Editing Excel Spreadsheet by Adding and Deleting Revenue and Expense Accounts in the Automatic Accounting Spreadsheets

(Don't have time to modify it yourself? I'll do it for you. See this page for details.)

Okay...let’s do the easy revenue and expense account modification first

Deleting Revenue and Expense Accounts in the First Worksheet (Gl-Jan)

1. In the first worksheet(GL-Jan), select the rows to need to delete with the desired amount of line accounts. (Hint: Take the bottom line accounts if possible so you will not have to reset the balance column formulas again. If you need to take out one of the income accounts, you will need to reset the balance formulas again. See this page for those required steps in editing excel spreadsheet: Automatic Accounting.
2. For an example, we are going to take out the bottom 2 expense accounts.
3. Select rows 71-78.
4. On the Home tab, in the Cells group, click the drop down arrow next to Delete, and then click Delete Sheet Rows.
5. Select cell E73 (sub-total for 1st business – debit column), hit F2, delete all of the +#REF!, hit enter.
6. Repeat for the credit column F73 sub-total for 1st business – credit column.
7. Repeat steps for the rest of the business account columns.

Deleting Line Accounts in the Monthly and Annual Report (Jan)

1. In the Jan monthly report, select all the rows with the #REF!s, delete.
2. If it took out the last line under expense, you will need to put the border back in, go to the home tab if not already there, in the font group, click on the borders arrow and go down to double border...or whatever border you want), click where you want them.
3. Repeat steps for the annual report.

Not bad...huh?

Adding more line accounts isn’t too difficult either...just takes some time.

Adding Line Accounts in the First Worksheet (GL-Jan)

1. Let’s practice by adding another income account (you can always delete it or use your back arrow to get rid of it later).
2. Select rows 17-24(income #2), on the home tab, in the cells group, click on insert arrow, and go to Insert Sheet Rows.
3. Yikes! What a mess! But don’t worry...we are going to fix it now....
4. Select rows 25-32, click copy, select cell A17, hit enter...better huh!
5. Rename and recolor new income account and total boxes.
6. Rename income #2 (purple box)
7. Select cell N18, hit F2, backspace, type 15, enter.
8. Select last cell in row 26, hit F2,, hit backspace 2 times, type 23, and hit enter.
9. Select cell E81 (Subtotal in debit column of Business #1), hit F2, hit the plus sign + , select cell E24, and hit enter.
10. Repeat for cell F81(Subtotal in credit column of Business #1).
11. Repeat for remaining businesses subtotals.

Okay...now you know how to add more line accounts, and you are thinking...that wasn’t too bad...hold that thought while we go to the monthly report and add that income account we just added onto the general ledger.

Adding Line Accounts to the Monthly Report

1. Look at the bottom tabs...click on the tab named “Jan”.
2. Select row 12, click “Insert Sheet Row”.
3. Select cell B12, hit equal sign (=), go to 1st worksheet (GL-Jan) and select cell B17, hit enter.
4. Select cell E12, hit equal sign (=) and go to 1st worksheet (GL-Jan), select cell F24, hit minus sign (-), select cell E24, then hit enter.
5. Repeat for remaining fund accounts.
6. Select last cell in row 11 (Total), grab fill handle and pull down to row 12.
7. Repeat for remaining 11 months.

That’s it for the monthly report! You will need to repeat the steps listed above for each line account you add.

Annual Report Worksheet

1. Go to the annual report
2. Repeat steps 1 through 2 in “Adding Line Accounts to the Monthly Report ”.
3. Select cell E11 (Business#1), grab fill handle and pull down to cell E12.
4. Repeat for remaining business accounts and total column

That’s it! You’re finished editing excel spreadsheet: Automatic Accounting! Don’t forget to save a copy of all your hard work and keep in a secure location.

Return to BasicAccountingHelp’s Home Page from Editing Excel Spreadsheet: