Excel® for Accountants Conrad Carlberg CPA911 Publishing, LLC Philadelphia PA Excel for Accountants ISBN Number 978-1-932925-01-2 Published by CPA911 Publishing, LLC 2007 Copyright 2007 CPA911 Publishing, LLC CPA911 is a Registered Trademark of CPA911 Publishing, LLC All rights reserved No portion of the contents of this book may be reproduced in any form or by any means without the written permission of the publisher The publisher and author have used their best efforts to make sure the information in this book is reliable and complete They make no representations or warranties for the accuracy or completeness of the contents of this book, and specifically disclaim any implied warranties The publisher and author disclaim any responsibility for errors or omissions or the results obtained from the use of the information in this book Windows and Microsoft Excel are registered trademarks of Microsoft Corporation, and are used with permission Screen shots reprinted by permission from Microsoft Corporation QuickBooks is a registered trademark of Intuit Inc., and is used with permission Table of Contents Acknowledgments ix From the Author xi Download the Example Files xiii Chapter 1: Using Lists in Excel Defining a List List Layout Sorting Lists Sorting on One Key Sorting on Multiple Keys .7 Unsorting a List Filtering Lists 11 AutoFiltering Excel Lists 11 Using AutoFilter Options 13 Entr'acte: Deciding to Use AutoFilter 16 Using the Custom Criteria .16 Using Advanced Filters Instead of AutoFilter 18 Getting More from Advanced Filter 18 Complex Criteria .22 Managing a List .23 Handling the Total Row .25 Using the Totals .26 Totals in the Status Bar .27 Getting Rid of a List 28 Using the Data Form .29 Chapter 2: Pivot Tables 33 The Purpose of Pivot Tables 33 Getting Data Summaries .35 Data Summaries 35 Row Fields 37 Column Fields 45 Page Fields .46 iv Excel for Accountants Building Pivot Tables .48 Creating Multiple Row Fields 51 Dealing with Subtotals .52 Grouping Numeric Fields 53 Too Much Information: The Data Cache 57 What's in the Cache? 57 How the Cache Helps .58 How the Cache Hurts 61 Refreshing the Cache Automatically 62 Using Named Ranges as Data Sources .65 Creating a Named Range for an Aging Report .65 Static and Dynamic Named Ranges 68 Building and Refreshing a Pivot Table From a Dynamic Range .75 Chapter 3: Common Sizing Using Worksheets 79 The Rationale for Common Sizing 79 Common Sizing Income Statements .81 The Mechanics: Using Formulas 81 The Mechanics: Using Values 89 A Lengthy Tip 96 Other Uses of Common Sizing .98 Chapter 4: Charting 101 Why Charts? 101 About Standard Charts 101 About Pivot Charts 104 Charts that Show Time Series 105 Pivot Charts vs Standard Charts 110 Charting a Pivot Table's Clone 114 Using the GetPivotData function .115 Budget Variances Over Time 117 Problems with a Two-dimensional User Interface 117 Designing the Pivot Table and Pivot Chart 119 Chapter 5: Tools for Accountants 121 What Tools Accountants Need? .121 Built-in Lists 122 Table of Contents Building Custom Lists 123 Managing Custom Lists 125 Creating Complex Lists 126 Using the Macro Recorder 130 Recording a Macro 130 Running a Macro 132 Editing a Macro .133 Advanced Macro Modifications .136 Using Keyboard Shortcuts 136 Copying, Cutting and Pasting 137 Chapter 6: Scenarios In Excel 143 About Scenarios 144 Scenarios and Multiple Inputs 144 Scenarios and Worksheets .145 Creating Scenarios .148 Defining an Implicit Intersection 153 More Help from the Scenario Manager 154 The Comments Box 155 Protecting Scenarios .155 Protected and Locked Cells 157 Preventing Changes to Scenarios 158 Miscellaneous Actions with Scenarios 160 Summarizing Scenarios 164 Grinding It Out with Goal Seek and Solver 167 Using Goal Seek .168 More Complicated Problems: Using the Solver 171 Wrapping Up Scenarios 181 Chapter 7: Payment Functions .183 About Functions 184 Using a Function .184 Using the Function Wizard 187 Payment Functions .192 PMT Function 193 Positive and Negative Values 198 PV Function 199 v vi Excel for Accountants NPER Function .201 RATE Function 201 Chapter 8: Excel's Depreciation Functions 203 Family of Depreciation Functions 204 SLN Function 205 Accelerated Depreciation 207 SYD Function 207 DB Function 208 Supplying a Salvage Value .213 DDB Function 216 VDB Function 222 Chapter 9: Excel and QuickBooks 227 About IIF Import Files 227 Format of an IIF File .228 Exporting Data into an IIF File 229 Saving the IIF File in Excel .229 Opening the IIF File in Excel 230 Creating