EXCEL-SKILLS.

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INVOICE & DEBTORS - SERVICE BASED TEMP
This template enables users to create an automated quotation and tax invoice based on the business details, banking de
and quotation & invoice details that are recorded on the appropriate sheets. The template also facilitates creating au
statements, reviewing monthly sales over any 12 month period, compiling an age analysis for individual or all custome
customer account balance report based on a user defined statement date. Refer to the Trade Based Invoice template if yo
included on your tax invoices.

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ASED TEMPLATE
e business details, banking details, customer information
ate also facilitates creating automated customer account
for individual or all customer accounts and compiling a
e Based Invoice template if you require stock codes to be

e formulas!
esign of the template. Get the full version for a fully
ccess to all areas of the template including all formulas.
just like any of your own Excel files.

te!
Excel Skills | Invoice Template | Service Based
Instructions
www.excel-skills.com

This template enables users to create an automated quotation and tax invoice based on the business details, banking
details, customer information and quotation & invoice details recorded on the appropriate sheets. The template also
facilitates creating automated customer account statements, reviewing monthly sales over any 12 month period, compiling
an age analysis for individual or all customer accounts and compiling a customer account balance report based on a user
defined statement date. On this sheet:
This sheet includes detailed instructions
Note: Refer to the Trade Based Invoice template if you require stock codes to be included on your tax invoices. We also on setting up and using this template.
recommend using the Invoice templates in conjunction with our unique service based & trade based accounting templates.

The following sheets are included in this template:

Setup - this sheet enables users to customize the template for their businesses by entering the appropriate business
details, sales tax details and banking details.
Customers - create a unique customer code for each customer and enter a billing address and sales tax reference number
for all customers on this sheet.
Details - the details which should be included on all quotations & tax invoices should be entered on this sheet.
Quote - this sheet includes an automated quotation. All the information entered on the other sheets is automatically
included on this sheet after entering the appropriate quotation number in cell H11. The automated quotation
accommodates 20 lines per quotation and you can add your own business logo or artwork in the space provided at the top
of the sheet.
Invoice - this sheet includes an automated tax invoice. All the information entered on the other sheets is automatically
included on this sheet after simply specifying the appropriate invoice number in cell H11. The automated tax invoice
accommodates 20 lines per invoice and you can add your own business logo or artwork in the space provided at the top of
the sheet.
Statement - this sheet includes a customer account statement. All the appropriate information entered on the other sheets
are automatically included on this sheet after selecting the appropriate customer code from the list box in cell J11 and
entering the appropriate statement date in cell J12. Note that the customer account statement also includes an age
analysis.
Monthly - this sheet includes a 12 month sales analysis and monthly sales, receipts and debtor balance charts. The 12
month period included on this sheet is based on the start date specified in cell B4. Users can therefore compile a 12 month
sales analysis for any 12 month period by simply specifying the appropriate start date.
Ageing - this sheet includes an age analysis which is automatically compiled based on the statement date entered in cell
B4 and the customer account selected from the list box in cell B6. All the calculations on this sheet are automated and you
can also compile an age analysis for all debtors by simply clearing the customer account selection from the list box in cell
B6.
Balances - this sheet includes an age analysis for all customer accounts which is automatically compiled based on the
statement date specified on the Ageing sheet. The age analysis includes the first 20 customer accounts by default but you
can add additional accounts by simply extending the table.

Setup

The business details entered on this sheet are included in the cell range from cell C10 to C21 on the Quote and Invoice
sheets. The business name is also used as a heading on all the other sheets. The sales tax codes are included in the sales
tax code columns on the Details sheet and the sales tax percentages which are linked to the appropriate codes are used to
calculate the sales tax amounts on the same sheet. These sales tax amounts are also included on the invoices and
quotations.
The banking details are included in the cell range from cell C48 to cell C51 on the Invoice sheet. If you don’t want to
include your banking details on your tax invoices, simply delete the contents of these cells and clear the appropriate border
formatting.
The error codes included at the bottom of the Setup sheet are displayed for information purposes only. These error codes
are reflected in column Q on the Details sheet if there is a problem with the input in some of the user input columns on the
Details sheet. Refer to the Error Codes section of these instructions for more information on the input errors that may be
encountered.

Customers

A unique customer code needs to be created for each customer and the billing address and sales tax number of each
customer needs to be entered on the Customers sheet. Customer codes are included in a list box on the Details sheet to
simplify entering the appropriate quotation / invoice details. The customer billing address is automatically included on the
quotation & tax invoice based on the quotation / invoice number entered in cell H11 on the Quote or Invoice sheet and the
customer code selected for the particular quotation or invoice on the Details sheet (the appropriate sales tax number is
also included on the Invoice sheet).
Note: We recommend that you use an abbreviated version of the customer name as the customer code because it will
make it easier to identify the correct customer when selecting the appropriate customer code from the list box in column D
on the Details sheet. For example, a customer code of ABC01 can be created for a customer whose billing name is "ABC
Trading".

The customer code can also be selected on the Statement and Ageing sheets in order to automatically compile an account
statement or age analysis for a particular customer. Refer to the Account Statement and Age Analysis sections of these
instructions for guidance on these features.

Note: All the columns on the Customers sheet have been included in an Excel table. This feature is extremely useful when
entering data in a table format. You can create a new customer code by simply entering a new code in column A - the table
will then automatically be extended to include the new customer code.

In some instances, it may be preferable to allocate quotations or invoices to a generic customer code instead of creating a
unique customer code for each customer. For example, customers trading on a cash or COD basis may not require a tax
invoice and these invoices can therefore be allocated to a single Cash or COD customer code (for example: the code
"XXX01" can be created for this purpose).

