Camerounais du Brasseries (UCB)
SU04 AFRITECH
SU09 Sundry Suppliers
TD01 Taxation Department Bamenda
125J GEAH
37
 405P JACOB
541C FATIMA

2- Associating 3rd Party accounts to the Main Accounts

Code Accounts Associated
CU01 4111; 4121; 4161; 4162; 4191; 4194; 4198
CU02 4111; 4121; 4161; 4162; 4191; 4194; 4198
CU03 4111; 4121; 4161; 4162; 4191; 4194; 4198
CU09 4111; 4121; 4161; 4162; 4191; 4194; 4198
SU01 4011; 4091; 4094; 4098
SU02 4011; 4091; 4094; 4098
SU03 4011; 4091; 4094; 4098
SU04 4011; 4091; 4094; 4098; 4811; 4812; 482; 484
SU09 4011; 4091; 4094; 4098
125J 422; 4211; 4212; 4213
405P 422; 4211; 4212; 4213
541C 422; 4211; 4212; 4213
578E 422; 4211; 4212; 4213
643M 422; 4211; 4212; 4213
654N 422; 4211; 4212; 4213
TD01 441; 4428; 4471; 4472; 4473; 4431; 4432; 4433; 4434; 4435; 4441; 4449; 4451;
4452; 4453; 4454; 4455; 4456

III. TYPING OF ENTRIES

4. Creation of entry period: Use 1/01/2015 to 31/12/2015 as the entry period,
5. Choosing the size of an account: Choose the Non-imposed length (size) of accounts
6. Entries in Standard Mode:
At the start of the year 2015, JACOBSON had the following trial balance as at 1/01/2015 in appendix 1. On the 5th of
January 2015, JACOBSON received invoice No. 002 (appendix 2). During the month, the company received and issued the
following documents in appendix 3:
Task:
3- Record the trial balance (appendix 1) and the other documents (appendices 2 and 3) in the imputation tickets (Pre-
recording forms). Appendix 4
4- Enter the imputation tickets (Pre-recording forms) in the Journal.
Appendix 1: Trial Balance of JACOBSON as on 01/01/2015
Code Descriptions Debit Credit
104 Owner‟s account - 6,503,983
1291 Net Loss to be carried forward 265,640 -
162 Borrowings & debts from financial institutions - 6,251,331
213 Software packages 500,000 -
235 Office Fittings 526,642 -
2441 Office Equipment 2,480,700 -
2442 Computer equipment 1,684,000 -
2451 Automobile equipment 4,000,000 -
2752 Guarantee deposits 21,345 -
2813 Depreciation of software packages - 500,000
2835 Depreciation of Office Fittings - 210,656
2844 Depreciation of Office furniture and equipment - 1,262,000
2848 Depreciation of other equipment - 992,280
2845 Depreciation of Transport equipment - 3,200,000
3111 Stock of goods 4,684,215 -
4011 Suppliers (1) 55,032,590 79,809,122
38
 441 State; tax on net profit (2) - 25,000
5211 Mbengwi Central Credit Union 24,832,700 -
5711 Head Office Cash. 4,726,540 -
TOTALS 98,754,372 98,754,372
(1) Amount due to Supplier Brasseries du Cameroun (Code SU01)
(2) Amount due to Taxation Department Mbengwi (Code TD01)

