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Looking for advise on setting up accounts spreadsheet

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Noel Lackey

Member
Hi All,
I need to set up an accounts spreadsheet. It will consist mainly of entering the name of the person who buys something and in the next column how much they paid and also similarly if something is purchased it will contain the name of the company it is purchased from and how much was paid. I am thinking of scanning all receipts and attaching them to the relevant entry on the spreadsheet and am wondering if this a good idea? will it make the spreadsheet very large to save as the year progresses and also if I need to share it with other people will the scans be available to them in the shared sheet?
finally, does anyone have a similar sheet that may do this is a better way? all suggestions greatly appreciated.
Thanks,
Noel
 
Regarding setting up your spreadsheet, see the attachment as a meager and simplistic start for you to add to.

Attaching scans will do exactly as you thought..."it will make the spreadsheet very large" and likely somewhat unwieldy...but if you need to show proof of a transaction, you may have to do that. ...and of course, the scans will be there for others to see when you share it.
 

Attachments

  • Chandoo - Noel Lackey.xlsx
    9.1 KB · Views: 5
Noel Lackey,

Here is another 5 cent...
If you would be entering the data, why would you need to scan the receipt? And how would you do that? Not manually I hope?
Also I'm understanding you would need to link data. No need for entering company names multiple times.
Making an Access DB seems a better idea. If need for sharing data, it can be exported, excluding the scans + you could anonymize the outputted result. Like GDPR might be a concern if you are
a) keeping track of names
b) sharing those with others
 
GraH - Guido said:
Noel Lackey,

Here is another 5 cent...
If you would be entering the data, why would you need to scan the receipt? And how would you do that? Not manually I hope?
Also I'm understanding you would need to link data. No need for entering company names multiple times.
Making an Access DB seems a better idea. If need for sharing data, it can be exported, excluding the scans + you could anonymize the outputted result. Like GDPR might be a concern if you are
a) keeping track of names
b) sharing those with others
Click to expand...
I am so accustomed to trying to fit a square problem in an Excel hole...what Guido said...I agree...MS Access.
 
Thank you both for taking the time to answer my question, you are both correct Access is definitely the way to go but I think I will keep it simple and just record the entries in Excel and put the receipts into a binder, if anyone needs to see them they can view the hard copies in the binder. It is not something that the company requires I was just thinking about having a way to make the whole process easier.
Have Christmas,
Noel
 
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