Quotation / Invoice Details

All the transaction details which are included on the automated quotation (Quote sheet) and tax invoice (Invoice sheet) are
compiled from the data entered on the Details sheet. The transaction details consists of the invoice number, quotation
number, invoice date, description, invoice amount and the invoice due date. The customer code which is selected on the
Details sheet is used in order to identify the appropriate customer and to include the customer's details on the quotation or
invoice. The sales tax codes are used to calculate the sales tax applicable to the particular quotation or invoice.

All the column headings contain a filter selection arrow - this feature indicates that a Filter has been applied to the table
data. This Excel feature is very useful when you need to filter the data which forms part of a table based on one of the filter
criteria available after clicking the selection arrow. The Filter feature can also be used to sort data based on a single
column.

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Excel Skills | Invoice Template | Service Based
Instructions
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Example: If you only want to display the invoices for a particular month, you can filter the data based on the Invoice Date
column by selecting the appropriate date filter from the filter menu which is displayed after clicking the selection arrow.
After reviewing the filtered data, simply select the "Clear filter" option in the filtered column in order to remove the filter and
to display all the transactions on the sheet.

You'll notice that there are totals included in the cells above all the amount columns (formatted in italic). These cells contain
a Subtotal function which results in all filtered records being included in the total which is calculated. This means that after
filtering data, only the transactions which are displayed on the sheet are included in the calculation (column total). If you
therefore print the sheet while a filter is in effect, the totals above the column headings will be calculated accurately and
only include the filtered transactions which have been printed.

Note: All the columns on the Details sheet have been included in an Excel table. This feature is extremely useful when
entering data in a table format because the formulas in the calculated columns (the columns with light blue column
headings) are automatically copied when new rows are inserted into the table or when data is entered into the first blank
row below the table. You can therefore enter a new quotation by simply entering a quotation number in the first blank cell in
column B - the table will be extended automatically to include the new quotation.

All the columns with a yellow column heading require user input while the columns with light blue column headings contain
formulas which are automatically copied for all new transactions added to the sheet. The following information should be
included in the user input columns:
Invoice Number - invoice numbers can be in any format and are used as the primary reference for including the invoice
details on the Invoice sheet.
Quotation Number - quotation numbers can be in any format and are used as the primary reference for including the
quotation details on the Quote sheet.
Invoice Date - the date of the tax invoice should be entered in column C and is included in cell H11 on the automated
quotation and tax invoice. When you enter multiple lines for the same quotation or invoice, the invoice date must be the
same for all the entries. Note that if you enter different invoice dates, only the invoice date in the first row for the particular
quotation or invoice number will be included on the automated quotation or tax invoice.
Customer Code - select the appropriate customer code from the list boxes in column D. All the customer codes which
have been added to the Customers sheet are included in the list boxes. You therefore need to create the appropriate
customer code on the Customers sheet before it will be available for selection.
Description - enter a description of the service that is being provided in this column.
Tax Inclusive Amount - enter the total invoice amount inclusive of any sales tax that may be applicable.
Tax 1 Code - select a tax code from the list box. All the sales tax codes which have been created on the Setup sheet will
be available for selection and sales tax percentages are calculated based on the selected tax code. If your business is not
registered for sales tax purposes, all transactions should be recorded by using the E tax code. The first sales tax code is
for national or federal sales tax and should therefore be applicable in most countries.
Tax 2 Code - select a tax code from the list box. All the sales tax codes which have been created on the Setup sheet will
be available for selection and sales tax percentages are calculated based on the selected tax code. The second sales tax
code is for state sales tax - if you do not need two sales tax codes, this column can be deleted.
Invoice Due Date - enter the date on which payment from the customer is due. This date is included in the Invoice Status
section at the bottom of the automated tax invoice.
Payment Date - enter the date on which payment has been received from the customer. If payment has not been received
for a particular invoice, leave the payment date column blank. A complete list of outstanding invoices can therefore be
compiled by using the Filter feature and simply selecting the "blank" option from the filter menu (this feature can be
accessed by clicking the selection arrow next to the appropriate column heading).

The following calculated columns (columns with light blue column headings) are included on the Details sheet:
Sales Tax 1 Amount - the sales tax amounts in this column are calculated based on the tax 1 code selected in column G
and the sales tax percentages specified on the Setup sheet. The tax 1 calculations are applicable for national or federal
sales tax and should therefore apply to most countries. If no sales tax should be calculated, the E tax code can be selected
in column G.
Sales Tax 2 Amount - the sales tax amounts in this column are calculated based on the tax 2 code selected in column H
and the sales tax percentages specified on the Setup sheet. The tax 2 calculations are applicable for state sales tax and
may therefore not apply in all countries. If you do not need state sales tax calculations, you can delete this column.
Exclusive Amount - the exclusive amounts in this column are calculated by deducting the sales tax amounts from the
inclusive amounts entered in column F.
SC1, StateRef, SC2 - the calculations in these columns are used in compiling the automated account statement on the
Statement sheet.
Error Code - if any of the user input columns contain invalid data, an error code will be reflected in this column. It is
therefore important to ensure that none of the cells in this column contain an error code. For more info on the error codes
that may be encountered, refer to the Error Codes section of these instructions.

Recording Quotations
When you record a quotation on the Details sheet, the quotation number should be entered in column B, the quotation date
should be entered in column C and all the other columns should be completed as per the guidance that has been included
in the previous section of these instructions. The invoice number, invoice due date and payment date columns should
however be left blank.
When the quotation is accepted by the customer, the date in column C should be changed to the invoice date, the
appropriate invoice number should be entered in column A and the appropriate invoice due date should be entered in
column I.
Note: Invoices are only included in the debtor balance calculations on the other sheets in this template after an invoice
number has been entered in column A. Quotations that have not been accepted by a customer should therefore not
contain an invoice number in column A and are included in the outstanding quotation balance calculation in column E on
the Monthly sheet.