Multiple Lists in One IIF File 231 Importing an IIF File 231 IIF File Keywords for Lists 232 Profile Lists Import Files .232 Customer Type List Import File .233 Vendor Type List Import File 233 Job Type List Import File .233 Sales Rep List Import File .233 Ship Method List Import File 234 Terms List Import File 234 Standard Lists Import Files 235 Chart of Accounts Import File 235 Customers & Jobs List Import File 237 Vendor List Import File 241 Items List Import File .242 Employee List Import File .243 Other Names List Import File 244 Price Level List Import File 244 Table of Contents Sales Tax Code List Import File 245 Class List Import File 246 Summary of List Headers .246 Updating Lists with Excel Import Files 246 Creating Import Files to Update Existing Lists 248 Adding and Modifying Data .249 Working with Custom Fields 251 Saving the Import File .252 Importing Updated Data into QuickBooks .253 Importing Adjusting Entries 253 Creating a Journal Entry Import File .254 Adding Accounts for Journal Entries .256 Importing Auto Reversing JEs .257 Canceling an Outstanding Accountant’s Copy 257 Appendix A: From the Web to Excel .259 Why Bother? 259 Establishing a Connection 261 Finding the Data 263 Understanding the Macro 264 Index 269 vii This page intentionally left blank Acknowledgments Cover Design: Matthew Ericson Production: InfoDesign Services (www.infodesigning.com) Indexing: After Words Editorial Services (www.aweditorial.com) 260 Excel for Accountants any given day Yesterday's close and today's gain or loss is often enough to tell you what's going on with that particular basket of stocks If you're interested in a longer view, the Web pages that carry a current snapshot also tend to carry longitudinal information Typically you can call for a chart showing the last month, year, five years, or longer for the indicator you want But what if you're interested in an indicator whose properties you're not familiar with? Or one that doesn't have a history that you can get at with a couple of mouse clicks? In that case, you might have to build your own history of the indicator, so that you can get – on a going forward basis at least – data on maxes, mins, a measure of central tendency such as the mean, median or mode, and so on With that sort of information, you're in a position to interpret the meaning of, say, the number 873; without that information, you can't tell if 873 is good, bad, or a typographical error Here are a few examples of the sort of information that you or your client might want to pick up automatically on a regular and frequent basis: • Company credit cards when a bunch of people have them.This is a good way to keep a running tally of charges by user • Bank accounts, to keep track of posted payments • Electronic invoices Quite a few firms, particularly general contractors, receive electronic invoices from their subs and post them to an intranet in XML • Online stock and price levels maintained by suppliers (especially useful for drop shipping) I've written several books about Excel A while back, some knuckle-dragger posted a negative review about one of my books on Amazon He complained that the book didn't have an accompanying disk with Excel workbooks on it, workbooks that would contain the data on which the book’s examples were based And he was right The book did not have a CD bound into it What he didn't say, because he apparently didn't know, was that few if any such books have had "companion CDs" for years now It's too expensive to supply them when the cost of downloading the workbooks from the publisher's Web site is almost no cost at all And that's how you get the files for that book as well as thousands of others Appendix A • From the Web to Excel So this guy gets to badmouth the book, in a narrow sense accurately, but wildly off base on any rational interpretation Although I was thoroughly p.o.'d, there wasn't anything I could Amazon wouldn't take the review down, and they were right not to Nevertheless, I wanted to know what effect that review would have on sales of my book on Amazon It happens that Amazon posts information, updated hourly, on a book's Amazon sales ranking; the lower the number, the better the sales I watched that number each day for a couple of weeks, like scratching a mosquito bite Then I realized that I was acting like a nincompoop I found that I needed to check the sales ranking hourly Those rankings can and change by tens of thousands of ranks in a 24 hour period If I looked at the ranking once daily, I