Entering data in sheet DATA column B C D E page 31

Filling cells under column title ‘DATE’ (Column B).

Under the column title 'DATE', enter the date of the transactions as appear on the document. The date of transactions is usually typed on the document.

Remember that to enter date, use / (forward-slash) sign to separate month, day and year. Remember also that Excel expect you to enter month first, followed day and then year. Internally, Excel keep date by month first, followed by day and year. So, if you enter 1/2/2002, it will mean 2nd January. It can avoid mistake by Excel if you enter year in 4 digits rather than 2 digits.

Make sure the cell that contain the date is formatted appropriately. If you choose format 'm/d/yyyy', then you enter date 1/2/2002, it will appear the same order ie 1/2/2002 (Internally, this read as 2 January 2002). But if you choose format 'd/m/yyyy', then you enter date 1/2/2002, you will see different order ie 2/1/2002 (though this still read 2 January 2002, internally). So, be careful with formatting of date.

Filling cells under column title ‘MTH’ (Column C)

Under the column title 'MTH', enter the month of the transactions. Use numbers to indicate month, such as 1, 2, 3 etc. This can save hard disk space.

This column is useful if you later want to analyse data according to month.

You can use formula to extract month from the date in column DATE, but I do not recommend it. This way (not using formula), eventhough the date say 2/28/2002 (Month :February), you may want to include this transaction under month 3 (March) when you analyse data or in your report, for whatever reason.

Use 0 (zero) to indicate month of the opening balances items.

Filling cells under column title ‘SRC NO’ (Column D)

Under the column title 'SRC NO', enter the serial number or reference number of the source document. For example : Sales Invoice number, Purchase Invoice number, journal number, voucher number, etc. If there is no reference number, leave blank or you can replace with some other notes.

Filling cells under column title ‘OTHER REF./ NO.’ (Column E)

(OTHER REF./NO. refers for OTHER REFERENCE OR NUMBER)

Under the column title 'OTHER REF./NO.', enter the other serial or reference number of the source document or other document relevant to the source document. For example : You have enter sales invoice number under SRC NO, so you may want to enter the PO number under OTHER SRC NO. If there is no other reference number, leave blank or you can replace with some other notes.