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INSTRUCTIONS
Intro
The Vertex42 Money Manager can be a very simple money management tool. Like most
spreadsheet applications, you should know that spreadsheets are error-prone. It is easy to
make mistakes, accidentally delete things that should not be deleted, forget to copy formulas,
etc. If you are comfortable using Excel, know how to identify and fix formulas when needed,
understand how to use basic row operations (delete, copy, inserted copied rows, etc.), are
okay with the level of risk you take on by using a spreadsheet, and follow the instructions
and guidelines, you should find this spreadsheet very useful.
General Tips
- Except for customizing the categories, you normally only edit cells with a gray border:
- Some of the labels include cell comments (marked with little red triangles) to provide
extra help information.
- You can add your own cell comments! This is especially useful in the Budget worksheet,
where you can create notes to explain irregular or variable expenses.
- If you see "#####" in a cell, widen the COLUMN to display the cell contents.
- This workbook uses a lot of conditional formatting. Look up "conditional formatting" in the
Excel help system (F1) if you want to know how it works.
- You can add a limited amount of security by password protecting your workbook, but that
can be easily bypassed by anyone with malicious intent. The security of your data is your
responsibility.
- Backup your file regularly to avoid losing data! Excel files DO get corrupted occasionally.
Num: This column is usually used to list the check number, but you can also use it to enter
"DEP" for deposit, "TXFR" for transfer, "EFT" for electronic funds transfer, "ACH" for
Automated Clearing House transactions, etc.
Category: The Category field is essential to the functionality of this workbook. The Category
is a dropdown list that gets its info from the Categories worksheet.
The Category column uses conditional formatting to highlight the category PINK if the
category is not found in the Categories worksheet, BROWN if the category is not found in
the Yearly or Monthly worksheet, and GRAY if the category is blank, [Transfer], or [Balance].
If the formatting isn't copied correctly, you'll lose this double-check feature. So again, this
spreadsheet is not error-proof.
IMPORTANT: If you have chosen a category such as "Ted's Fund" and then later remove
"Ted's Fund" from the list in the Categories worksheet, it will not be changed in the Transactions
table automatically. You will need to make sure that you find all the records that have used
"Ted's Fund" as the Category and change them to something else.
Step 4-0: Delete the Sample Rows
Step 4-1: Enter the beginning balance(s):
The Beginning Balance on JANUARY 1st for each account should be the first lines in the
register. If an account has a Negative balance (like a Credit Card), enter the balance as a
Positive value in the PAYMENT column. If an account has a Positive balance, enter the balance
as a Positive value in the DEPOSIT column. Use the Account Balance column to compare to
the balance shown on your bank or credit card statements.
Step 4-2: Add New Transactions:
You will probably find that the fastest way to add new transactions is copy and paste similar
previous transactions. You can select one or more rows, copy them, and then paste them
below the last transaction. Then, you just need to edit the cells that need to be changed.
TIP: Always leave the last row in the table BLANK so that you can easily add new rows. To
add new rows, select the last row of the table (row 57 in the image below) and drag the fill
handle down to copy the row down to create as many new rows as you need.
Fill Handle
DATE
1/1/10
1/1/10
1/1/10
NUM
2032
2032
2032
PAYEE
Target
Target
Target
MEMO
Split
Split
Split
CATEGORY
Clothing
Groceries
Supplies
PAYMENT
23.10
45.15
25.04
Tip: If you want to verify the total amount of the split transaction, you can do a quick
calculation off to the side of the table using an Excel formula, like "=SUM(H13:H15)"
Recording a [Transfer] Between Spending Accounts
Record a transfer by listing two transactions (one PAYMENT, one DEPOSIT) to offset each other.