could very easily get a wildly discrepant value for that day But it would be crazy to try to make sense of hourly data, so I'd have to summarize the rankings somehow – a daily or weekly summary would make good sense So, I wrote a VBA macro to pick up the data from the Web site on an hourly basis Once the data is retrieved into an Excel workbook, the macro adds the ranking to a list, along with the date, and then updates a pivot table based on that list A chart then redraws itself based on the most recent data I never have to touch it – I just look at the chart from time to time The whole process is automatic, untouched by human hands Eventually, I determined that the sales of the book had fallen off after that review Now I'm going to show you how to the same sort of thing with any Webbased data source you like In return, I'd really appreciate it if you'd post a review of this book on Amazon, declaring how wonderful it is that there's no CD bound into it Establishing a Connection The first item on the agenda is to establish a connection between an Excel workbook and the Web site that you want to get data from Depending on the version of Excel you're using, the instructions might differ slightly – for example, "Get External Data" versus "Import External Data" – but you should be able to work your way through it Start with a blank worksheet, and choose Data Web Query The dialog box in Figure A-1 appears Get External Data New 261 262 Excel for Accountants Figure A-1: The appearance of this dialog box differs according to the version of Excel you're using Unless you know the Web site's address off the top of your head, click the Browse button instead of typing in the site's URL When you click Browse, your default Web browser (such as Internet Explorer or Firefox) opens Use it to navigate to the site that you want to get data from Once you've arrived there, either of the following: • If you're using Internet Explorer as your default browser, Excel will automatically put the site's address into the New Web Query window for you when you switch back to Excel • If some other application such as Firefox is your default browser, Excel might not be so user friendly In that case, just copy the URL from the browser's address box and paste it into the New Web Query window's edit box (As noted in Chapter 5, Ctrl-C and Ctrl-V are handy for this.) When the New Web Query edit box has an address in it, the OK button is enabled and you can proceed if you want Before you do, though, consider setting these options: Appendix A • From the Web to Excel • In part two on the New Web Query window, choose to retrieve the entire page • In part three, choose None to indicate that the data should be retrieved as plain text The reason for the first choice, the entire page, is that if you choose only tables, or a particular table or tables, you can run into problems at a later date when the tables might have been replaced or renamed or re-tagged Then, Excel will have trouble finding the specified table or tables And you have no need for the Web site's formatting You're interested only in the data, and you really don't care to have 98.6 enter your workbook as 98.6 NOTE: In Excel 2002 and Excel 2003, you're given the opportunity to click arrows on yellow backgrounds, which mark the upper left corner of each table in the Web page You can select the entire page by clicking the arrow in the page’s upper left corner When you click OK, Excel pulls the data from the Web page and onto the active worksheet Control returns to you when the import has finished The worksheet is also provided a new range name, by default the last portion of the URL The number of columns and rows used in your worksheet depends on the number of elements in the Web page A commercial site could easily take up 400 rows and 30 columns The named range is "live" – that is, you could click any cell in that range and choose Data Refresh Data Excel would then import the current information on that Web page into the worksheet The approach I outline here makes use of that Finding the Data With the current data from the Web page captured on a worksheet, you would then want to isolate and save the information you're interested in In the case of my book's sales ranking, the information looks like this, in one of the worksheet's cells (by no means always the same cell): Amazon.com Sales Rank: #24,183 in Books (See Top Sellers in Books) 263 264 Excel for Accountants (Not bad for a book published in 1995.) While I can depend on finding the