Recording Partial Payments

This template allocates invoices and the payments that are received from customers to debtor balances based on an open
item basis. What this means is that the user is not required to enter a payment amount but to simply specify the
appropriate payment date which relates to each line included on a tax invoice.

If a customer only pays part of an invoice, it means that the user will have to adjust the invoice details in order to record the
payment accurately. The following procedure needs to be completed in order to adjust the payment amount to the amount
received from the customer:
■ Find the appropriate invoice on the Details sheet and insert a new row below the last entry for the particular invoice.
■ Copy the entire last entry for the invoice into the new blank row and delete the tax inclusive amount in column F.

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Excel Skills | Invoice Template | Service Based
Instructions
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■ Deduct the amount that has been paid by the customer from the unmatched invoice amount and enter this amount in
column F for the new transaction just copied.
■ Change the original invoice amount (or the amount in the copied line if the invoice consists of multiple items) to the
amount that the customer has paid and enter the appropriate payment date in column J.
■ Only the difference between the original invoice amount and the amount that the customer has paid will now be included
in the debtor balance and will be reflected on the customer statement.

Removing Second Sales Tax Calculations

We have included two sales tax types in the template to accommodate calculating sales tax on a national / federal basis
and a state basis. If you do not need both sales tax types, you can delete the second sales tax type. You should not
however delete both as this may result in template calculation errors.

Note: If sales tax is not applicable to your business, we recommend using the "E" sales tax code when recording all entries.
No sales tax will then be calculated as the sales tax percentage for this code is zero.

The second sales tax type can be removed by deleting the Tax 2 Code column (column H) and the Sales Tax 2 Amount
(column L) on the Details sheet.

Note: No new columns should be added between the exclusive amount and sales tax amount columns on the Details sheet
otherwise it may affect some of the sales tax calculations in this template. Also, if you delete the columns for the second
sales tax type, the Sales Tax 1 Amount column may display validation warnings but these can safely be ignored as it has
no effect on the template calculations. If you do not want to see these validation warnings, just keep both sales tax types
and just don't select any tax codes in the second sales tax code column.

Error Codes

The following error codes may result from inaccurate input on the Details sheet and will be displayed in the Error Code
column. The heading of the affected input column will also be highlighted in orange:

■ E1 - this error code means that the payment date entered in column J on the Details sheet is before the invoice date in
column C. These errors can be rectified by either amending the appropriate invoice date or amending the payment date.
■ E2 - this error code means that the customer code selected in column D on the Details sheet is invalid. All the customer
codes that have been entered on the Customers sheet will be included in the list boxes in column D and the error can
therefore be rectified by simply selecting a valid customer code from the list box. New customer codes must be created on
the Customers sheet before being available for selection.
■ E3 - this error code means that a payment date has been entered in column J but an invoice number has not been
entered in column A. An invoice number should be specified as soon as a quotation is accepted and it is therefore
impossible for a customer to pay an invoice before an invoice number has been specified. If this error therefore occurs, the
appropriate invoice number should simply be entered in column A in order to rectify the error.

Note: Input errors may result in inaccurate template calculations and it is therefore imperative that all errors are resolved
before reviewing the debtor balance and ageing calculations on the other sheets in this template.

Quotations

An automated quotation has been included on the Quote sheet. You can create, view, print or reprint any quotation by
simply copying or entering the appropriate quotation number into cell H11 on the Quote sheet. All the information that is
included on the quotation should be entered on the Setup, Customers and Details sheets and the quotation is
automatically updated based on the quotation number specified in cell H11.

The business details (business name, business address, contact details, tax reference number and business registration
number) are entered on the Setup sheet. The Customer information is looked up on the Customers sheet based on the
customer code specified in column D on the Details sheet for the particular quotation.

The invoice date is looked up on the Details sheet based on the quotation number specified in cell H11. The invoice date
should be the same for all the lines that need to be included on the quotation. If different dates are entered for the same
quotation in the Invoice Date column, only the first date will be displayed on the quotation.
The descriptions and invoice (quotation) amounts are also looked up in column D and column F on the Details sheet
respectively based on the quotation number in cell H11. The Quote sheet accommodates a maximum of 20 lines per
quotation and the order in which items are included on the Quote sheet are determined by the order in which the items are
included on the Details sheet.

If you want to customize the standard quotation to your own requirements (example: changing fonts, colours, etc.), you will
be able to do so but take care not to replace any of the formulas because it may result in the information that is included on
the quotation becoming inaccurate. Note you can insert your own logo or artwork at the top of the Quote sheet.

Tax Invoices

An automated tax invoice has been included on the Invoice sheet. You can create, view, print or reprint any tax invoice by
simply copying or entering the appropriate invoice number into cell H11 on the Invoice sheet. All the information that is
included on the tax invoice should be entered on the Setup, Customers and Details sheets and the tax invoice is
automatically updated based on the invoice number specified in cell H11.

The business details (business name, registration number, business address, contact details and tax reference number)
are entered on the Setup sheet. The Customer information is looked up on the Customers sheet based on the customer
code specified on the Details sheet for the particular invoice.

Both the invoice date and invoice due date are looked up on the Details sheet based on the invoice number specified in
cell H11. The invoice date should be the same for all the lines which need to be included on the invoice. If different dates
are entered for the same invoice in the Invoice Date column, only the first invoice date will be displayed on the tax invoice.
The invoice description and invoice amounts which are included on the automated tax invoice are also looked up on the
Details sheet based on the invoice number. The tax invoice template accommodates a maximum of 20 lines per invoice
and the order in which items are included on the Invoice sheet are determined by the order in which the items are included
on the Details sheet.

