Customer details are included on a separate worksheet (Customer Look Up) Item details are included on a separate worksheet (Item Look Up)

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1 Creating an Invoice System using Excel Purpose To create a basic invoicing system which can be used to create invoices which can then be printed to pdf to provide a permanent copy and to print out and send to the customer. Customer details are included on a separate worksheet (Customer Look Up) Item details are included on a separate worksheet (Item Look Up) The user adds the customer number to the invoice which results in the rest of the customer details being included automatically. Likewise, the item number and quantity are included and the rest of the item details are included. Skills covered Merge cells TODAY() Formatting VLOOKUP function Absolute and mixed cell references IF function Multiplying variables Adding totals (SUM) Adding Dates Data Validation Worksheet Protection File to use: Creating an Invoice System Base Data Set up the worksheet as shown in the following screenshots. The Heading has been created using Word Art Include the GST Number Use the Border options to set up the black lines Check that the page size is set to A4 (Page Layout tab page setup) For the Date use the following formula: =Today() This formula will automatically include the current date Merge cells A7 and B7 Merge cells A8 and B8 Merge cells A9 and B9 Format all Price cells as currency (or accounting) Format the Due Date cells as Date Create Invoice System Page 1 Sandra Dyke 2011

2 VLOOKUP and IF Functions This is the formula which will look up the values for the invoice from the Customer Look Up worksheet. Select Cell A3 (customer name) To complete the Function Arguments either Type in the information required, or Select the appropriate cells from the appropriate worksheets For the Table Array, include more rows than you need so new customers can be added in the future. How does this formula work: The value contained in Cell B2 is compared with the values in the Customer Look Up worksheet column 1. Then the value contained in the Customer Look Up worksheet column 2 (name) is copied across. Create Invoice System Page 2 Sandra Dyke 2011

3 The same process is used to populate the rest of the customer details just changing the column index number in the VLOOKUP arguments Either repeat the process above to populate the address details, or Include absolute references to for the look up value (B2) and the Customer Look Up values and then copy the formula and just change the column index to the create reference: =VLOOKUP($B$2,'Customer Look Up'!$A$4:$L$54,2,FALSE) Absolute references can be used when a formula is going to be copied but a cell reference needs to stay the same (rather than change as normal copying of a formula does) Enter 1 as the Customer No to check the details are correct for the customer details. Delete the Customer No just entered Notice the #N/A in the customer address fields when there is customer number entered. To avoid this problem, include an IF statement with the VLOOKUP function to leave these fields blank. Create the VLOOKUP function first Then add the IF function around the VLOOKUP function The IF function is a logical formula and has the format of Logical test what cell is being tested and how is it being tested Value if the logical test is true Value if the logical test is false =IF(B6="","",VLOOKUP($B$6,'Customer Look Up'!$A$4:$L$54,2,FALSE)) B6= means if cell B6 is empty Then leave the cell empty Otherwise, do the VLOOKUP function or Create Invoice System Page 3 Sandra Dyke 2011

4 Repeat for the product details =IF($A14="", "",VLOOKUP($A14,'Items Look Up'!$A$3:$C$90,2,FALSE)) This time, mixed references are being used with the dollar sign before the column name, when the formula is copied; A stays the same but the row number changes. Want to know more see relative and absolute cell referencing Calculating the line item total in E14 =B14*D14 But this will leave #VALUE! If there is no value given for quantity and or unit price. Again, use an IF statement to solve this issue: =IF($A14="", "",B14*D14) Copy this formula down to E28 Include a VLOOKUP for freight in E30 based on a value of 1 in A30 Use the SUM function to add a list of values In E31 =SUM(E14:E30) In cell E32, calculate GST as the subtotal * GST rate In cell E33, calculate the GST inclusive value In cell E35, calculate the discount. This value needs to be rounded to 2 decimal places to avoid calculation of part cents using =ROUND(E33*D35, 2) E36, calculate the discounted amount. Working out the due dates in cells D33 and D36 The invoice date is included in cell D8 The due date for the discounted amount is given by the number of days in the Customer Look Up Worksheet column J To calculate the due date for the discounted amount, the number of days for discount needs to be added to the invoice date: =IF(B6="","",D8+VLOOKUP($B$6,'Customer Look Up'!$A$4:$L$54,11,FALSE)) Repeat for the due date in cell D36 Create the remittance advice details showing the customer number, name, and amount due by referencing to the data contained in the invoice portion eg in D47 type =B6. Create Invoice System Page 4 Sandra Dyke 2011

5 Data Validation To ensure only positive values are included in the quantity column Highlight cells B14 to B28 Select Data Validation from the Data tab Choose the following settings Add an Error Alert Protecting the worksheet It is possible to lock cells so that data cannot be entered into them. In this example, only the customer number, product code and quantity need to be entered because all other values are included through lookups or calculations. Select the whole worksheet by clicking on the blue rectangle at the intersection of the row and column headers Create Invoice System Page 5 Sandra Dyke 2011

6 Open the Format Cells option (Home tab Font) Select the Protection tab and select the Locked checkbox. Now select each cell to be unlocked and clear the Locked option: B6, D7, D8, A14 A28, B14 B28. To Activate the Cell Protection Select Protect sheet from the Review Tab Type in a password to unprotect the sheet. Remember the password (which is why it is included on the invoice for this example not that this would be done in real life!!) Try out the protection Create Invoice System Page 6 Sandra Dyke 2011

7 Create Invoice System Page 7 Sandra Dyke 2011

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