Accounting System

Spreadsheets for recoding data

Content• Introduction• Invoice Login Register• Restricted People and Companies Ensure Form• Payment and Receipt Voucher Register

– Vendor setup– Voucher Preparation– Voucher Post

• Bank Register• Invoice Tracking Register

– Outstanding Invoices Report– Supplier’s statement of account– Monthly AP Performance Report

• Accounts Payables Trial Balances

IntroductionMany or accounting databse is constructed based on Ocracle program such as SAP , JD Edward and Oracle accounting system, and some accounting system is programmed by visual basic, foxbro and other system. Those systems are appropriate for recoding accounting transactions to secured the data and for proper data process, but many small companies do not prefer to buy such systems due to the high its high cost and associated costs after buying the software program of accounting system. Many small entities prefer to use spreadsheets and access application. However, excel spreadsheets is proper for reporting rather than for recording function, but excel is simple and easy for understanding and to use.We would like to present our accounting system for simple entities that is based on spreadsheets and macros that can secure the some significant accounting transactions from altering or deleting. This accounting system is covered the accounting transactions from receiving invoices to reporting the invoices to management

Invoice Login Register

Invoice login register is logging the invoices received in to the register to detect the duplicated invoices and over billing by suppliers. Also, it contains a sheet for seting up a new vendor by basic information and prevent any duplicated vendor setup

Restricted People and Companies Ensure Form

Restircted people and entities ensurance is an excel form that can help accounts payables to identify the restricted people and entities as per OFAC list of specially designated nationals and blocked persons that is updated by office of foreign assets control, this form enables accountant to prevent any payments to suspecious vendor.

Vendor setupPayment Voucher register contains a sheet that is called “Vendor Master” that accountant can setup new vendor by filling fields of bank details, payment method, payable name in check and post them in protected sheets that nobody enable to delete or change the details except for authorized person. This sheet is linked to “Transfer Letter” and “Payment Voucher” sheets that read vendor’s bank details from “Vendor Master”.

Voucher PreparationAccountant issues payment voucher that is automatically serialized and shows automatically generate the check number, transfer letter and check draft letter number. Payment voucher enables accountant to identify the payment method of vendor. This spreadsheets enable the accountant to post the payment voucher automatically to another sheet, and to print the payment voucher along with transfer letter at the same time. The Tansfer letter is protected by locked cells

Voucher PostPayment Voucher is followed by four steps1- Payment Voucher is filled by accountant2- Accountant click on print button3- Voucher is printed along with transfer letter or bank draft request letter4- Accountant click on post command to post the payment voucher details to

the payment and receipt voucher register

Bank Register

• Payment and receipt voucher register is by account

• Bank register is summarized all the payments and receipt by voucher number and shows the opening balance and closing balance of each month

Outstanding Invoices Report

• Invoice Tracking RegisterThe tracking register is track all the invoices that are received and shows the

status of each invoice either it is paid or rejected to be paid by issuing debit nor, either they are the payment is more than the PO amount or paid less by issuing credit note. Accountant can update this register by clicking on some specific buttons, and can produce the following reports– Outstanding invoices– Paid Invoices– Aging invoices– Statement of accounts for each supplier

AP Performance ReportInvoice tracking register workbook contains a sheet the shows statistics of invoices received, paid within due date, after due date, average payment period, summary of aging accounts payables that can be used as accounts payable performance report for high management and only monthly basis, and include charts of such statistics

Accounts Payables Trial Balance

Some accounting systems does not provide AP trial balances but invoice tracking workbook contains “accounts payables trial balances” that summarize all the transactions of invoices received and paid in total in specific date

We hope our presentation gives brief of accounting system in spreadsheet

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