Appendix 2: INVOICE NO. 002

AFRITECH
P.O. Box 3251 Yaoundé
Debit
Invoice No: 002 JACOBSON LLC
Due date: 25/01/2015 On 5/01/2015
Ref Descriptions Qty UP Amount
Serveur PIV 2,8Ghz (1) 01 3,000,000 3,000,000
Pentium IV (1) 60 500,000 30,000,000
LE SAGE CV6 Software (1) 01 13,000,000 13,000,000
TOTAL 46,000,000
VAT 19.25% 8,855,000
Net to be paid 54,855,000
(1) Consider as Fixed Assets
Appendix 3: Other Documents received and issued: Invoice NO. 010 SHALOM HOTEL
AFRITECH Due Date: 12/02/2015 12/01/2015
BP. 3251 Yaoundé Ref Description Qty UP Amount
Debit 33 Export 30 5,700 171,000
Invoice NO: 003 JACOBSON LLC Small Guinness 15 11,400 171,000
Due Date: 25/02/2015 20/01/2015 TOTAL 342,000
Ref Description Qty UP Amount VAT 19.25% 65,835
Ink Cartridge (1) 100 30,000 3,000,000 Net to be paid 407,835
Transport (1) 100 400 40,000
TOTAL 3,040,000
JACOBSON LLC
VAT 19.25% 585,200
BP. 201 Mbengwi
Net to be paid 3,625,200
Credit
(1) Record in account 6055 Invoice NO: 011 AMITY RESORT
GUINNESS CSA Due Date: 15/01/2015 15/01/2015
BP. 1351 Douala Ref Description Qty UP Amount
Debit Castel Beer 10 5,700 57,000
InvoiceNO: 055 JACOBSON LLC Crate Containers 10 100 1,000
Due Date: 15/03/2015 22/01/2015 TOTAL 58,000
Ref Description Qty UP Amount VAT 19.25% 11,165
Crate Small Guinness 100 10,500 1,050,000 Net to be deducted 69,165
„‟ Malta Guinness 100 9,600 960,000
TOTAL 2,010,000
VAT 19.25% 386,925
Net to be paid 2,396,925

JACOBSON LLC
BP. 201 Mbengwi
Debit
39
JACOBSON At: Mbengwi On the: 22/01/2015 F.CFA 407,835
Mbengwi Due on 28/02/2015
Against this bill of exchange provided without protest, kindly pay to the order of:
Acceptance Our self (JACOBSON)__________________________________________________
Or Refusal The sum of: Four hundred and seven thousand eight hundred and thirty five_____
Francs______________________________________________________________
(Value in…FCFA...)
Drawee
SHALOM Hotel Drawer’s Signature Fiscal Stamp
Domiciliation JACOBSON
No 325 CCC BANK BAMENDA

Appendix 4: Pre-recording Form

Journal Code N0 of Movements Month Year
Description of movement Value Date
Revision of Info Imputation Ticket N0: Document Ref.
General (Main)
Debit Credit Third Party Code Due Date
Accounts

Journal Code N0 of Movements Month Year

Description of movement Value Date
Revision of Info Imputation Ticket N0: Document Ref.
General (Main)
Debit Credit Third Party Code Due Date
Accounts

40
Journal Code N0 of Movements Month Year
Description of movement Value Date
Revision of Info Imputation Ticket N0: Document Ref.
General (Main)
Debit Credit Third Party Code Due Date
Accounts

Journal Code N0 of Movements Month Year

Description of movement Value Date
Revision of Info Imputation Ticket N0: Document Ref.
General (Main)
Debit Credit Third Party Code Due Date
Accounts

Journal Code N0 of Movements Month Year

Description of movement Value Date
Revision of Info Imputation Ticket N0: Document Ref.
General (Main)
Debit Credit Third Party Code Due Date
Accounts

Journal Code N0 of Movements Month Year

Description of movement Value Date
Revision of Info Imputation Ticket N0: Document Ref.
General (Main)
Debit Credit Third Party Code Due Date
Accounts

Journal Code N0 of Movements Month Year

Description of movement Value Date
Revision of Info Imputation Ticket N0: Document Ref.
General (Main)
Debit Credit Third Party Code Due Date
Accounts

41
IV- THE “BANK ENTRY WIZARD”
When cheques are used for settlement of transactions, we are dealing with the Bank account. Hence, recordings here
concern the analysis of bank cheques. The procedure is as follows:
1. Click on “Bank Entries assistant” on the shortcut bars,
2. Select “Bank Journal,
3. Select “Bank Journal,
OR
1. Click on “Accounting Process” on the general menu of the window,
2. Click on “Key Boarding Management,
3. Click on “Entering Cheques”,
4. Select “Bank Journal”,
5. Select the bank account in which you want to enter the cheque,
6. Record the cheque in the imputation ticket,
7. Record the imputation ticket on the Bank Entry wizard and after entering each line, click on apply,
Example:
The following cheques are placed at your disposal for analysis and recording
Cheque No 9684 FCFA : 2,396,925
CCC BANK BAMENDA
Pay against this cheque the sum of: Two Million Three Hundred and Ninety six thousand Nine
hundred and Twenty Five francs.

