Bookkeeping Spreadsheet Features and Tips

This spreadsheet is the Start tab. This is the setup of your bookkeeping spreadsheets, which are all marked darker over here at the bottom. So this spreadsheet consists of two different spreadsheets that are combined and that are linked to each other, which is the Small Business section, which is all the regular tabs, and these one, the dark gray ones here, which are bookkeeping tabs. To set up these bookkeeping tabs, we will have to enter information in our Start tab first. You'll then have a Lock tab, where we can keep track of all of our transactions. These are our income and expense transactions. There are not any of the products sold or the materials sold. Because of these, we will keep track in our small business section. You'll then have an overview tab that has a custom date range. So basically, no matter if you would like to keep weekly, monthly or even quarterly overviews, you simply change the start and the end date. And this overview will completely update based on the transactions that you've entered in the log, the products you've sold and the materials you've purchased. This works the same way for the year and the five-year overviews. The only difference is you just enter in the start date and then it will show you a full year and a five-year will show you a five-year time frame. The next step is our VATs tab and basically this will show a summary of all the VATs or sales tax that you have collected and the VAT and sales tax that you have paid. So as we know there's some of you that have to keep track of a second sales tax or VAT. In the log tab we've added a second column so you can split these and you can easily keep track of each of the VAT or sales taxes individually. This is also included in any of the other tabs where you will either have to collect or pay sale taxes. You'll then have the next part of the spreadsheet which is our small business tracker. We have an overview page this completely updates automatically for us. We'll only have to enter in a start date here. We'll have a better look at that later. The next step is our inventory tab. Here we can keep track of all of our inventory, as well as our inventory value and our inventory profits. In here we'll enter both materials and products. The next step is a pricing calculator where we can calculate the prices of our products, make sure we include all those materials, labor and other costs, make sure all of our products are profitable. We have a product lock. In here we can keep track of all of our products and how much materials each of them use. which is mainly added for the fact that over in this section here, this is mainly included so that if you are creating new products, you simply select the product from the drop down, enter the amount of badges you want to create, and then in here it will automatically calculate how much materials it will use and how many products will be added. And this information can then be copied over to our create a tab, so that when we create products and we enter this information here, it will automatically update our inventory for us. The next step is our sales tab. So in here we're going to add all individual sales. So here you're going to add per product how many you've sold for each order. So for example, an order has only one item, it's added in one row. But if an order would have seven or eight items, you enter that similar order ID and all those individual items so that in the order tab, which is the tab following tab after this, you'll be able to find a summary of each of these orders. So this way, instead of if, for example, a customer ordered 10 products, and that way you would have to keep a check of the status of each of them, we have tried to make this a little bit easier and to summarize this information automatically for you into a list of orders. Now in the order tab you are able to select customers. So this is mainly for those that would like to create invoices for their customers. And this information is taken from the customers tab. So in here you can enter the name, street name and number, city, state, postal zip code, country, email, phone number. And And then based on those orders, it will show you per customer and amount of orders, what the total is and how much there is still left to pay. And then over here in the orders, you can easily keep track of that total. So the order date and order ID will show it. And that way you can use enter in status, select the customer and easily see per order what the status is, if the amount has been paid or if there's anything left to do still for that order. You now have a purchases tab. So if you purchase any materials, when you enter information here, this is the same for the sales tab, so when you sell products and when you buy materials, you enter that information and it will update your inventory. And both for the sales and the purchases tab, when you spend or make money, it will automatically update it in the bookkeeping overviews. The last step we have included is our invoice template and we have tried to make this as easy as possible. So in here you will only have to select an order number. and the full template will update automatically for you. So all you have to do after that is just click that print button, so you can just send that invoice out as soon as possible. So now we know a little bit how and what tabs that are included, let's go and have a better look at each of the individual tabs, and exactly how they link to each other, so we can see how we can make most of this spreadsheet. Now the first tab that we're going to have a better look at is our Start tab. So as we said, our Start tab is basically our setup tab for our Log, Custom, Year, Five-Year, and VATs tab. So in total, you can keep track of six, 65 income and 65 expense subcategories. Now, before we're going to do anything in this spreadsheet, what we recommend doing is clicking this little checkbox. on the top. We've included this so you can easily see on each of the tabs where you can enter or where you can change information. So anything else that is not marked yellow will automatically update for you or could contain formulas so we don't recommend touching. So for the setup of the spreadsheet we're going to leave this checked so we can easily see where we're going to make changes. At any point you can turn this on or turn this off, whatever you like. You can then change your currency on the top left here. To do this simply double click on this field Hit the backspace button on your keyboard and type a currency sign or abbreviation of your own. When you change it here, it will update in a complete spreadsheet, so you don't have to update it anywhere else. Then below it, you'll find the category setup section. In total, you can enter 64 income and 64 expense subcategories. The top ones, product sales and materials purchased should not be changed, as these are in our All of our overviews tab, the custom year and five year tab and this information updates automatically on the products we sell and The materials we purchase so be sure to leave these untouched below this you can enter your own subcategory So we've added some examples here sponsorships, ad revenue, freelance and to add a subcategory Just double click on the field and type it in. So for example example, you can just type it in like this You can enter any subcategory that works best for you. So again, 64 income and 64 expense subcategories that would not be product sales or materials purchased that you already keep track of in a small business tracker. Now you'll see a start date field on the top right here, and this is included as you can keep profit goals or keep track of profit goals for up to five years. So even though you can use a spreadsheet for 10 years or even 20 years, as long as you'd like, we have included the option to keep track of profit goals for specifically a five year range. So you can click that start date and then for each month you can set a profit goal. This section is completely optional. It will just be included in your custom year and five-year overviews as a profit progress. But again, if you don't have any goals and you just like to keep track of your income and expenses, you can leave this empty or you can just fill in the amounts. For example, this could be $5,000 and you can do this per month individually. You can enter this all at once or you can enter it as you go. It's completely optional and completely up to you. To change the start date, you just double click and scroll through the calendar and you can easily adjust it just like that. As you can see now it would start in 2024. Now in the log tab is where you're going to keep track of all your transactions. So your product sales and your materials purchase will update automatically based on the information from your small business tracker section of your spreadsheet. But there are plenty of other incommit expenses that might occur in your business. For example, you might make money from ad revenue from YouTube or spend money on marketing. And that is the reason why I've included this bookkeeping section of the spreadsheet. To enter a transaction, you make sure you enter the date, the amount, if you like a VAT or sales tax collected or paid, if you keep track of this, and even a second one, the category and the subcategory. If for example, on the 1st of January, And if you'd like, you can enter an ID number if you would like to identify each purchase or each income that you've received. But this is optional. In this amount, we recommend entering the amount that you get taxed on. So this can depend on what type of business you have, or in which country you're located, or even what state you're located in, on how this is tracked. For example, in the country where I'm located, I get taxed on the net amount. So that would be, for example, if I would, let's say I spent a hundred dollars on some office supplies. Then I pay $100 in store, but of that $100, $80 is the net amount and $20 is the sale tax. And I would have to split this because the $20 I would get back from the government. And that is just my situation. This is different in every country and it also could depend on what type of business you have. So be sure to check with your revenue agency or your accountant or bookkeeper how you will need to keep track of this. But in my situation, this would be $80 that I would get taxed on. and twenty dollars of sales tax that I've paid but I would get back in the future. This column I'm going to need so I can just click on that shift or hold that shift button on my keyboard. Click on those colors and hide them. So that way my overview will just show what I need. And then I would select expense. And I would select office supplies. Now this works the same way for income. So let's say on the 1st of January, I billed somebody $1500 for a sponsorship deal that I did. Now let's say I had to charge him also the sales tax on top of it of $300. I add this information in here and I just select sponsorship. Now when I add this transaction, so it's here. If I would go to my custom overview, I can see that automatically these expenses had now been added. So we can see those office supplies and we can see those sponsorships here. So all transactions we add in here will automatically add or re-edit to these overview tabs. And then all you have to do is change the date range on the top here. For example, if we would have started on the 1st of February, we can see... No information is shown because we don't have any transactions for February or March yet. Product sales and materials purchased will always show on the top, and then all the 64 below it will automatically show from highest to lowest. Then over here, you'll see an income breakdown. So you can click on the graph and hover over it. The same for expense breakdown. And these will update automatically. And if you've set a profit goal, you'll be able to see a profit progress. So our profit goal was 10,000. But at the moment, we'll have 1,420. So we're 14.2% on our way to reaching that 10,000 profit goal for the time frame that we have selected. Cash flow, so how much income, how much expenses, and your profit margin. So how much of your income was profit. So in this case, of our income, $1,420. was profit, so that will be roughly 95%. Over here, you'll be able to see also the total of the sales tax and VATs. So this will show the total of both the columns. But if you need a breakdown of them separately, you can head over to the VATs and fees tab on its own. So on our year overview, all we have to do is just simply change the start date on the top here. So you just double click for the calendar and you can start on any day. and any month and basically it will show you a full year overview. So if you would start on the 1st of January you can see all of that information we added automatically will update for us in all of our graphs and all of our tables. Now if you would start on a date that's different from the first, for example on the 10th of January, so just know that these overviews will then show from the 10th of January till the 9th of the next month. So we'll always show exactly one month. If you scroll further down now we've already minimized this view. But what we can see here is that you'll have a breakdown of all of these. So there will be 65 lines in total. And you can easily make this a little bit more of a compact view by clicking on the top row, holding shift on your keyboard, clicking on the bottom row, right clicking and clicking hiding. rows. That way we have a little bit more of a compact view. You'll be able to see month by month for each of the categories, as well as a total and an average. And this is for both income and expenses. Then on here, you'll be able to see the goals that you've set in the start tab and your actuals. how your profit compares to that. You'll be able to see a profit month by month, income for the year breakdown, expenses for the year breakdown, year-to-date profit. So this will update automatically for you. Your profit progress, so how far you are to the yearly goal that you've set, and a cash flow month by month here. So once you click and hover over these, you'll be able to see the income, expenses, and profit month by month. The same information that you can see in this table over here. So this is basically how the year tab works, and the five-year tab works very similar. So again, you just enter in a start date by double-clicking. clicking on here and also for this you can start on any day that you like in any month and then it will automatically show you that year breakdown. We've already minimized the overview over here so you have a nice and compact view but also for these at any point you need to hide or make rows available you click these little arrows or right click and hide them to have a nice and compact view. Over here you'll be able to see a profit year by year, an income breakdown, expense breakdown for the five years and a profit versus the goal for the five years, cash flow year by year and all. Also for the five years, the profit progress. And then if you scroll down, you'll be able to find a breakdown of year by year of each of the subcategories. The last tab of the bookkeeping section is included was that VAT tab that we had. Now over here, you'll be able to see a total of how much you have collected in sales tax. So this is from your income and how much you've paid in sales tax. So from your expenses. And you'll be able to see the difference over here. Also for this, you can just adjust the start date by clicking on the top here and picking any start date that you would like to choose from. For example. if we would have started on the 80, you can see no information is shown because we don't have any transactions for this. On the first we can see there's the $300 that we collected from our income and $20 that we had to pay for those office supplies. So now that we've had a better look at our bookkeeping section of a spreadsheet, let's have a better look at the second section of our spreadsheet, which is the small business section. So the first step of the small business tracker section you'll find is our tracker overview. We're going to have a better look at this later as this updates automatically on information from all of our other tabs. So at the moment it's completely empty so we cannot show you anything. And what we would recommend doing is first heading over to the inventory tab. So in the inventory tab you can keep track. of the materials as well as your products. So it's basically your full inventory. And we've set this up in a way that is as automized for you as possible. So you enter that information once, and then your current stock and your status of your stock will update automatically for you based on products you create, materials you purchase, and products you sell. Now to enter a product or a material, what you'll have to do is enter the information that you'll see here in the yellow fields. So it's marked in yellow fields. and specifically the information that is added over here. Now not all tabs are mandatory, but you will have to enter the type and the item, as well as the start and the minimum amount for this to function properly. A category is completely optional as well as the SKU number, but this is just more included for those. They would like to group their products or materials together. Now to enter in a product or material, what you do is just click my dropdown. And for example, if you select product here, let's say you sell soap. So say you make an orange. So let's say you sell a winter soap. Winter soap and that would be part of your soap bars. We could give this a skewed number and for example you currently have 100 of these in stock and you want to make sure you always have 75 of these in stock. Based on that minimum that you set for each product or material it will show that status. So you can enter any minimum amount that you'd like here to always be sure that you have in stock. For example, you know that when you reach 75 and they sell quite quickly, they always will make sure you have 75 that you never run out of stock when customers order those products. Now over here you can see that when you select a product, these fields will still be yellow and these will be greyed out. So the orange section is for the product and the pink section is for our materials. So we've split these when it comes to entering information. The next information you can enter is the item price. So this is how much you would sell the item for without any sales tax or discounts included. So let's say for example this would be an 8 euro or an 8 dollar base price and your cost is 3 dollars for this product. So you can see that the price is very low. You'll be able to see that this is a $5 profit with a 63% profit margin. And you can see your inventory value. So this is your item price times how much you currently have in stock. So that's your inventory profit, which is your profit times how many items you have in stock. All of this information gets updated automatically for you in the grey fields. So entering material, it works a little bit different. So you enter in the material, and then you can enter in the item name. So let's say, for example, you use packaging. So this is packaging. Let's say small, so something small. smaller you might use and you would like to put this in a category. You can answer as many categories as you like. This is just for your own personal reference, and you can customize these by clicking on this little edit button. This will pop up. And for example, we can just replace this for packaging or we can add more. And then we just click done and apply to all and click on that little X. So we don't need the section anymore. I'll say packaging. We'll call it packaging one. So for these, we currently have 250 in stock and we want to make sure we always have 400 in stock as we use a lot of. of these, we can see that now the status would update to low stock. Now, as this is a material, all of this is grayed out. So we're going to head over straight to this section. Now, packaging might go for per unit. So let's say they're little boxes. You could just do a unit of each. And what you could do is you can enter in a price here and a number of units. So as with materials, you often buy in bulk. What we have done is the option to calculate the price per unit. which is both needed for your pricing calculator but also to calculate your inventory value. So let's say you always buy your packaging in bulk and you pay $75 and for those $75 there's 500 of those small packaging included. That will mean that each item will cost 15 cents and will give you an inventory value currently of based on what you have on $37.50. Now if you have material, like for example glycerin, that might not work with each, but it might work with something like grams, ounces, or whatever unit of measurement you use, you can pick what works best for you. So in our situation, we added here glycerin as an example. For example, if we prefer to keep track of this in grams, because when we create soap in our pricing calculator, we're going to use grams to measure it. then enter grams in here, enter the price that you pay for it and the amount of units that it contains. So for example, you buy five kilograms for $50, it would be 5,000 units, so 5,000 grams in that what you purchase. So the price per unit would be one cent. Now, again, this works completely different on what product you use. It could be milliliters, ounces, kilograms, and just add it in whatever way you would normally calculate your prices or you would create your batches. So if you create a batch or product of something, And just think about how you would keep track of how much you would use of a product. That's how we would recommend adding it over here. Because that's the easiest way for you to update your stock or keep track of your stock. Now for materials, you can also enter in a supplier. So this way you can easily see where you can get that product from. This was mainly included for those that buy a lot of products. And maybe from a lot of different suppliers. That way you don't have to keep a separate list. And then this will also be shown as a drop down in your purchases. So this could be from the supplier example B. We're just giving an example here. But that way you'll easily know when is this loan stuck, where you will need to go to reorder this. Now it's important that we set this tab up first because most of our other tabs will withdraw information from this product and material list over here. So again, while the category and the SKU number are not mandatory, make sure you do enter all your materials and items in here first before you head over to any of the other tabs. So now that we had a better look at our inventory tab, let's have a better look at our next step, our pricing calculator tab. And this tab was included for those that are creating products and we like to make sure that their products are profitable. And what you can do is over here is basically first you enter the product that you're creating in the inventory then you select it from the drop down here. So for example we're going to calculate the price of winter soap. The SKU will load automatically for you and what we have done is we have set this up in a batch method. So if for example you would create soap often you would not create one at a time but let's say when you create a batch you would create 10 at a time. This way you can just enter in how much material, labor and other costs it will take you to create that batch, instead of you having to calculate how much it would be for each of them. So this way whenever you create a batch, just enter how many quantities or how many are in that batch and then enter exactly how much materials, labor and other costs are included. Now you can enter here profit margin or a profit and then you can switch between the two on how you want to calculate that sales price. And then if you'd like you can also enter in a sales tax here to see how this would influence, same for the discount, your final sales price. So in here what you're going to want to do is just enter all the materials that the batch would need. So let's say we create winter soap and we need glycerin and let's say you use for this batch 500 grams of glycerin. We can see that with the unit of grams and the price per unit, a total cost of our materials would be five dollars. Now let's say you're creating 10, so you would need 10 small packages to create this. You can see per each 15 cents per unit, so that total cost would be a dollar and 15 cents. Now of course, if you have your materials entered in your inventory, you'll see all of these in the drop down here and all you have to do is the number of units, so you see over here, and then everything else gets automatically calculated for you. Now we don't have any more materials in here so we're going to just leave it as this is. For the labor cost what you could do is set up the different hourly rates or you could split it by activity. If you have multiple people that work with you and you charge each of them a different hourly rate what you could do is enter their name here for example employee number one might always make them and you should charge him $15 an hour then you could see exactly how much the labor costs with me maybe for employee number two that works in um Packaging, you know they have been here longer or you might pay them more, $20 an hour. You could enter this here or you could split it per activity. So it's creating packaging, cutting the soap. and just enter the different hourly rates here then just enter the amount of minutes it took so if it took employee one for example 20 minutes to create a soap then the total labor cost will be five dollars for that batch if it took employee to 10 minutes to cut and pack the soap it would be an extra three dollars and 33 cents of labor cost for that batch any other costs that you have not included in materials or labor could you could add over here We recommend adding most of your information over here, but we have included this for those that, for example, would like to include overhead costs or any other costs that might not be part of materials or labor. Now, once you enter this information here, you'll be able to see the total cost. This is the total cost per product, so it's already divided by 10 for you. And then you can see that based on either if we want to add profit or add profit margin, what our base price would be for that product. So if for example instead of calculating by profit margin, what we could do is we want to make sure that each of our soaps always makes four dollars in profit. We enter four in here and then you add profit and you can see your total cost per product is a dollar and 48 cents. And with a profit of four dollars you would have to sell this product at a base price or an item price at five dollars and 48 cents. and basically you should add a discount. So for example you want to charge a 20% discount and you want to see how this influences the sales price, you can enter this information in here as well in the yellow fields. On the right section here we have included this section and this is basically information that you're going to copy and paste over to your product log. So once you've created a product, you've calculated the price of it, this section creates a summary for you and in your product you can keep track of how much materials are used per batch and the info for each of the products. So you're just going to click on this top field, scroll down to the most bottom right field, hold shift on your keyboard and right click on it. Now right click and select copy. Now you're going to head over to your product log and you'll see all of these are completely empty over here. You simply right click on the top on that product name here, right click, select pay special and then select values only. And now as you can see, basically that information that we had in that pricing calculator. So again, you select, right click, copy. Product locked, select the top, the product, right click and paste special values only to make sure you get all these different colors. And then you can see all the information that we have thus entered in that pricing calculator will now be summarized here for you. Now the reason we have included this section is that when you create products and when you create new products, this way you can easily calculate how much raw materials used and how much new products are created so that we can easily update your inventory. We have all of this information over here. And now let's say, for example, you want to create some new soap. So you want to create winter soap because that's the only product we have entered over here at this moment. And let's say you want to make three badges. Now you'll instantly see that you'll create 30 new products. There will be a total base price of what you would sell for is $164.50 and a total profit it will result in of $120. You also see that this is information we're going to copy over to our created tab. So you'll see that you'll add 30 winter soap. It will use 1500 grams of that glycerin and it will use 30 small packages. Now a feature that we have included here is that if for example you up this amount, let's say you want to make 15 batches, you can see that this will color pink and basically it will show you that you currently do not have enough glycerin in stock to create this amount of batches. So this way you can easily see oh I have to order glycerin first before I would start to make these batches. Or you can see that, oh, I would need to create a lesser amount of badges. For example, I could make, you can just go down. I could make five badges. And with five badges, I would still have all the products or the materials and stock that I would need. Now, this information, you click on this left field here. And then you just scroll down as far as you need to go. So in this case, it will be that right field, that packaging here, because there's nothing below it. We right click and select copy again. Now we head over to the create a tab. We right click on the top left field that is empty. Pay special. Again, we recommend clicking on values only. Now this information gets added and it also adds and it automatically adds today's date for you. So you can easily see when you created the products and when you use the materials. And now if we would head over to the inventory, we can see we started with $5,000. And now we have 2500 left as we've used 2500 to create those new products. So this is basically easy way that you can update your inventory and you can keep track of both your materials and you can keep track of how much materials are used for each product. So the way you also know when you're creating a new batch, you can just look at this sheet and see exactly what you would need. And you just select a little drop-down box and depending on how many products you want to create, you can see exactly how much profit you'll get. how much material we need, so what you'll need to get ready, and you can easily see if you have enough materials to actually make this. So all of these tabs are linked, so I know it's a little bit complicated, and we're showing a lot of things at once, so be sure to just review this video again if you need to, or send us a message if you have a question. But we really try to make this as interlinked as possible, so that once you do the work, and once you calculate those prices, you only have to calculate the prices once, then save that information in your product log. And then when you want to create new products, all you have to do is just select how many you would like to create and then update it in that create a tab so that your inventory will automatically be updated for you, both for your materials as well as your products. Because, for example, you can see that winter soap, now that extra 50 have been added. So this way you don't have to manually adjust that inventory. So that's basically how the pricing calculator, the product log and the create a tab work. So we've done three tabs at once. And then the next step we're going to have a better look at is our stills tab. So at the moment you actually make a sale, what you're going to do is enter the sale per row per item over in here. Now the reason we have done this is so that in this tracker you can keep track of all the individual sales and the product sales that you've made. So where you're going to enter is the order date. the order ID, this is mandatory, the item and then the quantity. So if, for example, we select, do a double click and select the 1st of January. And this was our first order of the year. Let's just give it a simple name. And we sold a lavender soap and we sold two of these items. Now we instantly see that this was a product. This was the product SKU number. This automatically loads for us. The item price is $7.50 and that is an item total of $15. Now, if you charge any discounts, you can manually add to this in here, for example, $2.50 off. You can see that that order total automatically gets adjusted here. Now your sales tax and VAT is not automatically added. You can calculate this or enter this in manually over here as well. If you have a set sales tax and VAT, depending on where you live, that you might charge, you can enter in a simple formula. And to do this, you just type in the equal sign and then you type in the order total and you can times. which is the little star sign, open up the bracket, enter in your sales tax rate. So if, for example, this would be 20%, you type in 20 and then divide that by 100, because we're going to make sure that this is a percentage. So if it's 25, it will be 25. over 100, 10% to 10 over 100, and then we just click enter. Now we can see that sales tax will automatically be calculated for us. And if we want to do this for multiple of our products, we just drag this down, and then this will automatically be a formula that will calculate this for us. But as sales tax and VAT is different for everybody, and some might have one or two, we have left these empty, and you will have to enter this as a formula yourself. If you have a second one, you can also enter this information here. And you can see you just drop down. and it will automatically calculate all those information you enter for you now. Now the reason why we have a sales tab as well as an order tab is because not every customer might only order one product. Some customers might order three, four or five products. So this way, instead of in this overview at the individual sales, at the individual products, keeping track of, we have entered that order tab that will just summarize everything per order for you. So if for example, let's say this order was finished and let's head over to that order tab. We can see that all of that order information has automatically loaded for us. We can see the order date, our order ID number, the order total, the sales tax and VAT that we charge them, and then also the total amount. So this is the order total plus the sales tax and VAT. If you'd like, your customers... pay upfront. We have included a section over here that you can keep track of how much has been paid and how much is left to pay for each order. So you can easily see how much is still standing open. Basically now some of you might sell products online and everything is paid upfront. So this section is unnecessary and what you could do is just simply enter in a little formula here should you use that invoice template. Now some of you might just sell products online and everything is paid upfront. So then this section is unnecessary. But if you don't, then you could make use of this section. For example, if a customer paid $515, it will automatically update to partially paid. So now you can see that order information automatically shows for us as a total here. And if we would go to sales and let's say the customer actually on that same date. So what we could do is if it's just the same order number is copy it. And we could paste it, for example, on. multiple rows if they would have multiple products to make a little bit easier and let's say they also ordered lemon soap and winter soap we just enter in those ones here and we can see all of that information automatically gets updated now if it's easier you can enter the sales tax or vat per product or you can just enter it on one line so if somewhere else if you have a program that you use and it shows you the total it will just show that total in that order tab so you can also just enter it on one of the lines it's the same for the disc discounts so you don't have to add that per item let's say on this total order they got a five dollar discount because they spent let's say for example over ten dollars or over fifteen dollars you can enter this information here and then your order it will just show that order total as well as that sales tax in total so don't worry about where you would add this as sure as it's added to that order id so now we can see we enter that information and in the order we can see that total order has now been updated so this way instead of having to keep track of on an individual per item, the preparing, where you are at with your order, you can just see this all summarized in the order total for you. You can see the total and the summary for you. And that way it's just a little bit easier to keep track and an overview of it. So in here you see your order overview. and if you would add more orders you can see that this list gets growing and then what you can see is over here you can enter in the last updated so you can easily keep track of when you've last looked at this order you can enter the status so in total you can enter 10 status options we've entered some examples but you can easily edit this by clicking on this little edit button you cannot add more than 10 it will only keep track of the 10 that are currently included so make sure not to add more You can enter the customer over here. This is mainly included for those that use the templates at the end. Because basically that way you will only have to select an order number and then it will load all other information automatically. The customer information is withdrawn from the customer information tab. So over here you can enter in the name, street name and number, city, state. postal, zip code, country, email and phone number. Any of these are optional, but if you send packages then you would need this information of course. And then it will also show you per customer how many orders they place, the total and how much they're still left to pay. So for those that have a lot of repeat customers, it might be easy to keep track of how much they still have to pay you if they don't always pay up front. So for example, we just enter an example, example street one, and city example, and state example states. We're just going to enter in some fake information and country, let's say the USA for example. Now if we go to our orders over here we can see a drop down of all those customers so we can easily select from that drop down. And now you can just enter in a status. So let's say for example it's just been ordered and you've last updated this on the 1st of January when it was ordered. And now you can see all of this information in an easy to use overview. At any point let's say on the 2nd, now you're preparing it you can You can just update this information so you can easily see where you are for each order and what the status is. Now, another thing that might be good to know and that we forgot to mention, but we do quickly want to show you, is that in the sales section, we've actually added a dropdown for the materials as well as the products. The reason why we've done this is because, for example, if you are using... packaging that you might be using to package the complete order in. So not the packaging per item, but a box that you might use. You want to make sure that it's popped up in here as well. So let's say in your inventory, for example, let's make something up. Let's say with each order, you send a thank you card. You can see this part of packaging. You also make sure you have a thousand of these in stock for example or you have currently a thousand stock. You want to make sure you have 500 of these in stock. Now if you would go over to that sales and if for that order you also want to include a thank you card and it's also what you would like to get track of. You just enter in the amount here. You just enter in the number of items that you include of that material. As you can see it will not be added to the item total or the order. order total of the customer. But what it does do is it updates your inventory. So now you can see that a thank you card that inventory has updated as well. So this allows you that in your sales, that per order, any extra material that you include, like thank you cards, packaging, boxes, any other little flyers that you might include this way, you can still keep track of them without them influencing your sales totals. So yeah, that's basically how the sales tab, the customer tabs and the order tab works. And now if we head back to the customer tab, we can also see that now for that customer, we can see that one order total. We can see that total and it left to pay is $31.20. And it's basically because we have not entered any information in here. If your customers always pay up front. What might be easier to do is just enter an equal sign and then enter the total amount here. You can click on the suggested autofill or copy and paste this later as an enter. And then basically this way it will always show as paid. So that way you don't have any unpaid or left to pay information over here. So this will always just show as empty or accurately. So this is just a little trick but we wanted to keep this open for those that do not have customers that pay upfront or only partially pay upfront. So now we had a better look at our sales, customers and orders tab. And what might be good to know is that all of this information you get added here automatically gets added to those bookkeeping overviews for you as well. So not only the total of your sales, you'll be able to see, but you'll also be able to see your full bookkeeping overview, your product sales, your sales tax and BAT that you get charged. And now we're going to have a look at the purchases tab and then the materials purchase will also update for us. And that will be in all of our bookkeeping overview tabs. There's one section that we still want to show you and that is that little x or that little column over here that we have included. Now this section was included so that when a customer cancels a sale or returns an item that you don't have to go looking for it and cross everything out automatically. But basically you just click this little check box and it will be added back to your inventory and it will be taken out. out of your order total. So your bookkeeping overviews will automatically update as well. So as you can see, we click the checkbox. Now if we would head over back to that inventory, we can see that the lemon soap is still an inventory of 45. So it's not been taken off anymore. And we can see that that order total has been blanked out as basically now our order total is zero for this specific item. And it will have updated our order total as well. If you've entered a formula in here that sealstacks and VAT will automatically update. be calculated as zero. But if you are manually entering your sales tax and VAT here, then don't forget to remove this as this will not automatically update. Now if you entered that formula that we showed you in here to calculate that sales tax or VAT, you can see that this automatically has updated to zero. But if you've not entered in a value manually, it will always show that less entered amount. So then be sure to delete this as or else that sales tax or VAT will still show in your overviews. Now, the next step we're going to have a better look at is our purchases tab. And this works the opposite way of our sales tab. And this is just our materials that we purchase. So any materials that we purchase, you can enter in here. So we'll update your inventory for you. So what you can do is enter your order date. So let's say, for example, On the 1st of January we wanted to order glycerin and the statin is currently ordered. We're going to order that from supplier A or example A. And this information is taken from the suppliers that we've entered over here. So we can easily see where we need to check the status of each order. Now let's say we ordered glycerin. We can see the unit is grams of how we keep track of this. And then let's say we buy 10 kilograms. We now know that will be 10,000 grams. So this way we enter in the same gram, the same unit that we're tracking in in our inventory tab. And now what you can do is enter the amount here. So this is what you were charged and what you are going to add to your bookkeeping overviews. So let's say this was $100. And on top of that, you are charged $20 in sales tax. So this is the net amount, so the amount that you'll be taxed on. and this will be the sales tax and VAT. So basically the same way as we showed you in that log tab. So now basically when we enter in all this information here, we can see that if we head over to our inventory, that at the glycerin, it's not been added yet because what we have done is we've set it up in a way that it only gets added at the moment that you actually receive your information. So because only at the moment you receive it, you actually would have it back in stock. So let's say you receive it on the 3rd of January, you can just simply switch this to received. And now if we head over to that inventory, we can see it has been added and all our glycerin is back in stock. If we now head over to any of our overviews we can see that at $100, so that net expense and that sales tax and VAT has been added as well as in our year overview, materials purchased, as well as in our five-year overview. And that is basically how the purchase tab works. Also these we've added a bunch of rows, you can always add more if you need it. Now before we head over to our template tab let's have a look at our tracker overview. Now that we've added some more information in all of our other Now to change this overview, all you have to do is just switch the start date on the top here. Now not every section is linked to the start date, but we'll show that in a second. So if, for example, we would have started on the 1st of February, we can see the year overview and the month overview are completely empty. So we have not sold any items during this timeframe. So let's head back to the 1st of January. Now we can see we have a full year overview. So we'll be able to see our order average as well as our daily average. So it's divided by the amount of days in that month. our total and our year-to-date total on the left here we'll see be able to see our orders so we had a one order in total of 26 dollars so if we go back to that tracker overview and we can see we sold four products so that will show those individual products should you mark it as returns or anything like that, it will automatically update this tracker overview. Because now for example it only showed two. You can see that order average and the total has also automatically been updated. Over here you'll be able to see a year to date earnings. So this will go up and down this month to month. And you will see that go up. So this will just show this information. You'll here be able to see a monthly product sold and earnings. So if you click and hover over this you'll be able to see how many products you've sold, as well as how much you've earned for each of the months. Based on this information, if you scroll down, you'll also be able to see a top 20 chart here. So for the year you've selected, you'll be able to see the top 20 products that you have sold. So you can see them in order from highest to lowest, so you can see your most popular products. Over here, you'll also be able to see a daily product sold and earnings, and you can see this for exactly one month. And to change this, you simply click on this field or double click on this field and select a start date. So here you can see, for example, on the 1st of January, we see four products sold and our earnings were $16. So if we would go to the 1st of February, we can see this is completely empty as we have not sold any products during that month. Now, also based on the time frame that you have selected, you'll also be able to see the order status. So that is from your order. So you can see exactly for the year that you've selected, how many orders you're preparing or any other status that you have. And that will show those 10 different status options that you have included. And over here, you'll be able to do the same for the purchase status. So all the materials you have purchased. Now if for example at a certain point you might have already delivered a lot of orders, so what you could do is once that pops up over here, once you have any orders that have been delivered, let's say for example if we go back and you finish this, so we switch this to a status of delivered. We go back to the tracker overview. We could exclude this subcategory basically. So that way you could easier see how much you're preparing or ordering or how much you're packaging up. But anyways basically all those orders that have been delivered will be excluded from that little overview. And this works the same for the purchase status. So this will show for that year that you have selected. Now there's one section included in the bottom that is not dependent on your date and that is the inventory. So even if we would switch to the first of February, We can see all other information is empty, but our product and material inventory here on the bottom will show the top 20 products of the list that are in low stock or no stock. So for example, here we can see all of our product inventory. Everything would be in stock, but let's say if we would have a minimum for the lavender soap of 250, just to show an example, we have over here, we can now see the lavender soap bar. Our minimum stock is 250. We currently have 50, and it's low stock. And it's the same for the packaging. So that way, without having to scour through your inventory, in a glance you can instantly see which products you will need to create and which materials you will need to order. And then this will automatically update once you either create those products or you purchase those inventories. So everything else basically is dependent on the year that you've selected, but only those two inventory overviews because that's something depending on a date. It will always just be dependent on currently what you would need. And that's basically how the tracker overview works. And the last step we have included is is the template tab and this was included for those that would like to create this for their customers and we have tried to make this as easy to use as possible so all you have to do is select an order number now you can see a couple of yellow fields as we cannot fill in all of that information for you but over here what you can do is enter your own company name and then once you select that order number so let's say we select order number one that's the only one that we have we can see that the date order date was the first january 2020 We can see all of that information that we've entered from the customer tab. So the customer information will update for us. And in here we can see exactly what they ordered. So the lavender soap, lemon soap, winter soap, the unit price and the total. Over here you'll be able to see that subtotal that we had added over here, the discount that we've given the customer, and that sales tax that was added based on our calculations. If you have a second sales tax that will show as well, you can customize these names to something else that's more applicable to you. So sales tax, VAT. or QST if you're for example located in Canada. And then they'll be able to see the total here. Now you can see the amount paid and based on your orders. So for example if you would enter here 10 that's all they paid. They will also be able to see how much is still due. And if your customer still needs to pay information you can enter your payment details over here. And if there are notes information you would like to include you can also add that in here. You can customize this phrase at the bottom here to something that works for you. and you can customize the name on the top here as well so you can make it a little bit more to your style. Now what might be good to know is that it's set up to show 10 products at most, so there's 10 lines included. Now if you would like to make this template a little bit more neat for each of the customers, so let's say you want to print this, what you could do is hide these rows. So you select these rows, right click and hide them. A warning will pop up, just click OK. But now you can see you have a nice and compact view. Be sure to turn off the yellow information first, because that will print on there. So head back to that startup if we would now turn this off. And now we can see that we have a white, nice, clean little template. You just click on print and you can see that if you, for example, do fit to height, it was automatically updated. You can click from letter size or an A4 size. And this way you can just print it and include this with your order as easy as that. Now you can click cancel. And for the next purchase, you could just make these lines or rows available again. If you regularly have customers that order more than 10 products per order, send us a message. And we'll see if we can include an extra template for you with 20, 30 or as many rows as that you would need. So that you can enter more information and basically. So just send us a message and we will be able to add that for you. Now, you can just switch between these order numbers every time and like we said, all the other information will update automatically for you. So this is all taken from their sales tabs, order tabs and the customer tab. So we try to make this one as easy to use as possible. And that is basically how all the tab works. Now there are a couple of tricks that we would still like to show you to make so you can make a little bit more use out of the spreadsheet. And that is how to include filters. And we're going to show you this on, for example, the inventory tab. Now some people might have a very short inventory, some people might have hundreds of products and it can get a little bit tedious to view these. So you might want to filter them by category, or by SKU number, or by what is in low stock. And an easy trick to do this is you click on that type here on the top, hold shift on your keyboard, scroll all the way down, click on the most bottom right field. Now we scroll up. and click on this little like funnel item over here and this will include filters. A warning will pop up, you can click OK. And now for each of the columns you will be able to filter them. So for example if you would only want to show the product set or materials that have low stock, you just click on this little filter. You just select what you would want to see, so you don't want to see the in-stock products. Click on OK. A warning will pop up, that's just because this contains formulas and we have added these warnings so you don't accidentally remove these formulas. But for this you can click OK. And now you can see it will just show all the products and materials low in stock. You click select all and okay. Again, I want to pop up, just click okay. Now it will show all information again. You can do this for category. You can do this for the type of products. So for example, you only want to see your materials. You can filter this way as well. And now you can see only your materials in here. You can select all and that way it will show them all again. So this will work for any tab and at any point you don't want to use the filter anymore, you just click remove filter and click ok. And then you can add it again whenever you need. So you can also do this with the sales tabs, the order tabs, the purchase tabs, all of these you can just basically update and filter them as you'd like. It might be good to know that for the sales tabs and the orders tab is that you can also hide rows. So like we've shown you in the other trick in the bookkeeping section and at any point that this overview just gets too long and you just have to keep scrolling. What you can do is let's say January, you finished all your sales, you're done for this month. You can just hide this information. So this way the information will stay and all of the rows will stay. They're just not visible. So top row, hold shift, click that bottom row, right click and click hide rows. Warning will pop up. You click OK. And now you have a nice and empty overview again. And all of that information will still be visible in your orders. It will still be visible in all of those earning overviews of our bookkeeping overviews. It will still be visible in... if you would switch back to January of course, in the tracker overview. But this way for your sales, your orders or any other tab, you can just hide the rows and any point you would like to make any adjustment, you can just make them available. So that way you can customize it and clean it up a little bit more throughout the year so you don't have to keep on scrolling. And that is basically how this template works. This was a lot of information, but we really tried to include all of those tips, all of that information and Just so you can make most use of this spreadsheet. We've tried to make it as easy and as linked and automated as possible. So you have to do the least amount of work. But if you have any feedback or if there's any features that you feel that are missing, be sure to send us a message and let us know. We're always trying to improve these products and we would love to know. Thank you so much for watching and have a great day.

To set up these bookkeeping tabs, we will have to enter information in our Start tab first. You'll then have a Lock tab, where we can keep track of all of our transactions. These are our income and expense transactions.

There are not any of the products sold or the materials sold. Because of these, we will keep track in our small business section. You'll then have an overview tab that has a custom date range. So basically, no matter if you would like to keep weekly, monthly or even quarterly overviews, you simply change the start and the end date. And this overview will completely update based on the transactions that you've entered in the log, the products you've sold and the materials you've purchased.

This works the same way for the year and the five-year overviews. The only difference is you just enter in the start date and then it will show you a full year and a five-year will show you a five-year time frame. The next step is our VATs tab and basically this will show a summary of all the VATs or sales tax that you have collected and the VAT and sales tax that you have paid.

So as we know there's some of you that have to keep track of a second sales tax or VAT. In the log tab we've added a second column so you can split these and you can easily keep track of each of the VAT or sales taxes individually. This is also included in any of the other tabs where you will either have to collect or pay sale taxes. You'll then have the next part of the spreadsheet which is our small business tracker.

We have an overview page this completely updates automatically for us. We'll only have to enter in a start date here. We'll have a better look at that later. The next step is our inventory tab.

Here we can keep track of all of our inventory, as well as our inventory value and our inventory profits. In here we'll enter both materials and products. The next step is a pricing calculator where we can calculate the prices of our products, make sure we include all those materials, labor and other costs, make sure all of our products are profitable.

We have a product lock. In here we can keep track of all of our products and how much materials each of them use. which is mainly added for the fact that over in this section here, this is mainly included so that if you are creating new products, you simply select the product from the drop down, enter the amount of badges you want to create, and then in here it will automatically calculate how much materials it will use and how many products will be added. And this information can then be copied over to our create a tab, so that when we create products and we enter this information here, it will automatically update our inventory for us. The next step is our sales tab.

So in here we're going to add all individual sales. So here you're going to add per product how many you've sold for each order. So for example, an order has only one item, it's added in one row.

But if an order would have seven or eight items, you enter that similar order ID and all those individual items so that in the order tab, which is the tab following tab after this, you'll be able to find a summary of each of these orders. So this way, instead of if, for example, a customer ordered 10 products, and that way you would have to keep a check of the status of each of them, we have tried to make this a little bit easier and to summarize this information automatically for you into a list of orders. Now in the order tab you are able to select customers. So this is mainly for those that would like to create invoices for their customers.

And this information is taken from the customers tab. So in here you can enter the name, street name and number, city, state, postal zip code, country, email, phone number. And And then based on those orders, it will show you per customer and amount of orders, what the total is and how much there is still left to pay.

And then over here in the orders, you can easily keep track of that total. So the order date and order ID will show it. And that way you can use enter in status, select the customer and easily see per order what the status is, if the amount has been paid or if there's anything left to do still for that order. You now have a purchases tab. So if you purchase any materials, when you enter information here, this is the same for the sales tab, so when you sell products and when you buy materials, you enter that information and it will update your inventory.

And both for the sales and the purchases tab, when you spend or make money, it will automatically update it in the bookkeeping overviews. The last step we have included is our invoice template and we have tried to make this as easy as possible. So in here you will only have to select an order number. and the full template will update automatically for you. So all you have to do after that is just click that print button, so you can just send that invoice out as soon as possible.

So now we know a little bit how and what tabs that are included, let's go and have a better look at each of the individual tabs, and exactly how they link to each other, so we can see how we can make most of this spreadsheet. Now the first tab that we're going to have a better look at is our Start tab. So as we said, our Start tab is basically our setup tab for our Log, Custom, Year, Five-Year, and VATs tab.

So in total, you can keep track of six, 65 income and 65 expense subcategories. Now, before we're going to do anything in this spreadsheet, what we recommend doing is clicking this little checkbox. on the top.

We've included this so you can easily see on each of the tabs where you can enter or where you can change information. So anything else that is not marked yellow will automatically update for you or could contain formulas so we don't recommend touching. So for the setup of the spreadsheet we're going to leave this checked so we can easily see where we're going to make changes.

At any point you can turn this on or turn this off, whatever you like. You can then change your currency on the top left here. To do this simply double click on this field Hit the backspace button on your keyboard and type a currency sign or abbreviation of your own. When you change it here, it will update in a complete spreadsheet, so you don't have to update it anywhere else. Then below it, you'll find the category setup section.

In total, you can enter 64 income and 64 expense subcategories. The top ones, product sales and materials purchased should not be changed, as these are in our All of our overviews tab, the custom year and five year tab and this information updates automatically on the products we sell and The materials we purchase so be sure to leave these untouched below this you can enter your own subcategory So we've added some examples here sponsorships, ad revenue, freelance and to add a subcategory Just double click on the field and type it in. So for example example, you can just type it in like this You can enter any subcategory that works best for you. So again, 64 income and 64 expense subcategories that would not be product sales or materials purchased that you already keep track of in a small business tracker.

Now you'll see a start date field on the top right here, and this is included as you can keep profit goals or keep track of profit goals for up to five years. So even though you can use a spreadsheet for 10 years or even 20 years, as long as you'd like, we have included the option to keep track of profit goals for specifically a five year range. So you can click that start date and then for each month you can set a profit goal. This section is completely optional.

It will just be included in your custom year and five-year overviews as a profit progress. But again, if you don't have any goals and you just like to keep track of your income and expenses, you can leave this empty or you can just fill in the amounts. For example, this could be $5,000 and you can do this per month individually.

You can enter this all at once or you can enter it as you go. It's completely optional and completely up to you. To change the start date, you just double click and scroll through the calendar and you can easily adjust it just like that.

As you can see now it would start in 2024. Now in the log tab is where you're going to keep track of all your transactions. So your product sales and your materials purchase will update automatically based on the information from your small business tracker section of your spreadsheet. But there are plenty of other incommit expenses that might occur in your business. For example, you might make money from ad revenue from YouTube or spend money on marketing.

And that is the reason why I've included this bookkeeping section of the spreadsheet. To enter a transaction, you make sure you enter the date, the amount, if you like a VAT or sales tax collected or paid, if you keep track of this, and even a second one, the category and the subcategory. If for example, on the 1st of January, And if you'd like, you can enter an ID number if you would like to identify each purchase or each income that you've received. But this is optional. In this amount, we recommend entering the amount that you get taxed on.

So this can depend on what type of business you have, or in which country you're located, or even what state you're located in, on how this is tracked. For example, in the country where I'm located, I get taxed on the net amount. So that would be, for example, if I would, let's say I spent a hundred dollars on some office supplies. Then I pay $100 in store, but of that $100, $80 is the net amount and $20 is the sale tax.

And I would have to split this because the $20 I would get back from the government. And that is just my situation. This is different in every country and it also could depend on what type of business you have. So be sure to check with your revenue agency or your accountant or bookkeeper how you will need to keep track of this.

But in my situation, this would be $80 that I would get taxed on. and twenty dollars of sales tax that I've paid but I would get back in the future. This column I'm going to need so I can just click on that shift or hold that shift button on my keyboard.

Click on those colors and hide them. So that way my overview will just show what I need. And then I would select expense.

And I would select office supplies. Now this works the same way for income. So let's say on the 1st of January, I billed somebody $1500 for a sponsorship deal that I did. Now let's say I had to charge him also the sales tax on top of it of $300. I add this information in here and I just select sponsorship.

Now when I add this transaction, so it's here. If I would go to my custom overview, I can see that automatically these expenses had now been added. So we can see those office supplies and we can see those sponsorships here.

So all transactions we add in here will automatically add or re-edit to these overview tabs. And then all you have to do is change the date range on the top here. For example, if we would have started on the 1st of February, we can see...

No information is shown because we don't have any transactions for February or March yet. Product sales and materials purchased will always show on the top, and then all the 64 below it will automatically show from highest to lowest. Then over here, you'll see an income breakdown.

So you can click on the graph and hover over it. The same for expense breakdown. And these will update automatically. And if you've set a profit goal, you'll be able to see a profit progress.

So our profit goal was 10,000. But at the moment, we'll have 1,420. So we're 14.2% on our way to reaching that 10,000 profit goal for the time frame that we have selected. Cash flow, so how much income, how much expenses, and your profit margin.

So how much of your income was profit. So in this case, of our income, $1,420. was profit, so that will be roughly 95%. Over here, you'll be able to see also the total of the sales tax and VATs.

So this will show the total of both the columns. But if you need a breakdown of them separately, you can head over to the VATs and fees tab on its own. So on our year overview, all we have to do is just simply change the start date on the top here.

So you just double click for the calendar and you can start on any day. and any month and basically it will show you a full year overview. So if you would start on the 1st of January you can see all of that information we added automatically will update for us in all of our graphs and all of our tables. Now if you would start on a date that's different from the first, for example on the 10th of January, so just know that these overviews will then show from the 10th of January till the 9th of the next month.

So we'll always show exactly one month. If you scroll further down now we've already minimized this view. But what we can see here is that you'll have a breakdown of all of these. So there will be 65 lines in total.

And you can easily make this a little bit more of a compact view by clicking on the top row, holding shift on your keyboard, clicking on the bottom row, right clicking and clicking hiding. rows. That way we have a little bit more of a compact view.

You'll be able to see month by month for each of the categories, as well as a total and an average. And this is for both income and expenses. Then on here, you'll be able to see the goals that you've set in the start tab and your actuals.

how your profit compares to that. You'll be able to see a profit month by month, income for the year breakdown, expenses for the year breakdown, year-to-date profit. So this will update automatically for you.

Your profit progress, so how far you are to the yearly goal that you've set, and a cash flow month by month here. So once you click and hover over these, you'll be able to see the income, expenses, and profit month by month. The same information that you can see in this table over here.

So this is basically how the year tab works, and the five-year tab works very similar. So again, you just enter in a start date by double-clicking. clicking on here and also for this you can start on any day that you like in any month and then it will automatically show you that year breakdown.

We've already minimized the overview over here so you have a nice and compact view but also for these at any point you need to hide or make rows available you click these little arrows or right click and hide them to have a nice and compact view. Over here you'll be able to see a profit year by year, an income breakdown, expense breakdown for the five years and a profit versus the goal for the five years, cash flow year by year and all. Also for the five years, the profit progress. And then if you scroll down, you'll be able to find a breakdown of year by year of each of the subcategories. The last tab of the bookkeeping section is included was that VAT tab that we had.

Now over here, you'll be able to see a total of how much you have collected in sales tax. So this is from your income and how much you've paid in sales tax. So from your expenses. And you'll be able to see the difference over here.

Also for this, you can just adjust the start date by clicking on the top here and picking any start date that you would like to choose from. For example. if we would have started on the 80, you can see no information is shown because we don't have any transactions for this.

On the first we can see there's the $300 that we collected from our income and $20 that we had to pay for those office supplies. So now that we've had a better look at our bookkeeping section of a spreadsheet, let's have a better look at the second section of our spreadsheet, which is the small business section. So the first step of the small business tracker section you'll find is our tracker overview.

We're going to have a better look at this later as this updates automatically on information from all of our other tabs. So at the moment it's completely empty so we cannot show you anything. And what we would recommend doing is first heading over to the inventory tab. So in the inventory tab you can keep track.

of the materials as well as your products. So it's basically your full inventory. And we've set this up in a way that is as automized for you as possible. So you enter that information once, and then your current stock and your status of your stock will update automatically for you based on products you create, materials you purchase, and products you sell. Now to enter a product or a material, what you'll have to do is enter the information that you'll see here in the yellow fields.

So it's marked in yellow fields. and specifically the information that is added over here. Now not all tabs are mandatory, but you will have to enter the type and the item, as well as the start and the minimum amount for this to function properly.

A category is completely optional as well as the SKU number, but this is just more included for those. They would like to group their products or materials together. Now to enter in a product or material, what you do is just click my dropdown.

And for example, if you select product here, let's say you sell soap. So say you make an orange. So let's say you sell a winter soap.

Winter soap and that would be part of your soap bars. We could give this a skewed number and for example you currently have 100 of these in stock and you want to make sure you always have 75 of these in stock. Based on that minimum that you set for each product or material it will show that status. So you can enter any minimum amount that you'd like here to always be sure that you have in stock.

For example, you know that when you reach 75 and they sell quite quickly, they always will make sure you have 75 that you never run out of stock when customers order those products. Now over here you can see that when you select a product, these fields will still be yellow and these will be greyed out. So the orange section is for the product and the pink section is for our materials.

So we've split these when it comes to entering information. The next information you can enter is the item price. So this is how much you would sell the item for without any sales tax or discounts included.

So let's say for example this would be an 8 euro or an 8 dollar base price and your cost is 3 dollars for this product. So you can see that the price is very low. You'll be able to see that this is a $5 profit with a 63% profit margin.

And you can see your inventory value. So this is your item price times how much you currently have in stock. So that's your inventory profit, which is your profit times how many items you have in stock.

All of this information gets updated automatically for you in the grey fields. So entering material, it works a little bit different. So you enter in the material, and then you can enter in the item name.

So let's say, for example, you use packaging. So this is packaging. Let's say small, so something small.

smaller you might use and you would like to put this in a category. You can answer as many categories as you like. This is just for your own personal reference, and you can customize these by clicking on this little edit button.

This will pop up. And for example, we can just replace this for packaging or we can add more. And then we just click done and apply to all and click on that little X. So we don't need the section anymore. I'll say packaging.

We'll call it packaging one. So for these, we currently have 250 in stock and we want to make sure we always have 400 in stock as we use a lot of. of these, we can see that now the status would update to low stock. Now, as this is a material, all of this is grayed out.

So we're going to head over straight to this section. Now, packaging might go for per unit. So let's say they're little boxes.

You could just do a unit of each. And what you could do is you can enter in a price here and a number of units. So as with materials, you often buy in bulk. What we have done is the option to calculate the price per unit.

which is both needed for your pricing calculator but also to calculate your inventory value. So let's say you always buy your packaging in bulk and you pay $75 and for those $75 there's 500 of those small packaging included. That will mean that each item will cost 15 cents and will give you an inventory value currently of based on what you have on $37.50. Now if you have material, like for example glycerin, that might not work with each, but it might work with something like grams, ounces, or whatever unit of measurement you use, you can pick what works best for you.

So in our situation, we added here glycerin as an example. For example, if we prefer to keep track of this in grams, because when we create soap in our pricing calculator, we're going to use grams to measure it. then enter grams in here, enter the price that you pay for it and the amount of units that it contains. So for example, you buy five kilograms for $50, it would be 5,000 units, so 5,000 grams in that what you purchase. So the price per unit would be one cent.

Now, again, this works completely different on what product you use. It could be milliliters, ounces, kilograms, and just add it in whatever way you would normally calculate your prices or you would create your batches. So if you create a batch or product of something, And just think about how you would keep track of how much you would use of a product. That's how we would recommend adding it over here. Because that's the easiest way for you to update your stock or keep track of your stock.

Now for materials, you can also enter in a supplier. So this way you can easily see where you can get that product from. This was mainly included for those that buy a lot of products.

And maybe from a lot of different suppliers. That way you don't have to keep a separate list. And then this will also be shown as a drop down in your purchases.

So this could be from the supplier example B. We're just giving an example here. But that way you'll easily know when is this loan stuck, where you will need to go to reorder this.

Now it's important that we set this tab up first because most of our other tabs will withdraw information from this product and material list over here. So again, while the category and the SKU number are not mandatory, make sure you do enter all your materials and items in here first before you head over to any of the other tabs. So now that we had a better look at our inventory tab, let's have a better look at our next step, our pricing calculator tab.

And this tab was included for those that are creating products and we like to make sure that their products are profitable. And what you can do is over here is basically first you enter the product that you're creating in the inventory then you select it from the drop down here. So for example we're going to calculate the price of winter soap.

The SKU will load automatically for you and what we have done is we have set this up in a batch method. So if for example you would create soap often you would not create one at a time but let's say when you create a batch you would create 10 at a time. This way you can just enter in how much material, labor and other costs it will take you to create that batch, instead of you having to calculate how much it would be for each of them.

So this way whenever you create a batch, just enter how many quantities or how many are in that batch and then enter exactly how much materials, labor and other costs are included. Now you can enter here profit margin or a profit and then you can switch between the two on how you want to calculate that sales price. And then if you'd like you can also enter in a sales tax here to see how this would influence, same for the discount, your final sales price.

So in here what you're going to want to do is just enter all the materials that the batch would need. So let's say we create winter soap and we need glycerin and let's say you use for this batch 500 grams of glycerin. We can see that with the unit of grams and the price per unit, a total cost of our materials would be five dollars.

Now let's say you're creating 10, so you would need 10 small packages to create this. You can see per each 15 cents per unit, so that total cost would be a dollar and 15 cents. Now of course, if you have your materials entered in your inventory, you'll see all of these in the drop down here and all you have to do is the number of units, so you see over here, and then everything else gets automatically calculated for you. Now we don't have any more materials in here so we're going to just leave it as this is. For the labor cost what you could do is set up the different hourly rates or you could split it by activity.

If you have multiple people that work with you and you charge each of them a different hourly rate what you could do is enter their name here for example employee number one might always make them and you should charge him $15 an hour then you could see exactly how much the labor costs with me maybe for employee number two that works in um Packaging, you know they have been here longer or you might pay them more, $20 an hour. You could enter this here or you could split it per activity. So it's creating packaging, cutting the soap. and just enter the different hourly rates here then just enter the amount of minutes it took so if it took employee one for example 20 minutes to create a soap then the total labor cost will be five dollars for that batch if it took employee to 10 minutes to cut and pack the soap it would be an extra three dollars and 33 cents of labor cost for that batch any other costs that you have not included in materials or labor could you could add over here We recommend adding most of your information over here, but we have included this for those that, for example, would like to include overhead costs or any other costs that might not be part of materials or labor.

Now, once you enter this information here, you'll be able to see the total cost. This is the total cost per product, so it's already divided by 10 for you. And then you can see that based on either if we want to add profit or add profit margin, what our base price would be for that product. So if for example instead of calculating by profit margin, what we could do is we want to make sure that each of our soaps always makes four dollars in profit.

We enter four in here and then you add profit and you can see your total cost per product is a dollar and 48 cents. And with a profit of four dollars you would have to sell this product at a base price or an item price at five dollars and 48 cents. and basically you should add a discount. So for example you want to charge a 20% discount and you want to see how this influences the sales price, you can enter this information in here as well in the yellow fields.

On the right section here we have included this section and this is basically information that you're going to copy and paste over to your product log. So once you've created a product, you've calculated the price of it, this section creates a summary for you and in your product you can keep track of how much materials are used per batch and the info for each of the products. So you're just going to click on this top field, scroll down to the most bottom right field, hold shift on your keyboard and right click on it. Now right click and select copy.

Now you're going to head over to your product log and you'll see all of these are completely empty over here. You simply right click on the top on that product name here, right click, select pay special and then select values only. And now as you can see, basically that information that we had in that pricing calculator.

So again, you select, right click, copy. Product locked, select the top, the product, right click and paste special values only to make sure you get all these different colors. And then you can see all the information that we have thus entered in that pricing calculator will now be summarized here for you.

Now the reason we have included this section is that when you create products and when you create new products, this way you can easily calculate how much raw materials used and how much new products are created so that we can easily update your inventory. We have all of this information over here. And now let's say, for example, you want to create some new soap. So you want to create winter soap because that's the only product we have entered over here at this moment.

And let's say you want to make three badges. Now you'll instantly see that you'll create 30 new products. There will be a total base price of what you would sell for is $164.50 and a total profit it will result in of $120.