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Excel Skills | Invoice Template | Service Based
Instructions
www.excel-skills.com
The banking details which are included at the bottom of the tax invoice are looked up on the Setup sheet. If you don't want
to include the banking details on the tax invoice, simply delete the contents of this cell range and remove the borders
around it.
The invoice status section at the bottom of the invoice includes the invoice status, invoice due date and the payment date.
If an invoice has not been paid, the invoice status will be reflected as "Due" (in red text) and will not include a payment
date. If an invoice has been paid, the invoice status will be reflected as "Paid" and the payment date entered on the Details
sheet will be reflected.

If you want to customize the standard tax invoice to your own requirements (example: changing fonts, colours, etc.), you
will be able to do so but take care not to replace any of the formulas that have been included on the Invoice sheet because
it may result in the information that is included on the tax invoice becoming inaccurate. Note you can insert your own logo
or artwork at the top of the Invoice sheet.

Account Statement

An automated account statement has been included on the Statement sheet. You can create, view, print or reprint any
account statement by simply specifying the appropriate customer code and statement date in cells J11 and J12
respectively. All the other information on the account statement is automatically compiled based on the data which has
been entered on the Setup, Customers and Details sheets.

The business details (business name, registration number, business address, contact details and tax reference number)
are entered on the Setup sheet. The Customer information is looked up on the Customers sheet based on the customer
code selected from the list box in cell J11.

The outstanding balance in cell J22, the ageing in the cell range from cell C24 to J25 and the list of outstanding invoices
from row 30 downwards are all automatically calculated and displayed based on the customer code selected from the list
box in cell J11 and the statement date entered in cell J12.

If the statement date entered in cell J12 falls on a month end date, all the ageing calculations are based on calendar
months but if the statement date falls on any other day of the month, the ageing calculations are based on the day
component which forms part of the statement date.

For example: If the statement date is specified as the 27th of January, all invoices dated between the 28th of December
and the 27th of January are included in the "Current" ageing group, all invoices between the 28th of November and the
27th of December are included in the "30 Days" ageing group and so forth.

If the statement date is specified as the 29th of February (a month end date), the ageing is calculated based on calendar
months. For example, all invoices dated between 1 February and 29 February are included in the "Current" ageing group,
all invoices dated between 1 January and 31 January are included in the "30 Days" ageing group and so forth.

It is also important to note that only the invoices which are outstanding on the statement date are included on the customer
account statement. Outstanding invoices are invoices dated before the statement date with payment dates after the
statement date or blank (indicating that the invoices have not yet been paid).

Account statements are therefore compiled on an open item basis - this means that only open or outstanding items
(invoices) are included on account statements and not all the movements on the customer account during a specific period
(opening balances, invoices and payments displayed separately). We believe that this is the most efficient method of
compiling account statements because it negates the need for complicated account reconciliations.

One potential complication with open item account statements is the matching of partial payments to invoices. This process
could be complicated regardless of which accounting system is being used, but we suggest that you follow the procedure
listed under the Recording Partial Payments section of these instructions in order to correctly match partial payments to the
tax invoices listed on the Details sheet.

As we've mentioned before, the outstanding invoices listed on the account statement include both invoices which have
been paid after the statement date and invoices which have not yet been paid. If you therefore compile an account
statement (especially for previous periods) and some of the invoices have been paid subsequent to the statement date,
these invoices will still be included on the account statement. We recognise that the inclusion of these invoices could result
in some confusion and we have therefore included functionality to display a "FP" next to the invoice amounts of all fully
paid invoices and a "PP" next to the invoice amounts of all partially paid invoices in order to indicate that the affected
invoices have already been paid.

Note: By default, the account statement includes a maximum of 30 outstanding invoices, but you can add more invoices to
this sheet by simply copying the formulas from row 59 and pasting them into the appropriate number of additional rows. We
recommend that you select the entire row before copying & pasting the formulas.
Note: Invoices are listed on the account statement in the same order in which the invoices appear on the Details sheet. If
you therefore want to change the order in which invoices are listed, you need to sort the data on the Details sheet
accordingly.

If you want to customize the account statement template to your own requirements (example: changing fonts, colours,
etc.), you will be able to format the cells on the Statement sheet accordingly. Also note that you can insert your own logo or
artwork at the top of the Statement sheet.

Monthly Sales Analysis

A monthly sales analysis and monthly sales, receipts and debtor balance charts have been included on the Monthly sheet.
All the calculations on this sheet include a 12 month period which is calculated based on a user defined start date. Users
can therefore amend the 12 month period which is included in the sales analysis by simply entering a new date in cell B4.

Note: The quotation balances in column E reflect the total amount of all outstanding quotations as at the end of the monthly
period. Outstanding quotations are defined as all quotations issued to a customer but where an invoice has not been raised
for the quotation (the invoice number in column A on the Details sheet is therefore blank). In some instances, outstanding
quotations may never result in an invoice being raised (for instance where the customer rejects the quotation).

Debtors Age Analysis

A debtors age analysis, ageing chart and sales / debtors balance history chart have been included on the Ageing sheet. All
the calculations on this sheet are automated and the only user input required is the statement date which needs to be
entered in cell B4 and the customer code which needs to be selected from the list box in cell B6.

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Excel Skills | Invoice Template | Service Based
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Ageing calculations can be performed for a specific customer by simply selecting the appropriate customer code from the
list box in cell B6 or an age analysis of all customer accounts can be compiled by simply clearing the customer code from
cell B6 (select cell B6 and simply press the Delete key on the keyboard).

The Ageing sheet also includes sales history and customer account balance history calculations for a 12 month period and
two charts which are extremely useful for analysing customer account movements.
Note: All ageing calculations are performed on the same basis as discussed under the Statement section of these
instructions. If you enter any month end date as the statement date, the age analysis is calculated based on calendar
months and if you enter any other date, the age analysis is calculated based on the day component included in the
specified statement date.
Note: If you accidentally clear the statement date from cell B4, you may notice that some of the calculations on this sheet
result in errors. This is because a statement date should always be specified in order to perform these calculations. We
have therefore implemented conditional formatting features to highlight the statement date in orange if this cell is
accidentally cleared.