To the order of: GUINNESS CAMEROON S.A.

At: Bamenda On the: 15/03/2015
Account N0: Payable At Signature of Drawer’s
6985478 Bamenda Jacobson & Sons

Cheque No 7845 FCFA : 3,625,200

CCC BANK BAMENDA
Pay against this cheque the sum of: Three Million Six Hundred and Twenty Five thousand Two
hundred francs.

To the order of: AFRITECH

At: Bamenda On the: 25/02/2015
Account N0: Payable At Signature of Drawer’s
6985478 Bamenda Jacobson & Sons

Cheque No 125015 FCFA : 54,855,000

CCC BANK BAMENDA
Pay against this cheque the sum of: Fifty Four Million Eight Hundred and Fifty Five thousand Francs.

To the order of: AFRITECH

At: Bamenda On the: 15/01/2015
Account N0: Payable At Signature of Drawer’s
6985478 Bamenda Jacobson & Sons

TASK:
1- With the help of the cheques, complete the imputation tickets below
2- Record the imputation tickets in the Bank Entry Wizard.

42
Imputation Tickets or Pre-recording Forms

Journal Code N0 of Movements Month Year

Description of movement Value Date
Revision of Info Imputation Ticket N0: Document Ref.
General (Main)
Debit Credit Third Party Code Due Date
Accounts

Journal Code N0 of Movements Month Year

Description of movement Value Date
Revision of Info Imputation Ticket N0: Document Ref.
General (Main)
Debit Credit Third Party Code Due Date
Accounts

Journal Code N0 of Movements Month Year

Description of movement Value Date
Revision of Info Imputation Ticket N0: Document Ref.
General (Main)
Debit Credit Third Party Code Due Date
Accounts

V- THE CASH ENTRY WIZARD

Whenever cash is disbursed or received, it is analysed with the cash voucher. Cash could also be received with the issue of a
cash receipt. The analysis of cash is done with the help of the cash entry wizard. The Procedure is as follows:
1. Click on the “Cash Entry Wizard”,
2. Select the “Cash Journal,
OR
1- Click on “Accounting Process” on the General Menu of the Window,
2- Click on “Keyboarding Management”,
3- Click on “Entering Cash”,
4- Select “Cash Journal”,
5- Select the Cash Account in which you want to enter the voucher,
6- Record your voucher or imputation ticket on the form,
7- After entering each line, click on “Apply”,

43
Example: The following Cash Vouchers are given to you for analysis and recording,

JACOB & SONS

Cash Voucher N0: V111
From: T.T. Hilaire
On: 05/03/2015
Income Expenditure
365,000 CFA F

Being: Settlement of Invoice N0: S110

JACOB & SONS

Cash Voucher N0: V112
To: Taxation Center Bamenda
On: 15/03/2015
Income Expenditure
385,000 CFA F

Being: Payment of VAT Due for February 2015

Task:
1- With the help of the Cash vouchers, fill the imputation tickets below,
2- Record the imputation tickets in the Cash Entry Wizard.

Journal Code N0 of Movements Month Year

Description of movement Value Date
Revision of Info Imputation Ticket N0: Document Ref.
General (Main)
Debit Credit Third Party Code Due Date
Accounts

Journal Code N0 of Movements Month Year

Description of movement Value Date
Revision of Info Imputation Ticket N0: Document Ref.
General (Main)
Debit Credit Third Party Code Due Date
Accounts

44
CASH DESK MANAGEMENT

This Chapter gives the detail analysis of the situation of Bank Notes and Coins in an Entity i.e. the number of 10,000F, 5,000F,
2,000F, 1,000F and 500F notes and the number of 500F, 100F, 50F, 25F, 10F and 5F coins. Therefore, an entity should be
able to give the details of his cash at any given time in those denominations.

