Quick Data Entry

If you need to enter transactions from a paper bank statement onto the spreadsheet system, then it is suggested that they be entered by the column for the sake of speed. This page shows you a few videos of data being entered by the column, with numbers and dates being entered using a separate handheld numeric keypad. If you would like to see data being entered by the row instead, then please click here. Note that since this page contains videos, it should not be printed off.

It is suggested that the amounts paid in and paid out be entered first in order to establish a framework. On the spreadsheet’s Bank page, position the cursor at the top of the paid out column. If the first number to enter is an item of expenditure, then just enter it and press the Enter key. If a number to enter is an item of income, then enter it with a minus sign and press the Enter key. You will see the number moved to the paid in column and the cursor positioned on the next line.

By entering items paid in as negative numbers while staying in the paid out column, you can enter data quickly without having to use the arrow keys, so the number of keystrokes is minimised. The minus sign can be entered either in front of the number, as  500, or behind it as 500 . Here is a video to show numbers being entered:


Then position the cursor at the top of the Date column and enter dates as two digit numbers for the day of the month, pressing Enter as you go to move down the column. You will see the month and the year being completed automatically. You could omit dates if they are the same as the previous line – our software will automatically fill them in later by copying down the previous date. Here is a video to show dates being entered:


Then position the cursor at the top of the Description column and enter narratives to describe each payment. Some of these descriptions or narratives will need to be taken from cheque book stubs. Here is a video showing narrative entry:


Note how many narratives are autocompleted by the spreadsheet, saving time.

Finally, if you are VAT-registered, position the cursor at the top of the Value Added Tax column and use the onscreen toolpad to enter VAT. If no VAT is included, then just click on the No VAT button to move down the column. Here is a VAT entry video:


In summary, it is quicker if you enter all the numbers in one go, followed by all the dates, followed by all the descriptions and then all the VAT. The staff at David Porthouse & Co have been issued with separate small handheld numeric keypads such as the Advent N212 or the Logitech N305 to assist with making data entry just an extra bit quicker. If you hand in the paper version of our bookkeeping system, then the first thing we will do is to type it onto the spreadsheet system by the column using whatever technology we can find or invent to speed up the job.

You can transfer cash transactions from the paper system to the spreadsheet system by the column as well. On the Cash page you will need to start in the cash in column, but you will see that if you type in a negative number below the sixth row, it will be treated as cash out, moved to the correct column, and the cursor will be moved to the cash out column as well so you can continue with expenditure entries. If you want to enter an item of income later, then just enter it as a negative number now that you are working in the cash out column.