Customer Account Balances

A customer account balance report has been included on the Balances sheet and reflects all outstanding customer account
balances as at the statement date which is specified in cell B4 on the Ageing sheet. The report also includes an age
analysis of all customer account balances calculated based on the statement date. All the calculations on this sheet are
automated and no user input is required.

Note: By default, only the first 20 customer accounts are included on the Balances sheet. If you therefore create more than
20 customer accounts on the Customers sheet, some of the accounts may not be included on the Balances sheet. This
limitation can be extended by simply dragging the selection arrow in the bottom right corner of the Excel table downwards
for the required number of rows. The table will be extended and all the formulas in all the columns on the Balances sheet
will automatically be copied into the additional rows. All customer accounts should then be included in the report.

Note: If the number of customers on the Customers sheet and the number of customers that have been included on the
Balances sheet are not the same, cell A5 (the Code heading cell) on the Balances sheet will be highlighted in orange in
order to indicate that you need to add additional rows to the Balances sheet.

As we mentioned before, the customer account balance report is based on the statement date specified on the Ageing
sheet. This functionality enables users to view an age analysis for all customer accounts by entering the appropriate
statement date and clearing the customer code input cell on the Ageing sheet and to then view a breakdown of the age
analysis amounts by customer account on the Balances sheet.

Help & Customization

If you experience any difficulty while using this template and you are not able to find the appropriate guidance in these
instructions, please e-mail us at support@excel-skills.com for assistance. This template has been designed with flexibility
in mind to ensure that it can be used in most business environments. If however you need an Excel based template that is
customized specifically for your business requirements, please e-mail our Support function and provide a brief explanation
of your requirements.

© Copyright

This template remains the intellectual property of www.excel-skills.com and is protected by international copyright laws.
Any publication or distribution of this template outside the scope of the permitted use of the template is expressly
prohibited. In terms of the permitted use of this template, only the distribution of the template to persons within the same
organisation as the registered user or persons outside the organisation who can reasonably be expected to require access
to the template as a direct result of the use of the template by the registered user is allowed. Subsequent distribution of the
template by parties outside of the organisation is however expressly prohibited and represents an infringement of
international copyright laws.

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Example (Pty) Ltd
Set-up
© www.excel-skills.com
Business Details
Business Name Example (Pty) Ltd
Business Address:
Line 1 Building Name
Line 2 Street Address On this sheet:
Line 3 Suburb The information on this sheet needs to be completed in order to customize the template for
Line 4 City your business. The business name, business address, contact details, banking details, sales
Line 5 9999 tax reference number and business registration number are included on the tax invoice. The
sales tax percentages are used to calculate the appropriate sales tax amounts on the Details
Contact Number +27 21 999 9999 sheet.
Fax Number +27 21 999 0000
Website www.example.com
Contact E-mail info@example.com

Sales Tax Reference Number 9999 999 9999

Business Registration Number 2012 000000 00

Sales Tax
Code Description Percentage
A Standard Sales Tax 1 15.0%
B Standard Sales Tax 2 0.0%
C Standard Sales Tax 3 0.0%
E Exempt 0.0%
Z Zero Rated 0.0%
End of list

Banking Details:
Account Type Current Account
Bank Example Bank
Bank Code 999-999
Account Number 1111 999 888

Input Error Codes

Code Reason
E1 Payment date is before invoice date.
E2 Customer code does not exist.
E3 Payment date entered but no invoice number.

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Example (Pty) Ltd
Customer Set-up

© www.excel-skills.com Billing Address

Code Billing Name Line 1 Line 2 Line 3 Line 4 Line 5 Tax Number
ABC01 ABC Limited 22 Long Street Orange County Los Angeles California United States 15120 N/A
CCS01 CC Supplies 105 Newmarket Street City Bowl Cape Town 7200 499 888 2000
DFM01 DF Manufacturing DF House 110 Mandela Avenue Westville Durban 3200 452 765 2303
DIG01 Digicom 52 Adderley Crescent Rivionia Johannesburg 1000 452 079 2090
ECE01 EC Estate Agents 20 Cross Street Gardens Cape Town 7005 N/A
ENE01 Energy Incorporated 39 Bay Avenue Waverley Bloemfontein 9300 402 899 3000
FSF01 FS Financial Services 55A Broad Street Umhlanga Durban 3250 423 090 3400
GPA01 GP Accountants 30 Chancery Lane Camps Bay Cape Town 7002 451 678 5230
INS01 Insurance Solutions 555 Broadway Boulevard Sandown Johannesburg 1005 422 998 2030
On this sheet:
ITS01 IT Solutions 112 Elizabeth Avenue Notting Hill London United Kingdom EC5 3PW N/A
Create unique customer codes for all customers and enter the customer information in the other
KZB01 KZN Bonds 10 Delhi Crescent City Centre East London 4200 432 000 7650
columns on this sheet. The customer codes created on this sheet are included in a list box in the
PTY01 PTY Consultants PTY Place 24 Tobago Street Fourways Johannesburg 1008 N/A
Customer column on the Details sheet and the customer information is included on the tax invoice
SAB01 SA Bonds 90 Melbourne Road Centurion Pretoria 2005 465 000 8970
and quotation based on the customer code selected on the Details sheet. We recommend using an
TPS01 The Paint Shop 115 Main Street Houtbay Cape Town 7100 432 998 7273
abbreviated version of the customer name as the customer code.
TRF01 TRF Solutions 290 York Crescent Northcliff Johannesburg 1020 463 556 2880
WCA01 WC Financial Advisors 15 Strand Street Walmer Port Elizabeth 4320 412 998 0020
WWR01 WW Retail 22 Upper Boulevard Fourways Johannesburg 1080 N/A
XXB01 XX Building Supplies 80 Ocean Avenue Constantia Cape Town 7500 499 662 1200
XYS01 XY Services 113 Market Avenue Sandton Johannesburg 1005 423 996 0020
XXX01 General Customer Code N/A

