Microsoft®Excel®for Accounts Payable

Professionals

Microsoft®Excel®for Accounts Payable

Professionals

© 2015 National Seminars Training. All rights reserved, including the right to reproduce this material or any part thereof in any manner.

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MICROSOFT ® EXCEL ® FOR ACCOUNTS PAYABLE PROFESSIONALS

WTEAP071515

PivotTables to Analyze Data

PivotTables allow you to slice and dice your data to view in various formats. In accountspayable you can use PivotTables to analyze your vendor data by payee, category, dates paid,due date, etc.

The key to PivotTables is to have data in a table format with column headings and no blankrows or columns of data.

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PARTICIPANT NOTEBOOK

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Create a PivotTable

1. Insert > PivotTable.

2. Drag the desired fields to Report Filter, Row Labels, Column Labels, or Values sections tobuild the report.

Create Multiple PivotTables

1. Demonstrate how to select, copy, and paste tables.

2. Change the report filter to the desired selection in the separate table.

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MICROSOFT ® EXCEL ® FOR ACCOUNTS PAYABLE PROFESSIONALS

WTEAP071515

Create Multiple Tables for Month Expenses on Separate Sheet Tabs

1. Create multiple PivotTables from Report Filter Options.

2. Click inside the PivotTable. Choose Options on the PivotTable toolbar, Options drop-downarrow, and Show Filter Pages….

3. Select the Report Filter.

4. Click OK.

Group and View Data in a Spreadsheet

1. Demonstrate how to group data by months and quarter.

2. Show date range.

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PARTICIPANT NOTEBOOK

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Create PivotCharts

1. Place your cursor in the PivotTable.

2. Click the Options tab in the PivotTables tools.

3. Click PivotChart.

4. Select the desired chart type.

5. Modify the chart as desired.

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MICROSOFT ® EXCEL ® FOR ACCOUNTS PAYABLE PROFESSIONALS

WTEAP071515

Use Subtotals to Create Reports to Sum,Count, or Average Data

How to Use Subtotals to Create Accounts Payable Summary Reports

1. Sort the data by the column you want to subtotal.

2. Click Data > Subtotal.

3. Make subtotal selections.

Copy Subtotals to Another Sheet

After completing your subtotals and collapsing detail data, you may want to copy the resultsto a separate sheet. If you simply copy and paste, the details will paste too. In order to copyonly the results, you must highlight visible cells only using Alt+; and then execute the copyand paste.

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PARTICIPANT NOTEBOOK

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Filter by Due Date

Filtering allows you to exclude or include specific data. Using filters can easily allow you toview due dates for upcoming bills.

1. Turn on filters.

2. Click Data > Filter.

3. Select the desired filter information.

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MICROSOFT ® EXCEL ® FOR ACCOUNTS PAYABLE PROFESSIONALS

WTEAP071515

What Day Is That Bill Due?

Most bills include due dates but not the day the bill is due. If the due date falls on a holiday orweekend, you may want to plan to pay in advance. Use =Weekday to find out.

1. Place the cursor where you want the day of the week to appear.

2. Type =Weekday(cell).

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PARTICIPANT NOTEBOOK

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When using the weekday function, the day of the week may not appear as a day. If that is thecase, the cell needs to be formatted using a custom format.

1. Select the cell that contains the weekday formula.

2. Touch Ctrl+1 to access the format cells dialog box.

3. Click the Number tab, then Custom.

4. Select General in the custom section.

5. Type dddd.

6. Click OK.

The day of the week appears.

Custom Format

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MICROSOFT ® EXCEL ® FOR ACCOUNTS PAYABLE PROFESSIONALS

WTEAP071515

Highlight Upcoming Due Dates Using Conditional Formatting

Conditional formatting is a great way to display cells based on specific criteria.

Apply conditional formatting:

1. Select the data where you want to apply conditional formatting.

2. Select Home > Conditional Formatting.

3. Select the desired option.

4. Specify criteria.

5. Click OK.

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PARTICIPANT NOTEBOOK

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Advanced Functions

Function Purpose Example

IF Logical test to analyzedata and return oneresult if the answer istrue and a secondresult if the answer isfalse

NESTED IF Combines multiple IFstatements in oneformula to run logicaltests on multiple criteria

SUMIF Sums numbers basedon criteria

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MICROSOFT ® EXCEL ® FOR ACCOUNTS PAYABLE PROFESSIONALS

WTEAP071515

Function Purpose Example

AVERAGEIF Averages numbersbased on criteria

PPMT

IPMT

These functionscalculate the amountpaid to principal vs.interest based on thepayment number.

CUMPRINC

CUMIPMT

These functionscalculate the totalamount of principal and interest paid in acertain period.