 Recording of Cash Statements

 The recording of cash statements is done with the help of:
 Withdrawal – Collection Wizard,
 Third Party‟s Withdrawal – Encashment,
 Collection – Payback,
 Change Options of the Cash Desk,

A- USING THE WITHDRAWAL – COLLECTION WIZARD

Initialization of Money in Cash, the stages involved are thus:
1- Click on Cash desk Management above the main window,
2- Click on Withdrawal – Collection,
3- Select the Cash Journal,
4- Choose the Cash Account in which you want to analyse,
5- Fill the form appropriately and click on Collect,
6- Click on Encashment to validate,
7- To Print the statement, click on Yes if not, click on N0,
8- To Preview before printing, click on Yes, if not, click on No,

Example
On the 2/05/2015, Account 57110 of HTTTC Bambili showed a debit balance of 2,187,210F with the following details:
NOTES COINS
Face Value Number Amount Face Value Number Amount
10,000 65 650,000 500 254 127,000
5,000 98 490,000 100 2,356 235,600
2,000 254 508,000 50 147 7,350
1,000 36 36,000 25 3,698 92,450
500 78 39,000 10 142 1,420
Total (A) 1,723,000 5 89 445
2 60 120
1 25 25
Total (B) 464,410
TOTAL (A) + (B) 2,187,410
Task: Analyse the transaction with the help of the Withdrawal – Collection Wizard

B- EXIT – ENTRY OF CASH:

On the one hand, Cash can be disbursed because of Purchases, Settlements of Creditors, Grants, etc. and on the other hand,
Cash can be received because of Sales, Settlements by Debtors, Grants received, etc. In the first case, we say that there is
disbursement and in the second case, we say there is encashment. To analyse the cases, the procedure is as follows:
1- Click on “Cash Desk Management” above the main window,
2- Click on “Withdrawal – Collection”,
3- Select the Cash Journal,
4- Choose the cash account in which you want to analyse,
5- Fill the form appropriately and click on “Collect” or “Withdraw or Disbursement”,
6- Click on “Encashment” or “Disbursement” to validate,
7- To Print the statement, Click on “Yes”, if not click on “NO”,
8- To Preview before printing, click on “Yes” if not “No”,
NB: To switch between Encashment and Disbursement, click on each other.
Example: Record the cash vouchers below showing Cash Analysis in Jacob & Sons Enterprise.

45
 Company JACOB & SONS ENTERPRISE

Account Description Date

57110 Head Office Cash 05/01/2015

Code SU09 Movement N0

Third Party
Name Sundry Suppliers
Purpose Purchase of Office Stationeries (6055)
INCOME EXPENDITURE
VALUE N0 AMOUNT VALUE N0 AMOUNT
N 10,000 N 10,000 2 20,000
O 5,000 O 5,000 1 5,000
T 2,000 T 2,000 - -
E 1,000 E 1,000 2 2,000
S 500 S 500 - -
C 500 C 500 5 2,500
O 100 O 100 24 2,400
I 50 I 50 3 150
N 25 N 25 8 200
S 10 S 10 4 40
TOTAL TOTAL 32,290

Company JACOB & SONS ENTERPRISE

Account Description Date

57110 Head Office Cash 10/01/2015

Code CU02 Movement N0

Third Party
Name Amity Resort
Purpose Sales of Goods (Account 7011)
INCOME EXPENDITURE
VALUE N0 AMOUNT VALUE N0 AMOUNT
N 10,000 213 2,130,000 N 10,000
O 5,000 132 660,000 O 5,000
T 2,000 62 124,000 T 2,000
E 1,000 - - E 1,000
S 500 156 78,000 S 500
C 500 - - C 500
O 100 71 7,100 O 100
I 50 26 1,300 I 50
N 25 - - N 25
S 10 - - S 10
TOTAL 3,000,400 TOTAL

C- THIRD PARTY’S WITHDRAWAL – ENCASHMENT WIZARD

This Option is used in the following cases:
 Adjustment of Cash Shortage and Cash Surplus,
 Settlement of (or) by third parties,

1- Adjustment of Cash Shortage or Cash Surplus

When an Enterprise realizes a Cash Shortage or Cash Surplus and does not take it as an expense or income, it can be
attributed to the cashier managing that particular cash account. In this case, we proceed with the “Third Party‟s Withdrawal –
Deposit Wizard”

Generally, the procedure is as follows:

1- Click on “Cash Desk Management” above the main window,
2- Click on “Third Party‟s Withdrawal – Encashment”,

46
 3- Select the Cash Journal,
4- Choose the Cash Account in which you want to analyse,
5- Fill the form appropriately and click on “Collect” or “ Withdraw (Disbursement)”,
6- Click on “Encashment” or “Withdrawal” to validate,
7- To print the statement, click on “Yes”, if not click on “No”,
8- To Preview before printing, click on "Yes”, if not “No”,

Example: On the 31/12/2015, date of Inventory, the Head Office Cash Account showed a debit balance of 659,550F, but the
money available in the safe of the cashier was 629,230F thus, showing a Cash Shortage of two 10,000F and three 2,000F of
bank notes, eight 500F, three 100F and two 10F coins.

