Customizing a template

Before using a template to create a document, fill in the Customize sheet with information about your company, family finances, and other information you want to appear on each new time card, budget, or other document. When you create a new document based on your customized template, the "standard" information is entered for you.

To customize the standard information in a template

1	On the File menu, click New, click the Spreadsheet Solutions tab, and then click the template you want to use.

2	Click the Customize button in the upper-right corner, and then fill in the indicated information on the Customize sheet.

You can include a logo and change the font of your company information. If you don’t insert a logo, the “placeholder” won’t show up when you print the document.

3	After filling in the information, click the Lock/Save Sheet button, and then click Lock And Save Template under Locking Options.

4	In the Save Template dialog box, type a name for your customized template in the File Name box, and then click Save.

5	On the File menu, click Close.

To use the customized template to create a new document

1	On the File menu, click New, and then click the template you want to use.

2	Fill in the indicated information.

3	Save the new document as a Microsoft Excel workbook (.xls) file.

4	To print the document, click the Print button on the Standard toolbar.

The correct print range for each sheet is automatically specified.


Using the Template Wizard databases provided with the templates

When you base a new document on the Expense Statement, Invoice, Purchase Order, Timecard, Sales Quote, or Change Request template, you can automatically include the information you enter in the document in a special tracking database that’s provided for each template.

To use the databases, you must have included the Template Wizard With Data Tracking add-in when you installed Microsoft Excel. If you’ve installed the Template Wizard but you don’t see the Template Wizard command on the Data menu, click Add-ins (Tools menu), and then select the Template Wizard With Data Tracking check box.

To add the information you've entered to a database, click the Capture Data On A Database button on the template's toolbar. You can add the information to the database that’s provided or create a new database to use with the template.

Note   The database files — expdb.xls, invdb.xls, podb.xls, timedb.xls, sqdb.xls, and crdb.xls — must be stored in the Library folder in your Microsoft Excel folder. You can store the databases you create using the Template Wizard in any location.


Using the Common Information workbook

Before you use the Timecard, Sales Quote, and Expense Statement templates, you can add information about employees and your company's products to any workbook that’s associated with these templates. When using the templates, you can quickly fill out requested employee and product information by selecting items in lists rather than typing.

To add information to the Common Information workbook

1	Close any templates you’ve opened or any Excel documents you based on templates.

2	In Microsoft Excel, open the Common workbook, which is located in the Library folder in your Excel folder.

3	Fill in the tables on the Employee Info sheet and Product And Service Catalog sheet.

You can delete the sample data provided on the sheets.

4	On the Standard toolbar, click the Save button.


Numbering invoices, purchase orders, and other documents

The Change Request, Expense Statement, Invoice, Purchase Order, Sales Quote, and Timecard templates can add sequential reference numbers to track each document you create from a template. Before you save a document, click the Assign A Number button on the template toolbar. A number is added in the upper-right corner of the worksheet. To use your own tracking number, type the number directly in the appropriate cell.

To share a numbering scheme with others in your workgroup, you can specify a location on the Customize tab in the template. In the Counter Location box, specify the path to a shared folder. The next time you use the template, a numbering file will be automatically created at that location. The numbering sequence is incremented each time you or another user assigns a number to a new document that’s based on that template. A separate numbering file is maintained for the various templates.


Template Toolbar Help

Size to Screen/Return to Size   Displays the entire form at a reduced size or restores the template to its full size.

Hide CellTips/Display CellTips   Switches CellTip display off or on. With CellTips displayed, a small red dot in the upper-right corner of a cell indicates that the cell has a CellTip to help you fill in the cell. Point to a cell to display its CellTip. If you don't see any red dots, make sure that this button is not "pushed in."

Document A Cell   Adds your own CellTip to a cell in the template.

Template Help   Displays a Help topic for the current template.

Display Example/Remove Example   Fills in cells with an example showing how to use the sheet. Click the button again to remove the example.

Assign A Number   Assigns a sequential number that’s added to documents such as invoices and purchase orders. This button is available only in templates that number each new document.

Capture Data In A Database   Gives you the option of creating a record in a database or activating the Template Wizard With Data Tracking option to create a new database. For more information, look up “template wizard” in online Help. This button is available only in templates that automatically copy the data you enter to a database associated with the template.