Choose "[Transfer]" as the Category for both transactions. For example, a $250 credit card
payment would be recorded as a transfer FROM your checking TO your credit card account:
ACCOUNT
CreditCard
Checking
DATE
1/1/10
1/1/10
NUM
TXFR
TXFR
PAYEE
[From Checking]
[To CreditCard]
CATEGORY
[Transfer]
[Transfer]
PAYMENT
DEPOSIT
150.00
150.00
NOTE: The above example assumes that the "payment" to your Credit Card is to pay off the
charges that you have already recorded earlier in the Transaction History table for the
CreditCard account. If you are NOT recording individual CreditCard transactions using the
Transactions worksheet, or part of the $150.00 was to pay down an outstanding debt, then a
credit card payment would look like one of the following, where "Credit Card #1" is a category
under Obligations.
Example 1: Not using Credit Card #1 any more, but still owe money on it.
ACCOUNT
DATE
NUM
PAYEE
CATEGORY
Checking
1/1/10
Credit Card
Credit Card #1
Example 2: A portion of a
ACCOUNT
DATE
CreditCard 1/1/10
Checking
1/1/10
Checking
1/1/10
PAYMENT
150.00
DEPOSIT
150.00
Fund, 25% to Retirement, etc. You do this by recording the transfer as a SPLIT transaction:
In the example below, the CATEGORY for the Savings account transaction is "[Transfer]"
while the CATEGORY for the Checking account transaction(s) are budget sub-categories.
ACCOUNT
Savings
Checking
Checking
Checking
DATE
1/1/10
1/1/10
1/1/10
1/1/10
NUM
TXFR
TXFR
TXFR
TXFR
PAYEE
[From Checking]
[To Savings]
[To Savings]
[To Savings]
CATEGORY
PAYMENT
[Transfer]
Emergency Fund 100.00
Retirement
50.00
College Fund
50.00
DEPOSIT
200.00
NUM
PAYEE
The Big Store
CATEGORY
Appliances
PAYMENT
50.00
DEPOSIT
NUM
PAYEE
The Big Store
CATEGORY
Appliances
PAYMENT
-50.00
DEPOSIT
CATEGORY
Insurance
PAYMENT
198.00
DEPOSIT
200.00
DEPOSIT
In the above example, the actual payment of 198.00 was lower than what was previously
total expense of 200.00, so you could end up seeing a value of -2.00 in the Actual column
of the report worksheet. This is similar to what you might see if you received a refund or
return for something you paid in a previous month.
Step 4-3: Record "Cleared" Transactions.
When you see that charges have been processed or "cleared" by your bank, you should
enter a "c" in the reconcile (R) column for that transaction.
The Cleared Balance in the transaction history table shows the Account balance for the
transactions marked "R" for reconciled or "c" for cleared. This allows you to compare the
Cleared Balance with the current balance shown on your bank statements.
The Account Balance reflects your actual or effective balance and is the one you should be
looking at to stay on budget. The Cleared Balance is for comparing to your bank and credit
card statements. For example, when you write a check to a friend, it won't show up in your
bank account until they cash it. You should record the transaction immediately, to help you
stay on budget, but until the check shows up on your bank statement, your Cleared Balance
will be different from the Account Balance (until you enter a "c" or "R" in the reconcile column).
Step 4-4: Reconcile Your Accounts
You should reconcile your accounts at least one a month. Reconciling is also commonly known
as "balancing your checkbook".
A. Get your bank and credit card statements
B. Review your statements for errors and fraudulent charges
C. Your statements may include ATM fees, bank fees, or other transactions that you forget
to include in the Transactions worksheet. Add them.
D. Verify that the Cleared Balance (as of the Ending Statement Date) in the Transactions
worksheet matches the Statement Balance.
E. Enter an "R" in the reconcile (R) column for every transaction that shows up on your
bank statement.
TIP: If you are familiar with using Excel lists or tables, you can use autofiltering to filter the
transaction history table to show a single account at a time.
Step 4-5: Check Formulas
If you ever have reason to suspect that you forgot to copy formulas, you should UNHIDE
columns J-L and copy the formulas down.
see how much you have left (or how much you have overspent) in each category.
IMPORTANT: If the Report worksheet does not appear to be pulling information from the
Transactions worksheet, please see Step 4-5 above (Check Formulas).
HELP
opy formulas,
Input Cell
Label
** ACCOUNTS **
Checking
Savings
BobsCard
JanesCard
[End of List]
For example,
tomatically,
[Transfer]
[Balance]
Blah Blah
Blah Blah
he Transactions
r the balance
eed to create
n is a "Split".
et each other.
DEPOSIT
150.00
is a category
anding debt.
PAYMENT
DEPOSIT
150.00
NT
DEPOSIT
200.00
DEPOSIT
DEPOSIT
NT
NT
DEPOSIT
200.00
DEPOSIT
ncile column).
monly known
HELP
Starting Balance
Total Income
Total Expenses
NET (Income - Expenses)
Projected End Balance
[42]
Total
Avg
200,000
200,000
16,667
-200,000
-200,000
-16,667
-200,000
-200,000
-200,000
-200,000
-200,000
-200,000
-200,000
-200,000
-200,000
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Monthly
Total Average
Dec
INCOME
Wages & Tips
Interest Income
Dividends
Gifts Received
Refunds/Reimbursements
Financial Aid
Rental Income
INCOME-Other
Emergency Fund
Retirement Fund
College Fund
Investments
Taxes
Vacation Fund
SAVINGS -Other
Total INCOME
TO SAVINGS
Total TO SAVINGS
Tithing
Charitable Donations
Religious Donations
Gifts
Christmas
CHARITY - Other
% of Income
CHARITY/GIFTS
Total CHARITY/GIFTS
% of Income
HOUSING
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
Total Average
Mortgage/Rent
Home/Rental Insurance
Furnishings/Appliances
Lawn/Garden
Maintenance/Supplies
Improvements
HOUSING - Other
Total HOUSING
% of Income
UTILITIES
Electricity
50,000
50,000
Gas/Oil
20,000
20,000
1,667
130,000
130,000
10,833
Phone
Cable/Satellite
Internet
UTILITIES - Other
200,000
16,667
Water/Sewer/Trash
Total UTILITIES
% of Income
200,000
-
4,167
Groceries
Dining/Eating Out
Pet Food
FOOD - Other
FOOD
Total FOOD
% of Income
Vehicle Payments
Auto Insurance
Fuel
Bus/Taxi/Train Fare
Repairs/Tires
Registration/License
TRANSPORTATION - Other
TRANSPORTATION
Total TRANSPORTATION
Health Insurance
Disability Insurance
Doctor/Dentist/Optometrist
Medicine/Drugs
% of Income
HEALTH
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
Total Average
Life Insurance
Veterinarian/Pet Care
HEALTH - Other
Total HEALTH
Education
Clothing
Personal Supplies
Cleaning Services
Salon/Barber
% of Income
DAILY LIVING
Children:Clothing
Medical
Music Lessons
School Tuition
School Lunch
School Supplies
Babysitting/Child Care
Toys/Games
CHILDREN - Other
% of Income
CHILDREN
Total CHILDREN
Student Loan
Other Loan
Credit Card #1
Credit Card #2
Credit Card #3
Alimony/Child Support
Federal Taxes
State/Local Taxes
Legal Fees
OBLIGATIONS - Other
% of Income
OBLIGATIONS
Total OBLIGATIONS
% of Income
BUSINESS EXPENSE
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
Total Average
Deductible Expenses
Non-Deductible Expenses
BUSINESS - Other
Vacation/Travel
Videos/DVDs
Music
Games
Rentals
Movies/Theater
Concerts/Plays
Books
Hobbies
Film/Photos
Sports
Outdoor Recreation
Toys/Gadgets
ENTERTAINMENT - Other
% of Income
ENTERTAINMENT
Total ENTERTAINMENT
Newspaper
Magazines
Dues/Memberships
SUBSCRIPTIONS - Other
% of Income
SUBSCRIPTIONS
Total SUBSCRIPTIONS
Bank Fees
Postage
MISC - Other
% of Income
MISCELLANEOUS
Total MISCELLANEOUS
% of Income
Transaction History
2010 Vertex42 LLC
HELP
Account
Checking
Savings
BobsCard
Checking
Checking
BobsCard
BobsCard
Checking
Checking
Checking
Checking
Savings
Checking
Checking
Checking
Date
1/01/13
1/01/13
1/01/13
1/01/13
1/10/13
1/15/13
1/18/13
2/05/13
2/10/13
2/10/13
2/10/13
2/15/13
2/15/13
2/15/13
2/15/13
Num Payee
DEP
2032
DEP
2033
2033
2033
TXFR
TXFR
TXFR
TXFR
[Balance As of 01/01/2013]
[Balance As of 01/01/2013]
[Balance As of 01/01/2013]
Direct Deposit from Employer
Car Payment
Joe's Food Mart
Fuel
Direct Deposit from Employer
Target
Target
Target
[From Checking]
[To Savings]
[To Savings]
[To Savings]
Memo
Split
Split
Split
Split
Split
Split
Category
R PAYMENT
[Balance]
[Balance]
[Balance]
Wages & Tips
Vehicle Payments
Groceries
Gas/Oil
Wages & Tips
Clothing
Groceries
Personal Supplies
[Transfer]
Emergency Fund
Retirement Fund
College Fund
R
R
R
R
R
R
R
c
DEPOSIT
875.00
2,345.00
256.00
1,000.00
115.20
87.34
100.00
1,000.00
23.10
45.15
25.04
200.00
100.00
50.00
50.00
Account
Cleared
BALANCE
Balance
Balance
875.00
875.00
875.00
2,345.00
2,345.00
3,220.00
(256.00)
(256.00)
2,964.00
1,875.00
1,875.00
3,964.00
1,759.80
1,759.80
3,848.80
(343.34)
(343.34)
3,761.46
(443.34)
(443.34)
3,661.46
2,759.80
2,759.80
4,661.46
2,736.70
2,759.80
4,638.36
2,691.55
2,759.80
4,593.21
2,666.51
2,759.80
4,568.17
2,545.00
2,345.00
4,768.17
2,566.51
2,759.80
4,668.17
2,516.51
2,759.80
4,618.17
2,466.51
2,759.80
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
Account
Date
Num Payee
Memo
Category
R PAYMENT
DEPOSIT
Account
Balance
-
Cleared
Balance
-
BALANCE
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
HELP
Begin:
End:
2/1/13
2/28/13
BUDGET SUMMARY
EXPENSE SUMMARY
Budget
Total Income
Total Expenses
NET
200
Actual
Difference
0.00
1,000.00
0.00
293.29
(293.29)
0.00
706.71
706.71
Budget
Year-To-Date
FALSE
1,000.00
Actual
400
600
800
1000
1200
Total Income
Total Expenses
NET
INCOME
Wages & Tips
Interest Income
Dividends
Gifts Received
Refunds/Reimbursements
Financial Aid
Rental Income
INCOME-Other
Total INCOME
Budget
TO SAVINGS
Budget
Actual
1,000.00
1,000.00
Difference
1,000.00
1,000.00
Expense Summary
TO SAVINGS
TO SAVINGS
CHARITY/GIFTS
HOUSING
CHARITY/GIFTS
UTILITIES
FOOD
HOUSING
TRANSPORTATION
HEALTH
DAILY LIVING
UTILITIES
CHILDREN
OBLIGATIONS FOOD
BUSINESS EXPENSE
ENTERTAINMENT
TRANSPORTATION
SUBSCRIPTIONS
MISCELLANEOUS
HEALTH
DAILY LIVING
CHILDREN
OBLIGATIONS
BUSINESS EXPENSE
ENTERTAINMENT
Emergency Fund
Retirement Fund
College Fund
Investments
Taxes
Vacation Fund
SAVINGS -Other
Total TO SAVINGS
% of Income
CHARITY/GIFTS
Tithing
Charitable Donations
Religious Donations
Gifts
Christmas
CHARITY - Other
Total CHARITY/GIFTS
% of Income
HOUSING
Mortgage/Rent
Home/Rental Insurance
Real Estate Taxes
Furnishings/Appliances
Lawn/Garden
Maintenance/Supplies
Improvements
HOUSING - Other
Total HOUSING
% of Income
Actual
Budget
100.00
50.00
50.00
200.00
20.0%
Actual
Budget
0.0%
Actual
0.0%
Difference
100.00
50.00
50.00
200.00
Difference
Difference