Page 9 of 16
Example (Pty) Ltd
Invoice Details
© www.excel-skills.com 459,923.00 52,951.22 3,823.62 403,148.16
Invoice Quotation Customer Tax Inclusive Tax 1 Tax 2 Invoice Due Sales Tax 1 Sales Tax 2 Exclusive Error
Number Number Invoice Date Code Description Amount Code Code Date Payment Date Amount Amount Amount SC1 State Ref SC2 Code
INV0001 Q0001 3/15/2020 GPA01 Consulting Services 11,200.00 A E 4/14/2020 4/14/2020 1,460.87 - 9,739.13 0 0-INV0001 0 -
INV0002 Q0002 3/22/2020 TRF01 Consulting Services 8,150.00 A E 4/21/2020 1,063.04 - 7,086.96 0 0-INV0002 0 -
INV0003 Q0003 4/8/2020 ABC01 Accounting Services 15,000.00 E E 5/8/2020 4/28/2020 - - 15,000.00 0 0-INV0003 0 -
INV0004 Q0004 4/17/2020 WCA01 Accounting Services 12,200.00 A E 5/17/2020 5/20/2020 1,591.30 - 10,608.70 0 0-INV0004 0 -
INV0004 Q0004 4/17/2020 WCA01 Consulting Services 33,138.00 A A 5/17/2020 5/20/2020 3,823.62 3,823.62 25,490.77 0 0-INV0004 0 -
INV0004 Q0004 4/17/2020 WCA01 Taxation Services 7,000.00 A E 5/17/2020 5/20/2020 913.04 - 6,086.96 0 0-INV0004 0 -
INV0005 Q0005 5/12/2020 XXB01 Accounting Services 15,320.00 A E 6/11/2020 6/1/2020 1,998.26 - 13,321.74 0 0-INV0005 0 -
INV0006 Q0006 5/27/2020 TRF01 Accounting Services 13,400.00 A E 6/26/2020 6/16/2020 1,747.83 - 11,652.17 0 0-INV0006 0 -
INV0007 Q0007 6/9/2020 WWR01 Taxation Services 4,500.00 A E 7/9/2020 6/29/2020 586.96 - 3,913.04 0 0-INV0007 0 -
On this sheet:
INV0008 Q0008 6/23/2020 DFM01 Accounting Services 22,520.00 A E 7/23/2020 7/13/2020 2,937.39 - 19,582.61 0 0-INV0008 0 -
All tax invoices should be recorded on this sheet. The invoice and quotation details entered on this sheet are
INV0009 Q0009 7/18/2020 DFM01 Consulting Services 32,000.00 A E 8/17/2020 8/17/2020 4,173.91 - 27,826.09 0 0-INV0009 0 -
automatically included on the tax invoice based on the invoice number specified on the Invoice sheet and on the
INV0010 Q0010 7/26/2020 DIG01 Consulting Services 22,000.00 A E 8/25/2020 8/15/2020 2,869.57 - 19,130.43 0 0-INV0010 0 -
quotation based on the quotation number specified on the Quotation sheet. All the columns with yellow column
INV0011 Q0011 8/4/2020 FSF01 Consulting Services 23,000.00 A E 9/3/2020 8/24/2020 3,000.00 - 20,000.00 0 0-INV0011 0 -
headings require user input, while the columns with light blue column headings contain formulas which are
INV0012 Q0012
automatically 8/13/2020
copied PTY01
for all new Consulting
invoices or Services
quotations added to the table. 12,000.00 A E 9/12/2020 9/2/2020 1,565.22 - 10,434.78 0 0-INV0012 0 -
INV0013 Q0013 9/9/2020 ITS01 Consulting Services 18,000.00 E E 10/9/2020 9/29/2020 - - 18,000.00 0 0-INV0013 0 -
INV0014 Q0014 9/29/2020 DFM01 Consulting Services 13,500.00 A E 10/29/2020 10/19/2020 1,760.87 - 11,739.13 0 0-INV0014 0 -
INV0015 Q0015 10/4/2020 GPA01 Accounting Services 3,300.00 A E 11/3/2020 10/24/2020 430.43 - 2,869.57 0 0-INV0015 0 -
INV0015 Q0015 10/4/2020 GPA01 Taxation Services 2,150.00 A E 11/3/2020 10/24/2020 280.43 - 1,869.57 0 0-INV0015 0 -
INV0015 Q0015 10/4/2020 GPA01 Secretarial Services 900.00 A E 11/3/2020 10/24/2020 117.39 - 782.61 0 0-INV0015 0 -
INV0016 Q0016 10/31/2020 CCS01 Accounting Services 23,430.00 A E 11/30/2020 11/20/2020 3,056.09 - 20,373.91 0 0-INV0016 0 -
INV0017 Q0017 11/5/2020 TRF01 Consulting Services 15,000.00 A E 12/5/2020 11/25/2020 1,956.52 - 13,043.48 0 0-INV0017 0 -
INV0018 Q0018 11/30/2020 ABC01 Consulting Services 14,900.00 E E 12/30/2020 12/20/2020 - - 14,900.00 0 0-INV0018 0 -
INV0019 Q0019 12/13/2020 ECE01 Taxation Services 8,168.00 A E 1/12/2021 1,065.39 - 7,102.61 0 0-INV0019 0 -
INV0020 Q0020 12/26/2020 TPS01 Taxation Services 13,490.00 A E 1/25/2021 1/15/2021 1,759.57 - 11,730.43 0 0-INV0020 0 -
INV0021 Q0021 1/10/2021 PTY01 Consulting Services 18,000.00 A E 2/9/2021 1/30/2021 2,347.83 - 15,652.17 0 0-INV0021 0 -
INV0022 Q0022 1/21/2021 WWR01 Consulting Services 19,200.00 A E 2/20/2021 2/10/2021 2,504.35 - 16,695.65 0 0-INV0022 0 -
INV0023 Q0023 2/5/2021 XYS01 Consulting Services 23,430.00 A E 2/25/2021 2/28/2021 3,056.09 - 20,373.91 0 0-INV0023 0 -
INV0024 Q0024 2/8/2021 WCA01 Tax Services 3,200.00 A E 3/10/2021 417.39 - 2,782.61 1 1-INV0024 1 -
INV0025 Q0025 2/14/2021 WCA01 Tax Services 2,240.00 E E 3/16/2021 - - 2,240.00 1 1-INV0025 1 -
INV0026 Q0026 2/16/2021 XXX01 Consulting Services 16,987.00 A E 2/16/2021 2/16/2021 2,215.70 - 14,771.30 0 0-INV0026 0 -
INV0027 Q0027 2/18/2021 WCA01 Tax Services 1,850.00 A E 3/20/2021 241.30 - 1,608.70 1 1-INV0027 1 -
INV0028 Q0028 2/21/2021 WCA01 Tax Services 2,240.00 A E 3/23/2021 292.17 - 1,947.83 1 1-INV0028 1 -
INV0029 Q0029 2/26/2021 WCA01 Tax Services 3,260.00 A E 3/28/2021 425.22 - 2,834.78 1 1-INV0029 1 -
INV0030 Q0030 2/28/2021 CCS01 Consulting Services 13,850.00 A E 3/31/2021 1,806.52 - 12,043.48 0 0-INV0030 0 -
Q0031 2/28/2021 WCA01 Accounting Services 11,400.00 A E 3/31/2021 1,486.96 - 9,913.04 0 - 0 -

