Help! Need simple template to record invoices + sales tax

[matrix]

My needs are simple. I have a huge stack of handwritten invoices that I want to record into Excel (I guess). I would like a template set up to allow me to enter/retrieve all customer contact info (name, address, phone #"s, invoice date, amount billed, tax charged and a non-tax category, a cell for reminder codes, a cell for notes about the job or customer. And I want to be able to have the worksheet set up so I can easily get subtotals for invoices written in any given month or quarter or year (selecting a range of cells). AND I want it to calculate the taxable and non-taxable totals by quarter so I can figure total sales tax owed per quarter, as well as taxable and non-taxable sales.

I want this template to have the formulas built in (I am not a math wiz and not a bookkeeper, although I am forced to the task.)

Have searched online for such a simple template but everything seems so complex and not suited to my needs.

Can you help me find such a creature or make a recommendation?? There must be an easy way, if I can only find it. (Sales taxes are due soon! Help!) We are a small business.

Thanks for listening!

 

[nbrcrunch]

unlikely you will find such a "template" as it really is not standard. It would need to be specially designed for you and since this is for a business, several here wouldn't be inclined to give their time for free.

Both the maker of this site and several other regulars offer their services for a charge.

 

[matrix]

Give me a quote?

Hope I'm not violating some protocol here, but can I ask for a quote or an estimate of charges I could expect? (Observation: Maybe I'm naive, but this seems so very basic to me. I'm quite surprised that this is not an easy fix. Premade templates for sale on line seem quite complex compared to this, no?) Thanks!

 

[nbrcrunch]

Matrix,

first of, I should say "welcome" to the board. It is a very friendly board. So I apologize for my the seeming abruptness of my first reply.

second, no, you are not breaking any protocol. However, you also will not likely get bids here in the open forum. Go to the main page here (http://www.mrexcel.com/) and Bill (the owner) has links for contacting to get contract bids.

Finally, your request may seem simple and "basic" as you say, but it is readily apparent by the requirements and defintiions you proposed, that the criteria is a "design" which makes it unique. Companies are the only ones that would have use of application and if you know how companies consider their system "proprietary" (spelling??) you'll understand why none of them would be too eagar to share that template even if they have one that would fit your needs.

 

[matrix]

tHANKS, NBRCRUNCH

Thanks so much for your kind reply. I will check out the main page here. Does seem odd that this is a "special need," but that's why I'm here. To learn. Hope to find someone to build my special little worksheet.

OR (God forbid I should chance breaking a protocol again) is there by chance another program that does what I need?? Hope thunder and lightening don't descend.

Thanks!

 

[nbrcrunch]

Lets examine your requirements:

1. I have a huge stack of handwritten invoices that I want to record into Excel (I guess).

How many is a "huge stack." Excel can handle 60,000+ records but it get bogged down quickly when a spreadsheet gets that huge.

2. I would like a template set up to allow me to enter/retrieve all customer contact info (name, address, phone #"s, invoice date, amount billed, tax charged and a non-tax category, a cell for reminder codes, a cell for notes about the job or customer.

Here you have specifically requested a specially designed form--which requires Visual Basic programming. Not a small task.

3. And I want to be able to have the worksheet set up so I can easily get subtotals for invoices written in any given month or quarter or year (selecting a range of cells).

This may be able to be done with formulas but again, more specific details would be needed by who ever takes on this job.

4. AND I want it to calculate the taxable and non-taxable totals by quarter so I can figure total sales tax owed per quarter, as well as taxable and non-taxable sales.

Again, depending on an extensive interview with you, the developer would be able to determine what the real needs are. What you state so simply isn't that simple. Consider: When would the periods start and stop. How would the report be formatted. How would you want to indicate the range of data to pull? You see, it is much more complicated and I haven't even begun to scratch the surface.

5. I want this template to have the formulas built in (I am not a math wiz and not a bookkeeper, although I am forced to the task.)

Ah, now you bring in another whole arena--the developer should have a realitively good understanding of basic accounting principles. While I'm great at formulas and some rudamentary VB, I am far from knowing accounting practices and I'm sure getting your business' unque accounting rules would be another monumental task.

 

[matrix]

Reply to your observations

Thanks for breaking it down. Who knew? Can you email me at <matrixgroup@sbcglobal.net> ?

Thanks,

Karen

 

[matrix]

How do we contact?

I tried to send my email so we could communicate offline but my email ended up a question mark. How do we do this?

Matirx

 

[Smitty]

Welcome to the Board, Karen!

Bill Jelen (aka Mr.Excel is an excellent resource; my company has used his services several times - you can e-mail him at consult@mrexcel.com), but what you want doesn't sound that difficult.

If you can set up a sample worksheet with what you want (to start) someone here can whip up something for you (to start). You can post what you want with Colo's HTML Maker, you'll find the link at the bottom of the page. Just read the FAQ first, and note that you'll likely be up for a bunch of hand entry to get yourself up to date.

Hope that helps,

Smitty

P.S. You're not violating any protocols here unless you start cursing or shouting. :wink: Everyone's here to help/learn!