SUBSCRIPTIONS
MISCELLANEOUS
Budget
Budget
Actual
Actual
Difference
200.00
-
(200.00)
-
45.15
48.14
-
(45.15)
(48.14)
-
UTILITIES
Electricity
Gas/Oil
Water/Sewer/Trash
Phone
Cable/Satellite
Internet
UTILITIES - Other
Total UTILITIES
% of Income
FOOD
Groceries
Dining/Eating Out
Pet Food
FOOD - Other
Total FOOD
% of Income
TRANSPORTATION
Vehicle Payments
Auto Insurance
Fuel
Bus/Taxi/Train Fare
Repairs/Tires
Registration/License
TRANSPORTATION - Other
Total TRANSPORTATION
% of Income
HEALTH
Health Insurance
Disability Insurance
Doctor/Dentist/Optometrist
Medicine/Drugs
Health Club Dues
Life Insurance
Veterinarian/Pet Care
HEALTH - Other
Total HEALTH
% of Income
DAILY LIVING
Education
Clothing
Personal Supplies
Cleaning Services
Laundry / Dry Cleaning
Salon/Barber
DAILY LIVING - Other
Total DAILY LIVING
% of Income
CHILDREN
Children:Clothing
Medical
Music Lessons
School Tuition
School Lunch
School Supplies
Babysitting/Child Care
Toys/Games
CHILDREN - Other
Total CHILDREN
% of Income
OBLIGATIONS
Student Loan
Other Loan
Budget
Actual
Budget
0.0%
Actual
Budget
45.15
45.15
4.5%
Actual
Budget
0.0%
Actual
Budget
0.0%
Actual
Budget
23.10
25.04
48.14
4.8%
Actual
0.0%
Budget
Actual
Difference
Difference
(45.15)
(45.15)
Difference
Difference
Difference
(23.10)
(25.04)
(48.14)
Difference
Difference
Credit Card #1
Credit Card #2
Credit Card #3
Alimony/Child Support
Federal Taxes
State/Local Taxes
Legal Fees
OBLIGATIONS - Other
Total OBLIGATIONS
% of Income
BUSINESS EXPENSE
Deductible Expenses
Non-Deductible Expenses
BUSINESS - Other
Total BUSINESS EXPENSE
% of Income
ENTERTAINMENT
Vacation/Travel
Videos/DVDs
Music
Games
Rentals
Movies/Theater
Concerts/Plays
Books
Hobbies
Film/Photos
Sports
Outdoor Recreation
Toys/Gadgets
ENTERTAINMENT - Other
Total ENTERTAINMENT
% of Income
SUBSCRIPTIONS
Newspaper
Magazines
Dues/Memberships
SUBSCRIPTIONS - Other
Total SUBSCRIPTIONS
% of Income
MISCELLANEOUS
Bank Fees
Postage
MISC - Other
Total MISCELLANEOUS
% of Income
Budget
0.0%
Actual
Budget
0.0%
Actual
Budget
0.0%
Actual
Budget
0.0%
Actual
0.0%
Difference
Difference
Difference
Difference
[Categories]
[Balance]
[Transfer]
***** INCOME *****
Wages & Tips
Interest Income
Dividends
Gifts Received
Refunds/Reimbursements
Financial Aid
Rental Income
INCOME-Other
***** SAVINGS *****
Emergency Fund
Retirement Fund
Investments
College Fund
Taxes
Vacation Fund
SAVINGS -Other
***** CHARITY / GIFTS *****
Tithing
Charitable Donations
Religious Donations
Gifts
Christmas
CHARITY - Other
***** HOUSING *****
Mortgage/Rent
Home/Rental Insurance
Real Estate Taxes
Furnishings/Appliances
Lawn/Garden
Maintenance/Supplies
Improvements
HOUSING - Other
***** UTILITIES *****
Electricity
Gas/Oil
Water/Sewer/Trash
Phone
Cable/Satellite
Internet
UTILITIES - Other
***** FOOD *****
Groceries
Dining/Eating Out
Instructions
This worksheet defines the list of categories used for the drop-down in
the Register worksheet. You must make absolutely sure that the list of
categories are the same in ALL worksheets. If you make a change to a
category, you need to make that change in all worksheets.
