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Download invoice excel for Technical Support

hello welcome back this is part two of our tutorial on how to create an invoice using excel so the first thing is how to format our text to appear in certain ways for example the due date if we come here and we type 16th october 2021 you can see excel automatically format it what if we want a specific format just simply click on that cell online your home tab in the fonts group click your launch button go to format cells you'll see the different ways you can format your cell content in this case we want to format the date so click on dates you can change the appearance of the date the way you want if we want it to appear this way we click it it appears this way let's say the customer id is one two three four then the customer's invoice number is zero one zero one so this takes us to another thing if you check the first zero did not appear so one way to format this is to change this to a text instead of a number click on the format sales launch button again and i go to number and i change this from general to text and if i come here now and i type zero in front of it you can see we have the zero appearing here also we need to format these other parts this currency we need to format this to a particular currency click it and i go the same way under currency i want two decimal places after the amount i want it to be dollar sign so the same way too we can repeat for all the items here select all of its click number click currency and say okay and the final figures 2 i want to use the same formatting currency and okay good so next i want to talk about functions and formulas in excel we have some functions predefined formulas that you can use to make your work process is the one you want to use specifically is the date function the function i'll pick the dates on the system and use so for example the dates you prepare this invoice that is the date you want to appear in the invoice so we use the today function to call the date that's number one number two when working with any function or any formula in excel the first thing you do is to start with the equal to sign click the equal to sign and i type today open and close brackets and i press enter you can see it automatically provides today's dates record response with the date on your system now let's go to formulas let me add some contents first that we bought laptops called i7 uh the units price is 350 000 and we bought 20. two things we just noticed there this particular cell we're not supposed to use currency in the quantity change it change it to numbers so numbers it's not decimal place that's all we have then when you have this two things we can do here we can either increase the width of this column or we can reduce the font size for this particular table i want us to reduce the font size to 10 all the way down here 10 still did not show fully so next thing is i can reduce this quantity to qty okay so if i release it this way also i know okay we bought 20 pieces of core i7 and we're giving a discount of 20 000 we bought sprinters it's 300 000 for each we bought 10 there was no discounts we bought microphone for recording our videos we bought 5 000 error for each and we bought 50 pieces of it which is 5 hours for each and they gave us a discount of one microphone which is equivalent to 25 000 and we bought projectors projectors is 400 000 for one we bought 15 there was no discounts and let us just add one more we bought books for 2000 era and we bought 200 books and we had six thousand discounts if you're using your calculator or you're doing this manually you need to say the amount here is equal to subtracted discount from the unit price times the quantity to get the amount of the item i want to create a border around this and also you bother around this so remember when you want to add a formula the first thing you will do in excel is you add a quarter without the equation you will not get the results but one clean principle in excel is you don't reference cells based on the content you reference cells based on the cell name so instead of using this value which is 350 000 it is better to use the name of the cell which is c 15 the name of the cell appears here so we come to this and we say equal to c 15 multiplied by d15 minus if you see so you see that way it saves better because with this now you can easily duplicate this formula so simply i click on this particular cell move the mouse to the lower right and then when it changes to the black plus sign just drag it to all the areas you want it to auto fill so if you check this 300 times 10 gives us 3 million 25 times this minus this gives us this we have all the answers that we want so if we add another product now let's say we bought tables each table is a thousand naira and we bought 100 tables that's supposed to give us 100 000. you can see the calculation there there is no discount if there is a discount of 2000 error this goes 98 so it's working perfectly okay so another function we want to talk about is so to do this song i press the call to under the home tab i go to the editing group and i click the drop down button and i click some you can see it automatically says equal to sum from f19 to f29 that's what i want i press my tab button and it gives me the sum of these values so any calculation i do here i have it here now the tax is 7.5 percent that's 7.5 of this now one other thing to make your work clear in excel is is better to reference a cell than to use the content in the cell so what if this starts changes to 7.5 and after designing we lock this particular cell or sometimes it may be difficult to trace the error so instead read the number here i also extend the cell and we reference that cell in our calculation so we do equal to 7.5 percent multiplied by this answer and it gives us the figure you can see it is easy to trace whenever we have an error or anything we can always reference the value from this cell maybe there are other charges so let's see a charge of one million so the total here this cell is equal to the subtotal minus the tax minus other charges and it to give us 15 and make this bold with this we have a simple design for our invoice you can see how easy it is you can further do any form of editing that you want okay this one number one is not showing so let me reduce these fonts to 10. so that number one to show or we can even increase the cell match muscles merge cell do it twice then i make it towards the right it's aligned to the bottom so let me make the line to the top so i click this stopper line okay we have it there and this okay so this one is sorted out one more thing i want to add before we end this class is okay what if there's an error here what if a client mystically types or maybe the user uses letter o you can see there's an error sign there and this is not very neat so i'll introduce one more function which is if error it helps us to catch errors and then make sure work to appear needs we have a video on if error and will take time to explain it but for this class click on the particular server you have the formula before the formula will type if error then will open the bracket so if error if error has two options if there is no error what will happen if there's an error what will happen so if there's no error do the calculation then comma put in brackets if there's an error just write contains errors that's what we want to appear there and i close the brackets so whenever there's an error anywhere in this document this part will show the user contains errors but if the number is correct to show the actual figure that if we have errors it will show contains errors this is it's our simple invoice using excel so if we come to print this is how it appears thank you very much please remember to subscribe and click the bell button so that as we introduce more videos you get to learn with us watch out for our next class thank you very much