Split and Freeze Panes   Splits the screen horizontally and freezes the top pane so that information (such as column headings) remains visible when you scroll through the lower pane. Click in the template below where you want to split the screen, and then click the Split And Freeze Panes button. To remove the split, click the button again. This button is available only in templates in which you fill in information in columns.

Bring Up A Calculator   Displays a calculator.


Invoice

This template is licensed to Microsoft by Village Software®. To learn more about Village Software, select the template named "Village" in the New dialog box (File menu).

The Invoice form provides an easy way to create and track your invoices to customers.

Before using the template, fill in the Customize sheet with information about your company and any information you want to appear on each invoice, such as applicable taxes, standard shipping charges, and acceptable payment methods. For information about customizing the template, see the following topics.

Customizing a template

Using the Template Wizard databases provided with the templates

Using the Common Information workbook

Numbering invoices, purchase orders, and other documents

To create an invoice

1	Fill in all pertinent invoice information, including specific customer information, details on the actual products or services being invoiced, and payment details.

2	To create a database record of an invoice, save the invoice or click the Capture Data In A Database button on the Invoice toolbar.

Note   To use this procedure, you must have the Template Wizard With Data Tracking add-in installed and loaded in Microsoft Excel.

For detailed help on filling in an invoice, use the CellTips provided in the template. For information about the buttons on the Invoice toolbar, see Template Toolbar Help.


Purchase Order

This template is licensed to Microsoft by Village Software®. To learn more about Village Software, select the template named "Village" in the New dialog box (File menu).

The Purchase Order form helps you track your purchase orders to vendors.

Before using the template, fill in the Customize sheet with your company's information and any information you want to appear on each purchase order, such as applicable taxes, standard shipping charges, and acceptable payment methods. For information about customizing the template, see the following topics.

Customizing a template

Using the Template Wizard databases provided with the templates

Numbering invoices, purchase orders, and other documents

To create a purchase order

1	Fill in details about the vendor, the products and services you’re ordering, and the shipping and payment.

2	To create a database record of a purchase order, save the purchase order or click the Capture Data In A Database button on the Purchase Order toolbar.

Note   To use this procedure, you must have the Template Wizard With Data Tracking add-in installed and loaded in Microsoft Excel.

For detailed help on filling in a purchase order, use the CellTips provided in the template. For information about the buttons on the Purchase Order toolbar, see Template Toolbar Help.


Expense Statement

This template is licensed to Microsoft by Village Software®. To learn more about Village Software, select the template named "Village" in the New dialog box (File menu).

The Expense Statement form makes it easy for employees to track expenses.

Before using the template, fill in the Customize sheet with your company's information and any details and requirements, such as allowed mileage and reimbursable expenses. For information about customizing the template, see the following topics.

Customizing a template

Using the Template Wizard databases provided with the templates

Using the Common Information workbook

Numbering invoices, purchase orders, and other documents

To create an expense statement

1	Fill in the employee information.

2	Enter the expenses you incurred during the specified period.

3	Enter any advances that might be applicable for this period.

4	To create a database record of an expense statement, save it or click the Capture Data In A Database button on the Expense toolbar.

Note   To use this procedure, you must have the Template Wizard With Data Tracking add-in installed and loaded in Microsoft Excel.

For detailed help on filling in an expense statement, use the CellTips provided in the template. For information about the buttons on the Expense toolbar, see Template Toolbar Help.


Timecard

This template is licensed to Microsoft by Village Software®. To learn more about Village Software, select the template named "Village" in the New dialog box (File menu).

The Timecard tracks the time you spend working on various accounts and projects during a given period.

Before using the template, fill in the Customize sheet with your company's information and payroll requirements, such as whether or not overtime requires approval. For information about customizing the template, see the following topics.

Customizing a template

Using the Template Wizard databases provided with the templates

Using the Common Information workbook

Numbering invoices, purchase orders, and other documents

To fill out a time card

1	Fill in the employee information. You can either type directly in the form or click the Select Employee button and then select from the employees listed in the Common Information workbook.

2	Fill in the hours worked each day for each account or project.

Hours are automatically totaled and summarized on the Timecard Summary Sheet.

3	To create a database record of the time card, save the time card or click the Capture Data In A Database button on the Timecard toolbar.