You also see that this is information we're going to copy over to our created tab. So you'll see that you'll add 30 winter soap. It will use 1500 grams of that glycerin and it will use 30 small packages. Now a feature that we have included here is that if for example you up this amount, let's say you want to make 15 batches, you can see that this will color pink and basically it will show you that you currently do not have enough glycerin in stock to create this amount of batches. So this way you can easily see oh I have to order glycerin first before I would start to make these batches.

Or you can see that, oh, I would need to create a lesser amount of badges. For example, I could make, you can just go down. I could make five badges.

And with five badges, I would still have all the products or the materials and stock that I would need. Now, this information, you click on this left field here. And then you just scroll down as far as you need to go.

So in this case, it will be that right field, that packaging here, because there's nothing below it. We right click and select copy again. Now we head over to the create a tab. We right click on the top left field that is empty.

Pay special. Again, we recommend clicking on values only. Now this information gets added and it also adds and it automatically adds today's date for you.

So you can easily see when you created the products and when you use the materials. And now if we would head over to the inventory, we can see we started with $5,000. And now we have 2500 left as we've used 2500 to create those new products.

So this is basically easy way that you can update your inventory and you can keep track of both your materials and you can keep track of how much materials are used for each product. So the way you also know when you're creating a new batch, you can just look at this sheet and see exactly what you would need. And you just select a little drop-down box and depending on how many products you want to create, you can see exactly how much profit you'll get. how much material we need, so what you'll need to get ready, and you can easily see if you have enough materials to actually make this.

So all of these tabs are linked, so I know it's a little bit complicated, and we're showing a lot of things at once, so be sure to just review this video again if you need to, or send us a message if you have a question. But we really try to make this as interlinked as possible, so that once you do the work, and once you calculate those prices, you only have to calculate the prices once, then save that information in your product log. And then when you want to create new products, all you have to do is just select how many you would like to create and then update it in that create a tab so that your inventory will automatically be updated for you, both for your materials as well as your products. Because, for example, you can see that winter soap, now that extra 50 have been added.

So this way you don't have to manually adjust that inventory. So that's basically how the pricing calculator, the product log and the create a tab work. So we've done three tabs at once.

And then the next step we're going to have a better look at is our stills tab. So at the moment you actually make a sale, what you're going to do is enter the sale per row per item over in here. Now the reason we have done this is so that in this tracker you can keep track of all the individual sales and the product sales that you've made.

So where you're going to enter is the order date. the order ID, this is mandatory, the item and then the quantity. So if, for example, we select, do a double click and select the 1st of January. And this was our first order of the year. Let's just give it a simple name.

And we sold a lavender soap and we sold two of these items. Now we instantly see that this was a product. This was the product SKU number.

This automatically loads for us. The item price is $7.50 and that is an item total of $15. Now, if you charge any discounts, you can manually add to this in here, for example, $2.50 off.

You can see that that order total automatically gets adjusted here. Now your sales tax and VAT is not automatically added. You can calculate this or enter this in manually over here as well.

If you have a set sales tax and VAT, depending on where you live, that you might charge, you can enter in a simple formula. And to do this, you just type in the equal sign and then you type in the order total and you can times. which is the little star sign, open up the bracket, enter in your sales tax rate. So if, for example, this would be 20%, you type in 20 and then divide that by 100, because we're going to make sure that this is a percentage. So if it's 25, it will be 25. over 100, 10% to 10 over 100, and then we just click enter.

Now we can see that sales tax will automatically be calculated for us. And if we want to do this for multiple of our products, we just drag this down, and then this will automatically be a formula that will calculate this for us. But as sales tax and VAT is different for everybody, and some might have one or two, we have left these empty, and you will have to enter this as a formula yourself. If you have a second one, you can also enter this information here. And you can see you just drop down.

and it will automatically calculate all those information you enter for you now. Now the reason why we have a sales tab as well as an order tab is because not every customer might only order one product. Some customers might order three, four or five products.

So this way, instead of in this overview at the individual sales, at the individual products, keeping track of, we have entered that order tab that will just summarize everything per order for you. So if for example, let's say this order was finished and let's head over to that order tab. We can see that all of that order information has automatically loaded for us.

We can see the order date, our order ID number, the order total, the sales tax and VAT that we charge them, and then also the total amount. So this is the order total plus the sales tax and VAT. If you'd like, your customers...

pay upfront. We have included a section over here that you can keep track of how much has been paid and how much is left to pay for each order. So you can easily see how much is still standing open. Basically now some of you might sell products online and everything is paid upfront. So this section is unnecessary and what you could do is just simply enter in a little formula here should you use that invoice template.

Now some of you might just sell products online and everything is paid upfront. So then this section is unnecessary. But if you don't, then you could make use of this section.

For example, if a customer paid $515, it will automatically update to partially paid. So now you can see that order information automatically shows for us as a total here. And if we would go to sales and let's say the customer actually on that same date.

So what we could do is if it's just the same order number is copy it. And we could paste it, for example, on. multiple rows if they would have multiple products to make a little bit easier and let's say they also ordered lemon soap and winter soap we just enter in those ones here and we can see all of that information automatically gets updated now if it's easier you can enter the sales tax or vat per product or you can just enter it on one line so if somewhere else if you have a program that you use and it shows you the total it will just show that total in that order tab so you can also just enter it on one of the lines it's the same for the disc discounts so you don't have to add that per item let's say on this total order they got a five dollar discount because they spent let's say for example over ten dollars or over fifteen dollars you can enter this information here and then your order it will just show that order total as well as that sales tax in total so don't worry about where you would add this as sure as it's added to that order id so now we can see we enter that information and in the order we can see that total order has now been updated so this way instead of having to keep track of on an individual per item, the preparing, where you are at with your order, you can just see this all summarized in the order total for you.

You can see the total and the summary for you. And that way it's just a little bit easier to keep track and an overview of it. So in here you see your order overview.

and if you would add more orders you can see that this list gets growing and then what you can see is over here you can enter in the last updated so you can easily keep track of when you've last looked at this order you can enter the status so in total you can enter 10 status options we've entered some examples but you can easily edit this by clicking on this little edit button you cannot add more than 10 it will only keep track of the 10 that are currently included so make sure not to add more You can enter the customer over here. This is mainly included for those that use the templates at the end. Because basically that way you will only have to select an order number and then it will load all other information automatically. The customer information is withdrawn from the customer information tab.

So over here you can enter in the name, street name and number, city, state. postal, zip code, country, email and phone number. Any of these are optional, but if you send packages then you would need this information of course.

And then it will also show you per customer how many orders they place, the total and how much they're still left to pay. So for those that have a lot of repeat customers, it might be easy to keep track of how much they still have to pay you if they don't always pay up front. So for example, we just enter an example, example street one, and city example, and state example states. We're just going to enter in some fake information and country, let's say the USA for example.

Now if we go to our orders over here we can see a drop down of all those customers so we can easily select from that drop down. And now you can just enter in a status. So let's say for example it's just been ordered and you've last updated this on the 1st of January when it was ordered.

And now you can see all of this information in an easy to use overview. At any point let's say on the 2nd, now you're preparing it you can You can just update this information so you can easily see where you are for each order and what the status is. Now, another thing that might be good to know and that we forgot to mention, but we do quickly want to show you, is that in the sales section, we've actually added a dropdown for the materials as well as the products. The reason why we've done this is because, for example, if you are using...

packaging that you might be using to package the complete order in. So not the packaging per item, but a box that you might use. You want to make sure that it's popped up in here as well.

So let's say in your inventory, for example, let's make something up. Let's say with each order, you send a thank you card. You can see this part of packaging. You also make sure you have a thousand of these in stock for example or you have currently a thousand stock.

You want to make sure you have 500 of these in stock. Now if you would go over to that sales and if for that order you also want to include a thank you card and it's also what you would like to get track of. You just enter in the amount here. You just enter in the number of items that you include of that material.

As you can see it will not be added to the item total or the order. order total of the customer. But what it does do is it updates your inventory. So now you can see that a thank you card that inventory has updated as well.

So this allows you that in your sales, that per order, any extra material that you include, like thank you cards, packaging, boxes, any other little flyers that you might include this way, you can still keep track of them without them influencing your sales totals. So yeah, that's basically how the sales tab, the customer tabs and the order tab works. And now if we head back to the customer tab, we can also see that now for that customer, we can see that one order total.

We can see that total and it left to pay is $31.20. And it's basically because we have not entered any information in here. If your customers always pay up front.

What might be easier to do is just enter an equal sign and then enter the total amount here. You can click on the suggested autofill or copy and paste this later as an enter. And then basically this way it will always show as paid.

So that way you don't have any unpaid or left to pay information over here. So this will always just show as empty or accurately. So this is just a little trick but we wanted to keep this open for those that do not have customers that pay upfront or only partially pay upfront. So now we had a better look at our sales, customers and orders tab. And what might be good to know is that all of this information you get added here automatically gets added to those bookkeeping overviews for you as well.

So not only the total of your sales, you'll be able to see, but you'll also be able to see your full bookkeeping overview, your product sales, your sales tax and BAT that you get charged. And now we're going to have a look at the purchases tab and then the materials purchase will also update for us. And that will be in all of our bookkeeping overview tabs.

There's one section that we still want to show you and that is that little x or that little column over here that we have included. Now this section was included so that when a customer cancels a sale or returns an item that you don't have to go looking for it and cross everything out automatically. But basically you just click this little check box and it will be added back to your inventory and it will be taken out.

out of your order total. So your bookkeeping overviews will automatically update as well. So as you can see, we click the checkbox.

Now if we would head over back to that inventory, we can see that the lemon soap is still an inventory of 45. So it's not been taken off anymore. And we can see that that order total has been blanked out as basically now our order total is zero for this specific item. And it will have updated our order total as well. If you've entered a formula in here that sealstacks and VAT will automatically update. be calculated as zero.

But if you are manually entering your sales tax and VAT here, then don't forget to remove this as this will not automatically update. Now if you entered that formula that we showed you in here to calculate that sales tax or VAT, you can see that this automatically has updated to zero. But if you've not entered in a value manually, it will always show that less entered amount.