text string "Sales Rank: " and for it to be followed by the book's sales rank, I can't depend on that information being in the same worksheet cell time after time And I can't depend on finding the string "24,183" time after time – if I could, there'd be no point in updating the information The sequence of events is: Decide on something unique but constant to search the Excel worksheet for In this example, "Sales Rank: " is a good choice Search the worksheet for the cell that contains that unique item – again, in this case, "Sales Rank: " Strip the contents of that cell until only the useful data remains Write the data to a list on another worksheet, along with an identifier such as the system date Update a pivot table's cache from the list All this can be automated by using a macro You can even set things up so that after the macro has finished running, it will wait a period of time – an hour, say – and then run itself again Understanding the Macro You can download the following macro code from cpa911publishing.com/downloads.htm, but it helps to understand what it does I've put some explanatory notes in with the code The first two statements set options The Option Explicit statement is just good programming practice It forces the code to explicitly declare, or dimension, the variables used in the code It is a major help in the prevention of spaghetti code – code that is unintelligible – as well as outright errors The Option Base statement isn't strictly necessary here It forces all VBA arrays to begin with element number 1, instead of the default element number I have Excel set up to slug both those statements into every VBA module I open Option Explicit Option Base Appendix A • From the Web to Excel Then, the first of two subroutines is initiated, and five variables that the code uses are declared The SalesRank variable is declared as Long, which is an integer variable type with a much higher upper bound than the Integer data type, which maxes out at 32,767 A sales rank, sadly, can be much larger than 32,767 Sub PickUpData() Dim Sales As String, SalesRank As Long, WhichRow As Integer Dim StartPoint As Integer, StopPoint As Integer The code assumes the presence of a worksheet named QuerySheet in the active workbook This worksheet contains the results of the Web query in what VBA refers to as a QueryTable The next statement causes Excel to refresh the results of the Web query The setting for BackgroundQuery means that the code will not continue running until the query has finished executing ThisWorkbook.Sheets("QuerySheet").QueryTables(1).Refresh BackgroundQuery:=False The next statement finds a cell that contains the string "Sales Rank: " and assigns its contents to a variable named Sales The statement makes use of the (only) range name in QuerySheet, which identifies the range of data extracted from the Web site That is the range that Excel searches for the "Sales Rank: " string Sales = ThisWorkbook.Sheets("QuerySheet").Names(1).RefersToRange.Find("Sales Rank: ", LookIn:=xlValues) As noted before, I expect the cell found by the code to look like this: Amazon.com Sales Rank: #24,183 in Books (See Top Sellers in Books) with the only difference from query to query being the rank itself The next two statements locate the first character in the sales rank (here, the number 2) and the last character (here, the number 3) StartPoint = InStr(Sales, "#") + StopPoint = InStr(Sales, " in") – Then, the code finds the string in the middle (using the Mid function) of the Sales variable that begins with the rank's first character, and is as long as the inclusive difference between the positions of the rank's first and last characters SalesRank = Mid(Sales, StartPoint, StopPoint - StartPoint + 1) 265 266 Excel for Accountants The code now makes use of a With block Everything between the With and the End With statements is assumed to belong to the item named by the With statement Here, the worksheet named "Book Rank" is named in the With, and when the code encounters something preceded only by a dot (such as Cells) it is taken to belong to the Book Rank worksheet With ThisWorkbook.Sheets("Book Rank") Inside the With block, the code finds the final cell in column A that has a value in it It does so by the combination of End and xlUp This is the VBA equivalent of selecting, in this case, cell A65000, holding down Ctrl and pressing the up arrow Then, the number is added to that cell's row, to return the row number of the first unused cell in column A WhichRow = Cells(65000, 