Page 10 of 16
 Insert business logo in this section...

Quotation
Example (Pty) Ltd
Building Name Quotation No. Q0004
Street Address Quotation Date 4/17/2020
Suburb
City Issued To:
9999 WC Financial Advisors
Telephone: +27 21 999 9999 15 Strand Street
Fax: +27 21 999 0000 Walmer
E-mail: info@example.com Port Elizabeth
Website: www.example.com
Tax No.: 9999 999 9999 4320
Reg No.: 2012 000000 00 Customer Tax No. 412 998 0020

Description Amount Tax 1 Tax 2 Total

Accounting Services 10,608.70 1,591.30 - 12,200.00
Consulting Services 25,490.77 3,823.62 3,823.62 33,138.00
Taxation Services 6,086.96 913.04 - 7,000.00

Total 42,186.42 6,327.96 3,823.62 52,338.00

 Insert business logo in this section...

Tax Invoice
Example (Pty) Ltd
Building Name Invoice Number INV0004
Street Address Invoice Date 4/17/2020
Suburb
City Invoiced To:
9999 WC Financial Advisors
Telephone: +27 21 999 9999 15 Strand Street
Fax: +27 21 999 0000 Walmer
E-mail: info@example.com Port Elizabeth
Website: www.example.com
Tax No.: 9999 999 9999 4320
Reg No.: 2012 000000 00 Customer Tax No. 412 998 0020

Description Amount Tax 1 Tax 2 Total

Accounting Services 10,608.70 1,591.30 - 12,200.00
Consulting Services 25,490.77 3,823.62 3,823.62 33,138.00
Taxation Services 6,086.96 913.04 - 7,000.00

Total 42,186.42 6,327.96 3,823.62 52,338.00

Banking Details: Invoice Status:

Bank: Example Bank Payment Status: Paid
Account Type: Current Account Invoice Due Date: 5/17/2020
Bank Code: 999-999 Payment Date: 5/20/2020
Account Number: 1111 999 888
Insert business logo in this section...

Account Statement
Example (Pty) Ltd
Building Name Customer Code WCA01
Street Address Statement Date 2/28/2021
Suburb
City Customer Details:
9999 WC Financial Advisors
Telephone: +27 21 999 9999 15 Strand Street
Fax: +27 21 999 0000 Walmer
E-mail: info@example.com Port Elizabeth
Website: www.example.com
Tax No.: 9999 999 9999 4320
Reg No.: 2012 000000 00
Outstanding Balance: 12,790.00

Current 30 Days 60 Days 90 Days 120 Days 150 Days 180 Days +180 Days
12,790.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
2/28/2021 1/31/2021 12/31/2020 11/30/2020 10/31/2020 9/30/2020 8/31/2020 7/31/2020
Outstanding Invoices:
1/31/2021 12/31/2020 11/30/2020 10/31/2020 9/30/2020 8/31/2020 7/31/2020 6/30/2020
Invoice Number Invoice Date Description Amount
INV0024 2/8/2021 Tax Invoice 3,200.00
INV0025 2/14/2021 Tax Invoice 2,240.00
INV0027 2/18/2021 Tax Invoice 1,850.00
INV0028 2/21/2021 Tax Invoice 2,240.00
INV0029 2/26/2021 Tax Invoice 3,260.00
Example (Pty) Ltd
80,000 Monthly Sales
Monthly Sales
70,000
© www.excel-skills.com
60,000
Start Date 3/1/2020
50,000
40,000
Date Sales Receipts Debtors Quotations
30,000
March-2020 19,350.00 - 19,350.00 -
20,000
April-2020 67,338.00 26,200.00 60,488.00 -
10,000
May-2020 28,720.00 52,338.00 36,870.00 - 0
June-2020 27,020.00 33,220.00 30,670.00 -