Task:
1- Complete the Cash Voucher Below,
2- Analyse the transaction as a loss to the Cashier

CASH VOUCHER
Company

Account Description Date

Code Movement N0
Third Party
Name
Purpose
INCOME EXPENDITURE
VALUE N0 AMOUNT VALUE N0 AMOUNT
N 10,000 N 10,000
O 5,000 O 5,000
T 2,000 T 2,000
E 1,000 E 1,000
S 500 S 500
C 500 C 500
O 100 O 100
I 50 I 50
N 25 N 25
S 10 S 10
TOTAL TOTAL

2- Settlement of (or) by Third Parties

When we settle our third parties or when our third parties settle us, the analysis is done with the help of “THIRD PARTIES
WITHDRAWAL – ENCASHMENT” Wizard.

47
Example: Record the Cash Voucher below using the “Third Parties Withdrawal – Encashment” Wizard.
Company JACOB & SONS ENTERPRISE

Account Description Date

57110 Head Office Cash 06/04/2015

Code SU04 Movement N0

Third Party
Name AFRITECH
Purpose Settlement of Invoice N0. 002
INCOME EXPENDITURE
VALUE N0 AMOUNT VALUE N0 AMOUNT
N 10,000 N 10,000 350 3,500,000
O 5,000 O 5,000 200 1,000,000
T 2,000 T 2,000 500 1,000,000
E 1,000 E 1,000 310 310,000
S 500 S 500 69 34,500
C 500 C 500 80 40,000
O 100 O 100 250 25,000
I 50 I 50 800 40,000
N 25 N 25 40 1,000
S 10 S 10 - -
TOTAL TOTAL 5,950,500

D- The “COLLECTION – PAYBACK” Wizard

This is used in situations where there is Cash Entry which needs some balance to be given out. The procedure is as follows:
1- Click on “Collection – Payback” Wizard,
2- Select the Cash Journal,
3- Choose the Cash Account in which you want to analyse,
4- Fill the form appropriately and click on “Done”.

Example: The Cash Voucher below was prepared for the settlement of a debt worth 36,250F

Company JACOB & SONS ENTERPRISE

Account Description Date

57110 Head Office Cash 10/01/2015

Code SU09 Movement N0

Third Party
Name Sundry Suppliers
Purpose Settlement of debts (Account 4011)
INCOME EXPENDITURE
VALUE N0 AMOUNT VALUE N0 AMOUNT
N 10,000 3 30,000 N 10,000 - -
O 5,000 2 10,000 O 5,000 - -
T 2,000 - - T 2,000 1 2,000
E 1,000 - - E 1,000 - -
S 500 - - S 500 2 1,000
C 500 - - C 500 - -
O 100 - - O 100 6 600
I 50 - - I 50 3 150
N 25 - - N 25 -
S 10 - - S 10 - -
TOTAL 40,000 TOTAL 3,750

48
 E- THE “CHANGE ENTRY” Wizard
This Wizard is used in the situation where there is Change of Cash. In this case, we proceed as follows:
1- Click on “Change”,
2- Select the Cash Journal,
3- Choose the Cash Account in which you want to analyse,
4- Fill the form appropriately and click on “Done”,

Example: The Cash Voucher below analysis a transaction between Geah and the enterprise (Jacobson):
Company JACOB & SONS ENTERPRISE

Account Description Date

57110 Head Office Cash 20/05/2015

Code 125J Movement N0

Third Party
Name GEAH
Purpose Change of Money
INCOME EXPENDITURE
VALUE N0 AMOUNT VALUE N0 AMOUNT
N 10,000 2 20,000 N 10,000 - -
O 5,000 - - O 5,000 - -
T 2,000 - - T 2,000 5 10,000
E 1,000 - - E 1,000 6 6,000
S 500 - - S 500 4 2,000
C 500 - - C 500 - -
O 100 - - O 100 15 1,500
I 50 - - I 50 3 150
N 25 - - N 25 6 150
S 10 - - S 10 20 200
TOTAL 20,000 TOTAL 20,000

Task: Record the transaction with the help of the “Change Entry Form”

F- DEPOSIT OF CASH IN THE BANK

When Cash is to be deposited in to a Bank Account, the transaction involves first the Disbursement of Cash by the cash
account then the Encashment of cash by the Bank account.