Adding a Category: Copy an existing row and insert the copied row
where you want it and then edit the Category name. Then, make sure
the add the category in the Budget and Report worksheets.
Deleting a Sub-Category: Before you start recording transactions,
deleting a category is easy. Just delete the category row. Don't delete
major categories. If you have already started recording transactions,
and some of the transactions were allocated to the category you
deleted, you will need to manually update all those Transactions to
assign them to a new category.
Making Changes to Categories: This worksheet uses conditional
formatting to detect whether the Category is found in BOTH the Budget
and Report worksheets. If a sub-category is highlighted PINK(MAGENTA),
then the category needs to be added to the Budget worksheet. A subcategory highlighted BROWN means that the category needs to be
added to the Report worksheet. Major categories like *****INCOME*****
are used to separate groups of categories and you should make sure
that the sub-categories are grouped correctly and consistently in the
Yearly and Monthly worksheets.
WARNING: Be VERY careful to not use DUPLICATE category names such
as "Other".
Pet Food
FOOD - Other
***** TRANSPORTATION *****
Vehicle Payments
Auto Insurance
Fuel
Bus/Taxi/Train Fare
Repairs/Tires
Registration/License
TRANSPORTATION - Other
***** HEALTH *****
Health Insurance
Disability Insurance
Doctor/Dentist/Optometrist
Medicine/Drugs
Health Club Dues
Life Insurance
Veterinarian/Pet Care
HEALTH - Other
***** DAILY LIVING *****
Education
Clothing
Personal Supplies
Cleaning Services
Laundry / Dry Cleaning
Salon/Barber
DAILY LIVING - Other
***** CHILDREN *****
Children:Clothing
Medical
Music Lessons
School Tuition
School Lunch
School Supplies
Babysitting/Child Care
Toys/Games
CHILDREN - Other
***** OBLIGATIONS *****
Student Loan
Other Loan
Credit Card #1
Credit Card #2
Credit Card #3
Alimony/Child Support
Federal Taxes
State/Local Taxes
Legal Fees
OBLIGATIONS - Other
***** BUSINESS EXPENSE *****
Deductible Expenses
Non-Deductible Expenses
BUSINESS - Other
***** ENTERTAINMENT *****
Vacation/Travel
Videos/DVDs
Music
Games
Rentals
Movies/Theater
Concerts/Plays
Books
Hobbies
Film/Photos
Sports
Outdoor Recreation
Toys/Gadgets
ENTERTAINMENT - Other
***** SUBSCRIPTIONS *****
Newspaper
Magazines
Dues/Memberships
SUBSCRIPTIONS - Other
***** MISCELLANEOUS *****
Bank Fees
Postage
MISC - Other
down in
t the list of
change to a
make sure
Don't delete
H the Budget
K(MAGENTA),
NCOME*****
names such