Note   To use this procedure, you must have the Template Wizard With Data Tracking add-in installed and loaded in Microsoft Excel.

For detailed help on filling in a time card, use the CellTips provided in the template. For information about the buttons on the Timecard toolbar, see Template Toolbar Help.


Business Planner

This template is licensed to Microsoft by Village Software®. To learn more about Village Software, select the template named "Village" in the New dialog box (File menu).

The Business Planner analyzes your current financial status and forecasts your future cash flow.

Before using the template, fill in the Customize sheet with your company's information and indicate whether your company is a C-Corporation or an S-Corporation. Corporate income taxes are computed for a C-Corporation but not for an S-Corporation. If your company is a partnership or sole proprietorship, select S-Corporation so that corporate income taxes are not computed. For information about customizing the template, see Customizing a template.

Important   This product includes sample forms only. Using these forms may have significant legal implications; these vary from state to state and depend on the subject matter. Use of these forms may not necessarily comply with generally accepted accounting principles (“GAAP”) or other accounting principles or standards. Before using any of these forms for your business, you should consult with a lawyer, a financial advisor, and/or an accountant. Microsoft and its suppliers are not responsible for any action you take based on the use of this template.

To use the Business Planner

1	On the Data sheet, enter the number of days applicable to each operating category at the end of each period, the estimated expense data percentages for each category, and the financing data.

To see how changes in the data affect your financial statements, click the How Will Turnover Affect My Financials button on the Data Chart sheet. You can manipulate the chart and see how this affects the corresponding data on the Data sheet.

2	On the Income Statement sheet, enter the following:

•	Total sales revenue forecast for each quarter

•	Cost estimates for the following categories:

Amortization
Gain/Loss on Asset Sales
Other Gains/Losses
Income Tax
Dividends Paid
Cost of Sales
Other Costs

•	Detailed data for inventory (cost of sales) and supporting information, including figures for depreciation of and interest on buildings and equipment.

1	On the Balance sheet, enter the forecast data for each quarter. Include beginning asset and liability data and any data for the following special asset categories:

Current Assets
Fixed Assets
Intangible Assets
Other Assets
Current Liabilities
Non-Current Liabilities
Stockholder's Equity

2	Enter the actual data for these same categories.

Note   Enter the data sequentially from top to bottom. Incorrect figures will result in errors in your cash flow calculations.

3	To check your cash balance, scroll to the bottom of the Balance sheet.

•	If the cash balance is negative, you may need to increase debt or make some other type of adjustment that will create a positive cash balance.

•	If the cash balance is excessive, you may want to reduce the debt or record additional interest income.

For detailed help in filling in the information, use the CellTips provided in the template. For information about the buttons on the Planner toolbar, see Template Toolbar Help.


Personal Budgeter

This template is licensed to Microsoft by Village Software®. To learn more about Village Software, select the template named "Village" in the New dialog box (File menu).

The Budgeter template provides an easy way to organize your personal finances.

Before using this template, fill in the Customize sheet with your family information. Then gather your income information (including weekly pay and withholding information) and all monthly bills for the past several months. For information about customizing the template, see Customizing a template.

Important   This product includes sample forms only. Using them may have significant legal implications; these vary from state to state and depend on the subject matter. Use of these forms may not necessarily comply with generally accepted accounting principles (“GAAP”) or other accounting principles or standards. Before using any of these forms for your business, you should consult with a lawyer, a financial advisor, and/or an accountant. Microsoft and its suppliers are not responsible for any action you take based on the use of this template.

To create a budget

1	On the Income Data sheet, enter your personal income information.

2	On each of the expense data sheets (Utilities, Insurance, Living Expenses, Entertainment, and Credit Cards), enter your expenses and your contingency amounts, or "safety margins."

3	On the Budget Summary sheet, check whether your income covers your expenses. If not, you should find a way to lower some of your expenses.

For detailed help on entering income and expense data, use the CellTips provided in the template. For information about the buttons on the Budgeter toolbar, see Template Toolbar Help.


Sales Quote

This template is licensed to Microsoft by Village Software®. To learn more about Village Software, select the template named "Village" in the New dialog box (File menu).

The Sales Quote template provides an easy way to prepare and track sales quotes for customers and other clients.

Before using this template, fill in the Customize sheet with your company's information and any information you want to appear on each sales quote, such as applicable taxes and discounts. For information about customizing the template, see the following topics.

