Spreadsheets in Finance and Forecasting

Presentation 7:Forms and Templates

Objectives

This session: Introduces you to templates and forms, Examines how “ready-made” templates

can be modified and used, Explores briefly how templates can be

linked to a database, and read by forms, Introduces you to the activity and the

tasks for this week.

Working MethodsFrom this point on, you will be expected to

work more independently on this module, using the self-study materials, rather than being taken step-by-step through the coding.

This lecture “sets the scene” for Forms and Templates by explaining what they are and what their purpose is.

The major part of this week’s work is borne by the two separate Formative Activities

What are Templates? At the simplest level,

a template is a saved workbook that you can use as a basis for other similar workbook.

Excel has several “built-in” templates: Invoices Purchase orders Expense Statements

Example of a Template The template shown

here is an invoice. It can be tailored to

meet the needs of the organisation.

The document will contain customer information and calculations.

Invoice No.

Name Date 04/02/2002Address Order No.City State ZIP RepPhone FOB

Qty Unit Price TOTAL

SubTotal £0.00Shipping & Handling

Cash Taxes VAT Check Credit Card TOTAL £0.00

NameCC #

Expires

Spreadsheets to Go!

Office Use Only

Have a nice day

Description

Spreadsheet SolutionsHope ParkLiverpool L16 9JD0151 -291 3525 fax 0151-291 3163

INVOICE

Payment Details

Customer

Customize...

Why Use Templates? Excel’s “built-in”

templates contain macros.

These macros help to format the template and control the flow of data, and link this to other documents

For example is that you can use an invoice to create an entry in a database

What is a Form? A form is a method of

communicating with an Excel database

A form can be used to: enter a record search for a record update a record delete a record

Templates and Forms It is possible to use a

template as a data entry form

This creates an entry in an Excel Database

We can use a standard form to interrogate or update this database

Invoice No.

Name Date 04/02/2002Address Order No.City State ZIP RepPhone FOB

Qty Unit Price TOTAL

SubTotal £0.00Shipping & Handling

Cash Taxes VAT Check Credit Card TOTAL £0.00

NameCC #

Expires

Spreadsheets to Go!

Office Use Only

Have a nice day

Description

Spreadsheet SolutionsHope ParkLiverpool L16 9JD0151 -291 3525 fax 0151-291 3163

INVOICE

Payment Details

Customer

Customize...

Product Name English Name Quantity Per Unit Unit Price Units In Stock DiscontinuedChai Dharamsala Tea 10 boxes x 20 bags £18.00 39 FALSEChang Tibetan Barley Beer 24 - 12 oz bottles £19.00 17 FALSEGuaraná Fantástica Guaraná Fantástica Soft Drink 12 - 355 ml cans £4.50 20 TRUESasquatch Ale Sasquatch Ale 24 - 12 oz bottles £14.00 111 FALSESteeleye Stout Steeleye Stout 24 - 12 oz bottles £18.00 20 FALSECôte de Blaye Côte de Blaye (Red Bordeaux 12 - 75 cl bottles £263.50 17 FALSEChartreuse verte Green Chartreuse (Liqueur) 750 cc per bottle £18.00 69 FALSEIpoh Coffee Malaysian Coffee 16 - 500 g tins £46.00 17 FALSELaughing Lumberjack Lager Laughing Lumberjack Lager 24 - 12 oz bottles £14.00 52 FALSEOutback Lager Outback Lager 24 - 355 ml bottles £15.00 15 FALSERhönbräu Klosterbier Rhönbräu Beer 24 - 0.5 l bottles £7.75 125 FALSELakkalikööri Cloudberry Liqueur 500 ml £18.00 57 FALSEAniseed Syrup Licorice Syrup 12 - 550 ml bottles £10.00 13 FALSEChef Anton's Cajun Seasoning Chef Anton's Cajun Seasoning 48 - 6 oz jars £22.00 53 FALSEChef Anton's Gumbo Mix Chef Anton's Gumbo Mix 36 boxes £21.35 0 TRUEGrandma's Boysenberry Spread Grandma's Boysenberry Spread 12 - 8 oz jars £25.00 120 FALSENorthwoods Cranberry Sauce Northwoods Cranberry Sauce 12 - 12 oz jars £40.00 6 FALSEGenen Shouyu Lite Sodium Soy Sauce 24 - 250 ml bottles £15.50 39 FALSEGula Malacca Malacca Dark Brown Sugar 20 - 2 kg bags £19.45 27 FALSESirop d'érable Maple Syrup 24 - 500 ml bottles £28.50 113 FALSEVegie-spread Vegetable Sandwich Spread 15 - 625 g jars £43.90 24 FALSELouisiana Fiery Hot Pepper Louisiana Fiery Hot Pepper 32 - 8 oz bottles £21.05 76 FALSELouisiana Hot Spiced Okra Louisiana Hot Spiced Okra 24 - 8 oz jars £17.00 4 FALSEOriginal Frankfurter grüne Soße Original Frankfurter Green Sauce 12 boxes £13.00 32 FALSEPavlova Pavlova Meringue Dessert 32 - 500 g boxes £17.45 29 FALSE