Example: On the 26/05/2015, the sum of 115,000F was transferred from the Head Office Cash Account to the CCC Bank
Bamenda Account as analysed on the Cash Deposit Statement below:

CCC BANK BAMENDA

Cash Deposit Statement N0: 0265
By Jacob & Sons
On the: 26/05/2015 Account N0: 9870125
Value Number Amount Observation
10,000 9 90,000
5,000 5 25,000
TOTAL 115,000
NB: The Transfer Account is 585

Task:
1. Present the Cash Voucher by completing Appendix 1 below,
2. Record the transaction with the help of the “Withdrawal – Collection” Wizard,
3. Present the Imputation form by completing appendix 2,
4. Record the transaction with the help of “Bank Entry” Wizard,

49
Appendix 1: Cash Voucher
Company

Account Description Date

Code Movement N0
Third Party
Name
Purpose
INCOME EXPENDITURE
VALUE N0 AMOUNT VALUE N0 AMOUNT
10,000
NOTES NOTES
5,000
TOTAL TOTAL

Appendix 2: Imputation Ticket or Pre-recording form

Journal Code N0 of Movements Month Year

Description of movement Value Date
Revision of Info Imputation Ticket N0: Document Ref.
General (Main)
Debit Credit Third Party Code Due Date
Accounts

II- EDITING CASH STATEMENTS OR CASH RECORDINGS

To edit our cash entries, we
1- Click on “Cash Desk”,
2- Click on “Printings”,
3- Click on “Cash Details”,
4- Select the Account you want to edit,
5- Click on “Print all Movements”,
6- Select or Enter the period to be considered and click on OK,
7- Click on “Yes” to get all details.

Example: Edit and print the Head Office Cash Account from the 01/01/2015 to 30/06/2015.

CONTROL OF ACCOUNTS

I- MODIFICATION OF ENTRIES
To modify any entry, we have to first of all identify the entry. An entry can be identified from the:
 Movement Number;
 Journal in which it was recorded or;
 Period of entry or value date

A- Modification of Entries from their Movement numbers;

 Click on “Movement Search”,
 Fill the movement N0 and click on OK,
 Modify the recording(s) and click on Edit (Modify),

B- Modification of Entries from the Journals;

 Click on “Accounting Processes”,
 Click on “Editing a Journal”,
 Select the Journal to be Edited and choose the option “Preview”,

50
 C- Modification of Entries from their Period of Entry or Value Date;
 Click on “Accounting Processes”,
 Click on “To check Entries”,
 Click on “Select per date of value” or “Select Entry date”,
 Enter your period and click on “Enter” (OK),

Example: Using the three possibilities, identify the entry related to invoice N0 895 above.

II- CONSULTING THE TRIAL BALANCE

 Click on “Accounting Processes”,
 Select “To check Trial Balance”,

III- CONSULTING THE GENERAL LEDGER

 Click on “Accounting Processes”,
 Select “To Check the General Ledger”,
 Select the one you want to consult from the list of General Ledgers,
 Proceed by entering the period and click on “OK”,
 Click on “Yes” for screen preview,
 You may print it if you want,

IV- RECONCILIATION OF THE BANK ACCOUNT

 Click on “Bank Reconciliation” under “Analysis” above the Main window of the software,
 Select the bank account to be reconciled,
 Enter the period for reconciliation and validate,
 NB: A cross (X) appears on each reconciled line. For unreconciled lines;
 Activate the lines and click on “Not Reconciled”,
 After reconciling all the lines, click on “Apply” OR
 If you wish to print, click on print,

Example: On the 31/03/2015, CCC Bank Bamenda sent the bank statement of account

51