03-2020

04-2020

05-2020

06-2020

07-2020

08-2020

09-2020

10-2020

11-2020

12-2020

01-2021

02-2021
July-2020 54,000.00 22,520.00 62,150.00 -
August-2020 35,000.00 77,000.00 20,150.00 -
September-2020 31,500.00 30,000.00 21,650.00 - 90,000 Monthly R eceipts
October-2020 29,780.00 19,850.00 31,580.00 - 80,000
70,000
November-2020 29,900.00 38,430.00 23,050.00 -
60,000
December-2020 21,658.00 14,900.00 29,808.00 -
50,000
January-2021 37,200.00 31,490.00 35,518.00 - 40,000
February-2021 67,057.00 59,617.00 42,958.00 11,400.00 30,000
448,523.00 405,565.00 20,000
10,000
0
On this sheet:

03-2020

04-2020

05-2020

06-2020

07-2020

08-2020

09-2020

10-2020

11-2020

12-2020

01-2021

02-2021
This sheet includes a 12 month review of sales, receipts and debtor balances.
All the calculations on this sheet are automated and based on the start date
specified in cell B4. All three charts are also automatically updated when the 70,000 Monthly D ebtors
start date is amended. 60,000
50,000
40,000
30,000
20,000
10,000
0
03-2020

04-2020

05-2020

06-2020

07-2020

08-2020

09-2020

10-2020

11-2020

12-2020

01-2021

02-2021
Page 14 of 16
Example (Pty) Ltd
Debtors Age Analysis 30,000 A ge A nalysis
© www.excel-skills.com 25,000
Statement Date 2/28/2021 All Customers 20,000

15,000
Customer
10,000

Age Analysis 5,000

Current

30 Days

60 Days

90 Days

120 Days

150 Days

180 Days

210 Days

240 Days

270 Days

300 Days

330 Days

360+ Days
Balance Current 30 Days 60 Days 90 Days 120 Days 150 Days
42,958.00 26,640.00 - 8,168.00 - - -
180 Days 210 Days 240 Days 270 Days 300 Days 330 Days 360+ Days
- - - - - 8,150.00 - 80,000 Sales / B alance History
70,000 Sales Balance
Sales History 60,000
On this sheet:
50,000
Feb-2021
This sheet includes
Jan-2021
a 12 month age
Dec-2020
analysis andOct-2020
Nov-2020
sales & debtor Sep-2020
balance history. All the
40,000
calculations on this sheet are automated and based on the statement date specified in cell B4
67,057.00 37,200.00 21,658.00 29,900.00 29,780.00 31,500.00 30,000
and the customer code selected from the list box in cell B6. The age analysis can be
Aug-2020 Jul-2020 Jun-2020 May-2020 Apr-2020 Mar-2020 Feb-2020 20,000
compiled for individual customer accounts or you can compile an age analysis for all
35,000.00 54,000.00 27,020.00 28,720.00 67,338.00 19,350.00 10,000
customer accounts by simply clearing the customer code from the list box in cell B6.
-

02-2021

01-2021

12-2020

11-2020

10-2020

09-2020

08-2020

07-2020

06-2020

05-2020

04-2020

03-2020
Balance History

Feb-2021 Jan-2021 Dec-2020 Nov-2020 Oct-2020 Sep-2020

42,958.00 35,518.00 29,808.00 23,050.00 31,580.00 21,650.00
Aug-2020 Jul-2020 Jun-2020 May-2020 Apr-2020 Mar-2020
20,150.00 62,150.00 30,670.00 36,870.00 60,488.00 19,350.00

Page 15 of 16
Example (Pty) Ltd
Customer Account Balances 2/28/2021 1/31/2021 12/31/2020 11/30/2020 10/31/2020 9/30/2020 8/31/2020 7/31/2020
Report Date: 28 February 2021 1/31/2021 12/31/2020 11/30/2020 10/31/2020 9/30/2020 8/31/2020 7/31/2020 6/30/2020
© www.excel-skills.com 42,958.00 26,640.00 - 8,168.00 - - - - 8,150.00
Code Billing Name Balance Current 30 Days 60 Days 90 Days 120 Days 150 Days 180 Days +180 Days
ABC01 ABC Limited - - - - - - - - -
CCS01 CC Supplies 13,850.00 13,850.00 - - - - - - -
DFM01 DF Manufacturing - - - - - - - - -
DIG01 Digicom - - - - - - - - -
ECE01 EC Estate Agents 8,168.00 - - 8,168.00 - - - - -
ENE01 Energy Incorporated - - - - - - - - -
FSF01 FS Financial Services - - - - - - - - -
GPA01 GP Accountants - - - - - - - - -
On this sheet:
INS01 Insurance Solutions - - - - - - - - -
This sheet includes a customer account balance and age analysis report. All the
ITS01 IT Solutions - - - - - - - - -
calculations on this sheet are automated. The report is compiled based on the
KZB01 KZN Bonds - - - - - - - - -
statement date specified on the "Ageing" sheet and includes the first 20 customer
PTY01 PTY Consultants - - - - - - - - -
accounts - you can add additional accounts by simply extending the table.
SAB01 SA Bonds - - - - - - - - -
TPS01 The Paint Shop - - - - - - - - -
TRF01 TRF Solutions 8,150.00 - - - - - - - 8,150.00
WCA01 WC Financial Advisors 12,790.00 12,790.00 - - - - - - -
WWR01 WW Retail - - - - - - - - -
XXB01 XX Building Supplies - - - - - - - - -
XYS01 XY Services - - - - - - - - -
XXX01 General Customer Code - - - - - - - - -

Page 16 of 16