Using Excel’s Templates Excel has

three ready-made templates : Expense

Statement Invoice Purchase

Order

These can be accessed by clicking on: File – New – Spreadsheet Solutions

Ignore this one, its an advert for a software company!

Macro Warning Double-click on the

“Invoice” template.

This box will appear warning you that it contains macros

Macros are pieces of Visual Basic code which automate tasks. You will be writing some of these for yourself later in the module.

On this occasion the Macros are safe, so click on “Enable Macro”

The Invoice Template The Invoice may not

look much like a spreadsheet, but in fact has a spreadsheet format.

If you click anywhere in the Total column, you’ll see that there is a formula in the formula toolbar

If you click on the total, you’ll see a SUM formula

Invoice No.

Name Date 06/02/2002Address Order No.City State ZIP RepPhone FOB

Qty Unit Price TOTAL

SubTotal £0.00Shipping & Handling

Cash Taxes VAT Check Credit Card TOTAL £0.00

NameCC #

Expires

Insert Fine Print Here

Office Use Only

Insert Farewell Statement Here

Description

COMPANY NAMECompany AddressCity, State ZIP CodePhone Number fax Fax Number

INVOICE

Payment Details

Customer

Customize...

InsertLogoHere

The Invoice Template

This allows you to: change the size of the

template hide/display cells with

comments add/edit comments go to the help screen display example data assign unique numbering capture data in a

database

On the screen there is an “invoice” toolbar

A Note on Cell Comments Comments can be

added to any cell on a spreadsheet.

Normally the command is : Right Mouse Click Select “Insert

Comment” Here these comments

have been made directly accessible

Customising the Invoice Click on “Customise” This takes you to the

page which allows you to tailor the invoice to suit your needs

Change the Information here to your own name and address

Note how this information changes here, and formats itself correctly

Hover Your Pointer

HERE for a Useful Tip!

Company Name COMPANY NAME Phone Phone NumberAddress Company Address Fax Fax Number

City CityState State

ZIP Code ZIP Code

Credit Cards Accepted1st Tax Name VAT Credit Card #1

Rate 17.50% Credit Card #2Apply tax on local purchases only. Credit Card #3

2nd Tax Name Rate Shipping Charge £7.00

Apply tax on local purchases only.

Share invoice numbers on network. Counter Location

Template Wizard Database

Formatted Information

c:\program files\microsoft office\office\library\invdb.xls

CUSTOMIZE YOUR INVOICE

Type Company Information Here...

Specify Default Invoice Information Here...

Lock/Save Sheet

COMPANY NAMECompany AddressCity, State ZIP CodePhone Number fax Fax Number

Select Logo Change Plate Font

InsertLogoHere

Customising the Invoice When you have

entered the data, you can click on Lock/Save Sheet

The invoice will be locked and/or saved

You can save this to a different location (e.g. to your A:\ drive)

Filling in the InvoiceInvoice No. 123456

Name Date 06/02/2002Address Order No.City London L1 SE 1 RepPhone FOB

Qty Unit Price TOTAL1 £100,000.00 £100,000.0052 £55,555.00 £2,888,860.0012 £52.50 £630.00

DescriptionBudget AnalysisWeekly Reports for CabinetEuro Conversion Spreadsheets

Mr. G. Brown11 Drowning Street

SpreadSheet SolutionsHope ParkLiverpool L16 9JD0151-291-3525 fax 0151-291-3163

INVOICECustomer

Customize...