1).End(xlUp).Row + The book's sales rank is written to column B in the first unused row, and the date and time (by means of the Now function) are written to column A in the same row The pivot table on the Book Rank worksheet is refreshed See the section called Using Named Ranges as Data Sources in Chapter for information on linking a pivot table to a list .Cells(WhichRow, 2) = SalesRank Cells(WhichRow, 1) = Now PivotTables(1).RefreshTable The code ends the With block and saves the workbook End With ThisWorkbook.Save Then, the code calls a subroutine named DoItAgain (discussed next), and the subroutine named PickUpData terminates DoItAgain End Sub The subroutine named DoItAgain has one statement only, and it uses the OnTime method This method specifies a particular time of day It then names a subroutine that is to run at that time of day In this case, the Now function is used to determine the current time One hour is added to that time, and the subroutine just Appendix A • From the Web to Excel discussed, PickUpData, is named The result is that one hour from the time that DoItAgain is run, PickUpData is run once again This means that if you want, you can just leave Excel running the code for days on end, updating the information retrieved from a Web site once an hour, saving the data in the workbook, and updating a pivot table (and a chart) at the same time Here's DoItAgain: Sub DoItAgain() Application.OnTime Now + TimeValue("01:00:00"), "PickUpData" End Sub Figure A-2 shows what the worksheet named Book Rank might look like Figure A-2: The chart updates automatically when the pivot table is refreshed 267 This page intentionally left blank Index A absolute references, 88, 139–140 accelerated depreciation functions DB, 204, 208–216 DDB, 204, 216–222 SYD, 207–208 VDB, 222–225 Accountant's Copy in QuickBooks, 253–254, 257–258 accounting tools in Excel, overview, 121–122 accounts, importing data into QuickBooks, 236, 256 Advanced Filter, 16, 18–23 aging reports, named ranges, 66–67 All option, AutoFilter, 14 AND operator, 22–23 arguments in functions conditional, 185–187 depreciation, 204–205, 210–224 limitations on, 185 payment, 193, 201–202 array formulas, 95, 196–197 auto-reversing journal entries, 257 AutoFill, 11 AutoFilter, 11–16 axes, chart, 102, 104 B balance sheets, common sizing, 98 blank cells and common-sized statements, 84 grouping problems with, 43 layout considerations, 9–11 and named ranges, 67 and pasting data, 93–94 budget variances over time, chart of, 117–120 built-in lists, 122–123 C cache, data, 57–65, 113 category axis, 104 cells blank cell considerations, 9–11, 43, 67, 84, 93–94 changing type in scenarios, 149–152, 170–171, 181–182 drop-down lists for, 18 Grand Total cell, 58, 59–61 hiding, 165–166 linking to pivot tables, 114–115 locking, 157–158, 160 named ranges, 65–77 precedent, 88–89 ranges vs lists, 65 references for, 139–142 selection methods, 28, 90, 138–139 set type in scenarios, 170–171 changeable vs fixed common-sized statements, 81 changing cells type in scenarios, 149–152, 170–171, 181–182 Chart of Accounts import file, 235–237, 256 charts budget variances over time, 117–120 overview, 101–105 pivot, 34, 104–105, 110–117 standard, 101–104, 110–117 time series, 105–109 child and parent record relationship, 118 Class List, 246 clipboard, Windows, 138 column fields, 37, 45–46 columns Custom Fields in import files, 251–252 headers, 20, 25, 125, 193–194 list layout functions, Comment box, 155, 162 common sizing balance sheets, 98 copying and pasting tips, 89–90, 270 Excel for Accountants 96–98 formulas, 81–88 headcount, 98–99 income statements, 81–95 rationale for, 79–81 values, 89–95 comparative income statement, 85–87 complex criteria, 22–23 conditional arguments, 185–187 constraints in Solver, 178–181 Convert to Range command, 28 copying and pasting tips common sizing, 89–90, 96–98 filtering data, 20 formats, 88, 91 keyboard shortcuts, 137–138 Paste Function option, 187–188 Paste Special option, 90, 91–95 skipping blanks option, 93–94 Cost argument, 204, 220 Count data summary type, 36 COUNT function, 73 Count Nums data summary type, 36 COUNTA function, 72–73 criteria, complex filtering, 22–23 CSV files, 227–228 Custom Field columns in import files, 251–252 Custom option, AutoFilter, 14, 16–18 Customer Type List, 233 Customers & Jobs List, 237–240 cutting and pasting tips, 137–138 D data cache, 57–65, 113 data fields, 37, 53–54 Data Form, 29–31, 231 data points, charts, 103 data series, charts, 102–103, 108–109 data