Customizing a template

Using the Template Wizard databases provided with the templates

Using the Common Information workbook

Numbering invoices, purchase orders, and other documents

To create a sales quote

1	On the Sales Quote sheet, fill in the indicated information. For most information, you can type directly in the appropriate cell.

2	To fill in employee information automatically, click the Select Employee button and then select an employee in the list. To fill in the Description Of Product/Service section, select an item in the Product/Service box.

3	To create a database record of a sales quote, save the sales quote or click the Capture Data In A Database button on the Sales Quote toolbar.

Note   To use this procedure, you must have the Template Wizard With Data Tracking add-in installed and loaded in Microsoft Excel.

For detailed help on filling in a sales quote, use the CellTips provided in the template. For information about the buttons on the Sales Quote toolbar, see Template Toolbar Help.


Loan Manager

This template is licensed to Microsoft by Village Software®. To learn more about Village Software, select the template named "Village" in the New dialog box (File menu).

The Loan Manager amortizes loans such as automobile loans, allowing you to view different loan scenarios.

Before using the template, fill in the Customize sheet with your family information. For information about customizing the template, see Customizing a template.

Important   This product includes sample forms only. Using them may have significant legal implications; these vary from state to state and depend on the subject matter. Use of these forms may not necessarily comply with generally accepted accounting principles (“GAAP”) or other accounting principles or standards. Before using any of these forms for your business, you should consult with a lawyer, a financial advisor, and/or an accountant. Microsoft and its suppliers are not responsible for any action you take based on the use of this template.

To compare loan options

1	On the Loan Data sheet, fill in the indicated information in the cells.

2	The Loan Amortization Table sheet shows the schedule for repayment of your loan, including the interest and balance. If you make more than your scheduled payments, enter the additional principal you’ve paid in the last column of this table.

The Summary Graph sheet displays principal and interest information presented for the life of your loan. To change the chart format series, click the Change Graph button.

For detailed help on filling in your loan information, use the CellTips provided in the template. For information about the buttons on the Loan toolbar, see Template Toolbar Help.


Change Request

This template is licensed to Microsoft by Village Software®. To learn more about Village Software, select the template named "Village" in the New dialog box (File menu).

The Change Request allows you to track problems with a product or process.

Before using this template, fill in the Customize sheet with the sheet fields and titles that are pertinent to your particular product or process. You can change the available list items for the Status, Priority, and Severity boxes. Change the name of the change request form in the Main Title section. For information about customizing the template, see the following topics.

Customizing a template

Using the Template Wizard databases provided with the templates

Numbering invoices, purchase orders, and other documents

To create a change request

1	Fill in the indicated information. You can either type directly in the form or click the Select Employee button and then select from the employees listed in the Common Information workbook.

2	To create a database record of a change request, save the change request or click the Capture Data In A Database button on the CR Tracker toolbar.

Note   To use this procedure, you must have the Template Wizard With Data Tracking add-in installed and loaded in Microsoft Excel.

For detailed help on filling in a change request, use the CellTips provided in the template. For information about the buttons on the CR Tracker toolbar, see Template Toolbar Help.


Car Lease Manager

This template is licensed to Microsoft by Village Software®. To learn more about Village Software, select the template named "Village" in the New dialog box (File menu).

The Car Lease Manager helps you determine your best options when you lease a vehicle.

Before using this template, fill in the Customize sheet with your family information. For information about customizing the template, see Customizing a template.

Important   This product includes sample forms only. Using them may have significant legal implications; these vary from state to state and depend on the subject matter. Use of these forms may not necessarily comply with generally accepted accounting principles (“GAAP”) or other accounting principles or standards. Before using any of these forms for your business, you should consult with a lawyer, a financial advisor, and/or an accountant. Microsoft and its suppliers are not responsible for any action you take based on the use of this template.

To compare lease options

1	On the Lease Options sheet, fill in the requested information.

2	To see the payment schedules for the lessor's initial offer and the other leasing scenarios, switch to the Payment Tables sheet.

3	To compare costs associated with each lease option, switch to the Results Comparison sheet.

For detailed help on creating leasing scenarios, use the CellTips provided in the template. For information about the buttons on the Car Lease toolbar, see Template Toolbar Help.