So then be sure to delete this as or else that sales tax or VAT will still show in your overviews. Now, the next step we're going to have a better look at is our purchases tab. And this works the opposite way of our sales tab. And this is just our materials that we purchase. So any materials that we purchase, you can enter in here.

So we'll update your inventory for you. So what you can do is enter your order date. So let's say, for example, On the 1st of January we wanted to order glycerin and the statin is currently ordered.

We're going to order that from supplier A or example A. And this information is taken from the suppliers that we've entered over here. So we can easily see where we need to check the status of each order.

Now let's say we ordered glycerin. We can see the unit is grams of how we keep track of this. And then let's say we buy 10 kilograms.

We now know that will be 10,000 grams. So this way we enter in the same gram, the same unit that we're tracking in in our inventory tab. And now what you can do is enter the amount here.

So this is what you were charged and what you are going to add to your bookkeeping overviews. So let's say this was $100. And on top of that, you are charged $20 in sales tax. So this is the net amount, so the amount that you'll be taxed on. and this will be the sales tax and VAT.

So basically the same way as we showed you in that log tab. So now basically when we enter in all this information here, we can see that if we head over to our inventory, that at the glycerin, it's not been added yet because what we have done is we've set it up in a way that it only gets added at the moment that you actually receive your information. So because only at the moment you receive it, you actually would have it back in stock. So let's say you receive it on the 3rd of January, you can just simply switch this to received. And now if we head over to that inventory, we can see it has been added and all our glycerin is back in stock.

If we now head over to any of our overviews we can see that at $100, so that net expense and that sales tax and VAT has been added as well as in our year overview, materials purchased, as well as in our five-year overview. And that is basically how the purchase tab works. Also these we've added a bunch of rows, you can always add more if you need it.

Now before we head over to our template tab let's have a look at our tracker overview. Now that we've added some more information in all of our other Now to change this overview, all you have to do is just switch the start date on the top here. Now not every section is linked to the start date, but we'll show that in a second. So if, for example, we would have started on the 1st of February, we can see the year overview and the month overview are completely empty.

So we have not sold any items during this timeframe. So let's head back to the 1st of January. Now we can see we have a full year overview. So we'll be able to see our order average as well as our daily average. So it's divided by the amount of days in that month.

our total and our year-to-date total on the left here we'll see be able to see our orders so we had a one order in total of 26 dollars so if we go back to that tracker overview and we can see we sold four products so that will show those individual products should you mark it as returns or anything like that, it will automatically update this tracker overview. Because now for example it only showed two. You can see that order average and the total has also automatically been updated.

Over here you'll be able to see a year to date earnings. So this will go up and down this month to month. And you will see that go up. So this will just show this information. You'll here be able to see a monthly product sold and earnings.

So if you click and hover over this you'll be able to see how many products you've sold, as well as how much you've earned for each of the months. Based on this information, if you scroll down, you'll also be able to see a top 20 chart here. So for the year you've selected, you'll be able to see the top 20 products that you have sold. So you can see them in order from highest to lowest, so you can see your most popular products. Over here, you'll also be able to see a daily product sold and earnings, and you can see this for exactly one month.

And to change this, you simply click on this field or double click on this field and select a start date. So here you can see, for example, on the 1st of January, we see four products sold and our earnings were $16. So if we would go to the 1st of February, we can see this is completely empty as we have not sold any products during that month. Now, also based on the time frame that you have selected, you'll also be able to see the order status. So that is from your order.

So you can see exactly for the year that you've selected, how many orders you're preparing or any other status that you have. And that will show those 10 different status options that you have included. And over here, you'll be able to do the same for the purchase status. So all the materials you have purchased.

Now if for example at a certain point you might have already delivered a lot of orders, so what you could do is once that pops up over here, once you have any orders that have been delivered, let's say for example if we go back and you finish this, so we switch this to a status of delivered. We go back to the tracker overview. We could exclude this subcategory basically. So that way you could easier see how much you're preparing or ordering or how much you're packaging up. But anyways basically all those orders that have been delivered will be excluded from that little overview.

And this works the same for the purchase status. So this will show for that year that you have selected. Now there's one section included in the bottom that is not dependent on your date and that is the inventory. So even if we would switch to the first of February, We can see all other information is empty, but our product and material inventory here on the bottom will show the top 20 products of the list that are in low stock or no stock. So for example, here we can see all of our product inventory.

Everything would be in stock, but let's say if we would have a minimum for the lavender soap of 250, just to show an example, we have over here, we can now see the lavender soap bar. Our minimum stock is 250. We currently have 50, and it's low stock. And it's the same for the packaging.

So that way, without having to scour through your inventory, in a glance you can instantly see which products you will need to create and which materials you will need to order. And then this will automatically update once you either create those products or you purchase those inventories. So everything else basically is dependent on the year that you've selected, but only those two inventory overviews because that's something depending on a date.

It will always just be dependent on currently what you would need. And that's basically how the tracker overview works. And the last step we have included is is the template tab and this was included for those that would like to create this for their customers and we have tried to make this as easy to use as possible so all you have to do is select an order number now you can see a couple of yellow fields as we cannot fill in all of that information for you but over here what you can do is enter your own company name and then once you select that order number so let's say we select order number one that's the only one that we have we can see that the date order date was the first january 2020 We can see all of that information that we've entered from the customer tab. So the customer information will update for us.

And in here we can see exactly what they ordered. So the lavender soap, lemon soap, winter soap, the unit price and the total. Over here you'll be able to see that subtotal that we had added over here, the discount that we've given the customer, and that sales tax that was added based on our calculations.

If you have a second sales tax that will show as well, you can customize these names to something else that's more applicable to you. So sales tax, VAT. or QST if you're for example located in Canada. And then they'll be able to see the total here.

Now you can see the amount paid and based on your orders. So for example if you would enter here 10 that's all they paid. They will also be able to see how much is still due.

And if your customer still needs to pay information you can enter your payment details over here. And if there are notes information you would like to include you can also add that in here. You can customize this phrase at the bottom here to something that works for you. and you can customize the name on the top here as well so you can make it a little bit more to your style.

Now what might be good to know is that it's set up to show 10 products at most, so there's 10 lines included. Now if you would like to make this template a little bit more neat for each of the customers, so let's say you want to print this, what you could do is hide these rows. So you select these rows, right click and hide them.

A warning will pop up, just click OK. But now you can see you have a nice and compact view. Be sure to turn off the yellow information first, because that will print on there.

So head back to that startup if we would now turn this off. And now we can see that we have a white, nice, clean little template. You just click on print and you can see that if you, for example, do fit to height, it was automatically updated. You can click from letter size or an A4 size. And this way you can just print it and include this with your order as easy as that.

Now you can click cancel. And for the next purchase, you could just make these lines or rows available again. If you regularly have customers that order more than 10 products per order, send us a message. And we'll see if we can include an extra template for you with 20, 30 or as many rows as that you would need.

So that you can enter more information and basically. So just send us a message and we will be able to add that for you. Now, you can just switch between these order numbers every time and like we said, all the other information will update automatically for you. So this is all taken from their sales tabs, order tabs and the customer tab.

So we try to make this one as easy to use as possible. And that is basically how all the tab works. Now there are a couple of tricks that we would still like to show you to make so you can make a little bit more use out of the spreadsheet.

And that is how to include filters. And we're going to show you this on, for example, the inventory tab. Now some people might have a very short inventory, some people might have hundreds of products and it can get a little bit tedious to view these. So you might want to filter them by category, or by SKU number, or by what is in low stock.

And an easy trick to do this is you click on that type here on the top, hold shift on your keyboard, scroll all the way down, click on the most bottom right field. Now we scroll up. and click on this little like funnel item over here and this will include filters. A warning will pop up, you can click OK. And now for each of the columns you will be able to filter them.

So for example if you would only want to show the product set or materials that have low stock, you just click on this little filter. You just select what you would want to see, so you don't want to see the in-stock products. Click on OK.

A warning will pop up, that's just because this contains formulas and we have added these warnings so you don't accidentally remove these formulas. But for this you can click OK. And now you can see it will just show all the products and materials low in stock. You click select all and okay.

Again, I want to pop up, just click okay. Now it will show all information again. You can do this for category.

You can do this for the type of products. So for example, you only want to see your materials. You can filter this way as well.

And now you can see only your materials in here. You can select all and that way it will show them all again. So this will work for any tab and at any point you don't want to use the filter anymore, you just click remove filter and click ok. And then you can add it again whenever you need. So you can also do this with the sales tabs, the order tabs, the purchase tabs, all of these you can just basically update and filter them as you'd like.

It might be good to know that for the sales tabs and the orders tab is that you can also hide rows. So like we've shown you in the other trick in the bookkeeping section and at any point that this overview just gets too long and you just have to keep scrolling. What you can do is let's say January, you finished all your sales, you're done for this month.

You can just hide this information. So this way the information will stay and all of the rows will stay. They're just not visible.

So top row, hold shift, click that bottom row, right click and click hide rows. Warning will pop up. You click OK. And now you have a nice and empty overview again. And all of that information will still be visible in your orders.

It will still be visible in all of those earning overviews of our bookkeeping overviews. It will still be visible in... if you would switch back to January of course, in the tracker overview.

But this way for your sales, your orders or any other tab, you can just hide the rows and any point you would like to make any adjustment, you can just make them available. So that way you can customize it and clean it up a little bit more throughout the year so you don't have to keep on scrolling. And that is basically how this template works. This was a lot of information, but we really tried to include all of those tips, all of that information and Just so you can make most use of this spreadsheet. We've tried to make it as easy and as linked and automated as possible.

So you have to do the least amount of work. But if you have any feedback or if there's any features that you feel that are missing, be sure to send us a message and let us know. We're always trying to improve these products and we would love to know. Thank you so much for watching and have a great day.

Transcript for:Bookkeeping Spreadsheet Features and Tips

Transcript for:
Bookkeeping Spreadsheet Features and Tips