How To Create A Useful Expense List

1
How to Create a
Useful Expense List
Sid Macatol
Sid Macatol - How to Create a Useful Expense List Dec 10, 2010
2
Useful Expense List?
A LIST YOU CAN MAKE

SENSE OF LATER
3
A list that can answer,

“How much did I spend on
_______?” anytime
4
1. Small scissors … P20!

2. Adhesive tape … P30!
3. Jollibee meals for 3 … P300! REAL TIME SUMMARY
4. Jeepney fare … P35! Materials … P _______?
5. Cartolina … P30!
6. Printer ink (HP60) … P800! Supplies ... P _______?
7. Bond paper, 1 ream … P270! Transportation …. P_______?
8. Messenger, 1 day … P350!
9. Gasoline for messenger … P100! Food … P_______?
10. Styrofoam (2x2x1), 10pcs … P220! Others …. P_________?
11. Elmer’s Glue (large), 2 bot …
P124!
12. Pepsi Large … P40! ARE YOU WITHIN BUDGET?
13. KFC meals for 3 … P300!
14. Taxi … P150!
15. Thumb tacks … P50!
Where do we use Expense 5
Lists?
 Household Expenses
 Project Expenses
 Personal Expenses
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Software to Use
 MICROSOFT EXCEL
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Open a spreadsheet
8
Create three columns
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The “ITEM” Column
 Specific Description of Item Purchased
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The “AMOUNT” Column
 The amount of cash disbursed or paid
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The “CATEGORY” Column
 The particulars of the expense

summary that you want
Add a ‘nothing follows’ row. 12
This row is very important.
13
Additional rows
must be inserted
only above ‘nothing
follows’ row
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Never insert rows

below “nothing
follows” row
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If you violate this

rule, then this won’t
work for you
16
Add a “TOTAL” row
Jump to cell under “Amount” 17
and opposite “Total”
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Sum all the cells above it
Select all cells under 19
‘Amount’ down to the Total
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Click ‘comma’ icon
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Double click on the tab name
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Rename to ‘Expense List’
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Click the “+” icon
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You just created a new tab
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Double-click on tab name
Rename to 26
‘Expense Summary’
Make two columns in the 27
Expense Summary tab
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Type the categories here
Make sure you have the 29
‘nothing follows’ row
30
Again, do not play

around with the
“nothing follows”
row. It’s a rule.
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Add the ‘TOTAL’ row
Sum all cells above the ‘Total’ 32
cell under ‘Amount’
Select all cells under 33
‘Amount’
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Click the ‘comma’ icon
Select all categories, 35
including ‘nothing follows’
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Click ‘Insert’
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Hover your mouse on ‘Name’
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Click ‘Define’
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You’ll see this box
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Rename to ‘CATEGORY’
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CATEGORY is now
a name for a range
of cells
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CATEGORY is a
range of cells
containing the
expense categories
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You will use the

CATEGORY range
name later.
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Click ‘OK’
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Click Expense List Tab
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Select cells under ‘Category’
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Click ‘Data’
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Click ‘Validation’
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Click menu for ‘Allow’
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Choose ‘List’
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Type ‘=CATEGORY’
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You remember
CATEGORY, right?
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That’s the name of

the array containing
the expense
categories
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I mean, these . . .
55
Click ‘OK’
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Click this icon
These are the expense 57
categories you defined earlier
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Click ‘Supplies’
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No need to type, right?
60
Try typing something else
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It won’t be accepted
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Click ‘Cancel’
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Highlight the cells as shown
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Click “Insert” from main menu
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Select “Name”
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Click “Define”
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Name it as “Expenses”
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The EXPENSES
cell range contains
two columns. You
will use this later.
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Click ‘OK’
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Highlight cells under ‘Amount’
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Click ‘Insert’
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Select Name-Define
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Name the range “Amount”
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The AMOUNT cell

range contains only
one column. Again,
you will use this later.
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Click ‘OK’
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Encode the expenses now
To add rows, highlight rows 77
from ‘nothing follows’ down
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Click “Insert”
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Click “Rows”
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Continue encoding
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Once done, click Summary
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Go to cell B2
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Encode the SUMIF() formula
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Values we will use
 range = EXPENSES
 criteria = {cell to the left}
 sum_range = AMOUNT
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Of course, you
recall EXPENSES
and AMOUNT,
right?
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They are cell

ranges that we
defined earlier
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Our formula looks this way
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Click on the cell
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Click and drag down
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That’s your live summary
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Click ‘Expense List’
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Add a row
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Add another entry
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Click ‘Expense Summary’
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Updating is automatic
Spice it Up if you like with 96
percentages
Or, spice it up with budgets 97
and variances
98
Set it up once
99
Enjoy its
convenience for life

100
Thanks for watching the slides.
Polite comments are welcome at

http://virtualsidekick.blogspot.com
You may follow me at:

http://www.google.com/profiles/sid.macatol
Dream a life!
Live your dreams!
Sid Macatol

How To Create A Useful Expense List

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1

Useful Expense List?

A LIST YOU CAN MAKE

Useful Expense List?

A list that can answer,

Useful Expense List?

1. Small scissors … P20!

Create three columns

The “ITEM” Column

 Specific Description of Item Purchased

The “AMOUNT” Column

 The amount of cash disbursed or paid

The “CATEGORY” Column

 The particulars of the expense

This row is very important.

Never insert rows

If you violate this

Add a “TOTAL” row

and opposite “Total”

Sum all the cells above it

‘Amount’ down to the Total

Click ‘comma’ icon

Double click on the tab name

Rename to ‘Expense List’

Click the “+” icon

You just created a new tab

Double-click on tab name

Expense Summary tab

Type the categories here

‘nothing follows’ row

Again, do not play

Add the ‘TOTAL’ row

cell under ‘Amount’

Click the ‘comma’ icon

including ‘nothing follows’

Hover your mouse on ‘Name’

You’ll see this box

You will use the

Click Expense List Tab

Select cells under ‘Category’

Click menu for ‘Allow’

That’s the name of

Click this icon

categories you defined earlier

No need to type, right?

Try typing something else

Highlight the cells as shown

Click “Insert” from main menu

Highlight cells under ‘Amount’

Name the range “Amount”

The AMOUNT cell

Encode the expenses now

from ‘nothing follows’ down

Once done, click Summary

Encode the SUMIF() formula

Values we will use

They are cell

Our formula looks this way

Click on the cell

Click and drag down

That’s your live summary

Click ‘Expense List’

Add another entry