sources See also lists external, 60–61, 64, 261–267 sharing in pivot tables, 61–62 data summaries column fields, 45–46 overview, 34–37 page fields, 46–48 row fields, 37–45 Data Validation, 18, 91, 250, 252 databases, 60–61, 65, 118–119 dates grouping on, 55–56 Month argument, 210, 219 and pre-defined lists, 122–123 vs time in charts, 106–107 DB function, 204, 208–216 DDB function, 204, 216–222 declining balance depreciation functions, 209–225 defined ranges, 65–77 depreciation functions accelerated, 207–225 declining balance, 209–225 overview, 203–205 straight-line, 204, 205–207, 209, 216, 223–224 double declining balance (DDB) function, 204, 216–222 dynamic named ranges, 68–77, 103–104 E embedding charts, 103, 111 Employee List, 234, 243–244 employees, headcount in financial statements, 98–99 Enable Drill or Details checkbox, 59 End_Period argument, 222, 223 equations vs functions, 206 Excel object model, 4–5 exporting data to QuickBooks, 229–231, 252–253 See also IIF files external data sources, 60–61, 64, 261–267 EXTRA account keywords, 237 F F4 key shortcut, 140 Factor argument, 216–219 filtering lists Index Advanced Filter, 16, 18–23 AutoFilter, 11–16 copying data, 20 custom criteria, 16–17 financial statements See common sizing fixed vs changeable common-sized statements, 81 formats automatic copying of, 88, 91 and grouping of row fields, 42 IIF files, 228–229 loss of, 113, 114 pasting of, 91 vs values, 93 Formats option, 91 formulas See also functions array, 95, 196–197 common sizing, 81–88 list layout for easy, 3–4 recalculation of, 88, 143–144 vs values, 92–93 functions See also arguments in functions; depreciation functions vs equations, 206 GetPivotData function, 115–117 and named ranges, 70–74 overview, 183–191 payment, 192–202 SUM, 3–4, 26, 185 Fv argument, 193 G GetPivotData function, 115–117 Goal Seek, 168–171 Grand Total cell, 58, 59–61 graphs See charts groups numeric fields, 53–56 row value field, 41–43 shared data among pivot tables, 61–62 Guess argument, 201–202 H HDR keywords for import files, 246, 247 headcount, common sizing, 98–99 headers, 20, 25, 125, 193–194 hidden records, filtering, 13 hiding cells, 165–166 I IIF files exporting data, 229–231 format of, 228–229 importing into QuickBooks, 231–232 journal entries, 254–258 keywords, 232–246, 250, 256 multiple lists in one file, 231 opening in Excel, 230–231 overview, 227–228 saving, 229–230, 231, 252–253, 255 updating lists, 246–253 implicit intersections, 153–154 importing data into QuickBooks See IIF files; QuickBooks and Excel importing scenarios, 164 income statements, common sizing, 81–95 INIT data requirement for Employee List import, 244 interest payment (IPMT) function, 195–196 interest rates, 199, 201–202 inventory items, importing into QuickBooks, 242–243 IPMT function, 195–196 items, 37, 39–41 Items List, 242–243 J Job Type List, 233 jobs, importing into QuickBooks, 239–240 journal entries, importing into QuickBooks, 253–258 271 272 Excel for Accountants K keyboard method for copy and paste, 96–97 keyboard shortcuts, 136–142 keys, sorting, 5–9 keywords for imported data, 232–246, 250, 256 L layouts, list, 2–5, 9–11, 25–27 legend, chart, 103, 105, 108–109 Life argument, 205 linking objects to pivot tables, 113, 114–115 lists See also IIF files built-in, 122–123 and charts, 102 creating, 24–25 customized, 123–129 data form, 29–31 defining, 1–5 filtering, 11–23 managing, 23–28 and pivot tables, 49–51 vs ranges of cells, 65 retrieving data as, 60–61 sorting, 5–11 locking cells, 157–158, 160 M macros, 130–136, 261, 265–267 Max data summary type, 36 merging scenarios, 163–164 Min data summary type, 36 missing data, grouping problems with, 43 See also blank cells mixed references, 88, 140 Month argument, 210, 219 mouse method for copy and paste, 97–98 multiple keys, sorting on, 7–9 N Name Box, 68 names column, pivot table, 61 ranges of cells, 65–77, 103–104, 193–195 navigation, spreadsheet, 84 negative vs positive values, 198–199 net present value (NPV) function, 200 No_Switch argument, 223, 224 Nper argument, 193 NPER function, 200 NPV function, 200 number of periods (NPER) function, 200 numeric values conversion from text, 92–93 and custom lists, 127–128 vs formats, 93 grouping, 53–56 summary of, 36 O OFFSET function, 70–72, 73–74 operators, 17, 22–23, 185 OR operator, 22–23 Other Names List, 234, 244 P page breaks, page fields, 46–48, 62 parent and child record relationship, 118 passwords, worksheet, 156 Paste Function option, 187–188 Paste Special option, 90, 91–95 pasting