On the “Customise Page” you can add a logo

The address of the customer

The details of the purchases

Filling in the InvoiceInvoice No. 123456

Name Date 06/02/2002Address Order No.City London L1 SE 1 RepPhone FOB

Qty Unit Price TOTAL1 £100,000.00 £100,000.0052 £55,555.00 £2,888,860.0012 £52.50 £630.00

DescriptionBudget AnalysisWeekly Reports for CabinetEuro Conversion Spreadsheets

Mr. G. Brown11 Drowning Street

SpreadSheet SolutionsHope ParkLiverpool L16 9JD0151-291-3525 fax 0151-291-3163

INVOICECustomer

Customize...

Pressing the “Capture Data” button on the “invoices” toolbar causes this dialogue box to appear.

This allows the information you have entered to be inserted into a database.

The Invoice Database Select the “update database”, and “create

new record” options The Invoice template saves the information

to a file called invdb.xls, located at: C:\Program Files\Microsoft Office\Office\Library

The database file looks like this:

Invoice Number Invoice Date Customer Name Customer Address Customer City

Customer State Customer ZIP

Customer Phone Total Invoice Rep

123456 06/02/2002 Mr. G. Brown 11 Drowning Street London WA L1 SE 1 206-555-3412 £3,512,650.75 DP123457 06/02/2002 Lindy Parkinson Hope Park Liverpool WA L16 9JD 0151-291-3000 £1,507.00123458 06/02/2002 Tony Fleet Hope Park Liverpool WA L16 9JD 0151-291-3000 £322.00123459 06/02/2002 Alma Whitfield Hope Park Liverpool WA L16 9JD 0151-291-3000 £119.50

The Invoice Database If You open up the

database on the screen, you can examine it using a Form

Click on Data then Form

Invoice Number Invoice Date Customer Name Customer Address Customer City

Customer State Customer ZIP

Customer Phone Total Invoice Rep

123456 06/02/2002 Mr. G. Brown 11 Drowning Street London WA L1 SE 1 206-555-3412 £3,512,650.75 DP123457 06/02/2002 Lindy Parkinson Hope Park Liverpool WA L16 9JD 0151-291-3000 £1,507.00123458 06/02/2002 Tony Fleet Hope Park Liverpool WA L16 9JD 0151-291-3000 £322.00123459 06/02/2002 Alma Whitfield Hope Park Liverpool WA L16 9JD 0151-291-3000 £119.50

The Invoice Database With the Form, you

can interrogate the database, add and delete items.

You can also modify items

Invoice Number Invoice Date Customer Name Customer Address Customer City

Customer State Customer ZIP

Customer Phone Total Invoice Rep

123456 06/02/2002 Mr. G. Brown 11 Drowning Street London WA L1 SE 1 206-555-3412 £3,512,650.75 DP123457 06/02/2002 Lindy Parkinson Hope Park Liverpool WA L16 9JD 0151-291-3000 £1,507.00123458 06/02/2002 Tony Fleet Hope Park Liverpool WA L16 9JD 0151-291-3000 £322.00123459 06/02/2002 Alma Whitfield Hope Park Liverpool WA L16 9JD 0151-291-3000 £119.50

Follow-up Activity

This brief introduction has given you some idea of how templates can be used.

Formative Activity 7 now develops these ideas further

Formative Activities 7a,bActivity 7a asks you to Explore the modifications you can make

with the invoice template; Link the invoice to the database, and

modify the database; Examine the other templates;Activity 7b asks you to Create your own templates and link them

to a database with the Template Wizard.

Charities Task

The Charities Task is an example of how the templates might be adapted for use in a particular context.

A Charity has been chosen, mainly because the “usual” rules of business (profit, etc.) yet the endeavour still has to work in a professional manner within a legislative framework.

For Your Project It is highly likely

that you will wish to use some of these ideas within in your project.

You should ensure that you examine all this week’s materials carefully, including the downloads!