Entering data in sheet Data Other Important Things page 39

Do Not Write Anything In Column AD

Do not write anything in the cells in column AD because they serve as a the right border of the data area. So this column must be left blank, unless you know the effect. You can write anything in cells after column AD, i.e. column AE onwards.

No Blank Cells In SRC Column

Make sure there are no blank cells in the cells below the column title SRC, between the rows of data. This column will serve as the left border of the data area. If there is a blank cell under the column title SRC, Excel will most likely use the blank cell to segregate the data area. This will affect the results of data manipulation using Filtering and PivotTable functions.

No Blank Cells Between Items In Column Titles

Make sure there are no blank cells in between column titles in row 4. This row will serve as the top border of the data area. If there is a blank cell separating column titles, Excel will be confused as to the area of your data. This will affect the results of data manipulation using Filtering and Pivot Table.

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When One Transaction Gives Rise To More Than One Account Name

One transaction may result in more than one accounts name. In cases like this, you need to use as many number of rows to accommodate the number of accounts involved. For example, one claim voucher may affect two accounts; say Travelling account and Stationery account. In this case we need two rows the first row to accommodate data for Travelling account and the second row to accommodate data for the Stationery account However, both rows must be on top of one another - do not allow rows with other data to separate them.

Make all details for both rows the same except for the account name (under columns ACCOUNT-DEBIT and ACCOUNT-CREDIT) and amounts (under RM-DEBIT and RM-CREDIT). Normally, we will fill the data of the first account first, then copy the details into the subsequent row below it. You can use the key combination Ctrl+D to easily copy down.

When One Transaction Involves More Than One Item Sold Or Purchased

One transaction may involve more than one item sold or purchased. In cases like this, we need to use as many number of rows to accommodate the number of unique item names. For example, one sales invoice may affect say two items i.e. Item A and Item B. In this case we need two rows the first row to accommodate data for Item A and the second row to accommodate data for Item B. Both rows must be close to one another do not allow rows with other data to separate them.

Logically, all data for both rows are the same except for the item name and quantity. Usually we will fill the data of the first item first, then copy down the data into the subsequent row below it. Use the key combination Ctrl+D to easily copy down.

Group Together Data From The Same Source

Keep data from the same source close to each other. When you receive a new accounting document and want to enter data of the new document, try to enter the new data into a row immediately below the existing data from the same source. This is to make sure that data relating to the same source are kept close to each other. This will be helpful when you need to search for the data later on.

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