tips See copying and pasting tips payment functions IPMT, 195–196 NPER, 200 overview, 192 PMT, 189–191, 193–199 PPMT, 197–198 PV, 199–200 Index RATE, 200–202 percentage-based financial statements See common sizing Period argument, 205, 216, 217–218, 223–224 pivot charts, 34, 104–105, 110–117 pivot tables AutoFilter restrictions, 13 column fields, 37, 45–46 creating, 46–56 data cache, 57–65, 113 data for generating chart, 119 data summaries, 35–48 filtering, 16 linking objects to, 113, 114–115 and named ranges, 65–77 page fields, 46–48, 62 pivoting, 44–45 purpose of, 33–35 refresh options, 63–65, 113, 114 row fields, 37–45, 51–52 updating, 57 plot area, chart, 102 PMT function, 189–191, 193–199 positive vs negative values, 198–199 PPMT function, 197–198 pre-defined lists, 122–123 precedent cells, 88–89 present value (PV) function, 199–200 Price Level List, 244–245 principle payment (PPMT) function, 197–198 Product data summary type, 36 profile lists, QuickBooks, 232–235 Pv argument, 193 PV function, 199–200 Q QuickBooks and Excel See also IIF files adjusting entries, 253–258 exporting data, 229–231 keywords for lists, 232–246, 250 overview, 227–228 updating lists, 246–253 R range operator (colon), 185 ranges of cells, named, 65–77, 103–104, 193–195 Rate argument, 193 RATE function, 200–202 recalculation of formulas, 88, 143–144 references, cell, 88, 139–142 Refers To box, 69 Refresh Data option, 57, 63 Refresh on Open checkbox, 63 refresh options for pivot tables, 63–65, 113, 114 relative references, 88, 139 report vs list layout, 2–3 rounding errors in DB function, 211–212 row fields, 37–45, 51–52 ROW function, 196–197 rows, list layout functions, 4, 25–27 S Sales Rep List, 233–234 Sales Tax Code List, 245–246 Salvage argument, 205, 210–217, 220–222 Save Data with Table Layout checkbox, 59 scenarios Comment box, 155, 162 creating, 148–153 deleting, 163 editing, 161–163 Goal Seek, 168–171 and implicit intersections, 153–154 importing, 164 merging, 163–164 overview, 143–147 protecting, 155–160 Solver, 171–181 summary, 181–182 security and data form, 29 protecting scenarios, 155–160 273 274 Excel for Accountants selecting cells, 28, 90, 138–139 sensitivity analysis, 144 set vs changing cells, 170–171 sharing of data and Comment box, 155 complications of, 64 and grouping among pivot tables, 61–62 and scenarios, 147 Ship Method List, 234 Skip Blanks option for pasting, 93 SLN function, 204, 205–207, 209, 216, 223–224 Solver, 171–181 sorting items in row fields, 39–41 lists, 5–11 standard charts, 101–104, 110–117 standard deviation of values, 36 Start_Period argument, 222, 223 static vs dynamic named ranges, 68–69 Status Bar and totals, 27–28 StDev/StDevp data summary types, 36 straight-line (SLN) depreciation function, 204, 205–207, 209, 216, 223–224 subtotals, 39, 52–53 SUM function, 3–4, 26, 185 sum of year's digits (SYD) function, 204, 207–208 summaries, data See data summaries SYD function, 204, 207–208 T tab-delimited files See IIF files Terms List, 234–235 text values, 92–93, 127–128 time fields, grouping on, 55–56 time scale axis, 106–107 time series charts, 105–109 titles, chart, 102 toolbars, 26, 52, 136 Top Ten option, AutoFilter, 14–16 total row, 25–27 totals, 27–28, 58, 59–61 transactions, importing into QuickBooks, 253 Transpose option, Paste Special, 94–95 two-dimensional design in Excel, 117–119 Type argument, 193 U underlying data in cache, 58–59 unsorting lists, 9–10 V validation, data, 18, 91, 250, 252 value axis, 104 values See also numeric values and common sizing, 89–95 vs formats, 93 vs formulas, 92–93 negative vs positive, 198–199 text, 92–93, 127–128 Var/Varp data summary types, 37 variable declining balance (VDB) function, 204, 222–225 variance of number set, 37 VDB function, 204, 222–225 Vendor List, 234, 241 Vendor Type List, 233 W Web, extracting data into Excel from, 259–267 Web Query process, 264–267 worksheets/workbooks protecting, 155–158, 160 and scenarios, 145–147 X XLS files as import files, 248 .. .Excel for Accountants Conrad Carlberg CPA911 Publishing, LLC Philadelphia PA Excel for Accountants ISBN Number 978-1-932925-01-2 Published... Pivot Table From a Dynamic Range .75 Chapter 3: Common Sizing Using Worksheets 79 The Rationale for Common Sizing 79 Common Sizing Income Statements .81 The Mechanics: Using Formulas... downloading at www.cpa911publishing .com Click the Navigation Button labeled Downloads The files are compatible with all versions of Excel from Office 97 through Office 2003 Excel 12 (in Office 2007) will