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Invoice tracking for Operations

hello everyone welcome back here in this new video tutorial in Microsoft Excel in this tutorial you will learn the stepbystep process of making customer invoice and payment tracker template let's start with the process in the row number three write the column headers required for the template adjust the column widths wrap text to fit it inside cell change the alignment to middle and center now select some rows and apply borders apply highlight in the column headers now in second sheet make a list of customers and credit sides click on payment tracker sheet here in this customer name column make drop-down list to select the customers for this select the range click on data tab click on data validation in this drop down choose list click on the source box then click on customer information sheet then select the customer name range while selecting select more some blank rows too this is because if some customer are added in the list it will reflect in the drop- down too click on okay here customer name selection drop-down list has been created now before using formulas let's enter some details of invoice here now in this nod column we will calculate the number of days from the invoice date till today for this press equals type today open and close parentheses minus click on invoice date then press enter change the cell formatting to General this is the count of days from invoice date to today's date use the fill handle to drag it down in the overdue date we have to add the credit side given to customer with invoice date so press equals click on invoice date type plus symbol now use the vlookup function to fetch credit side this calculated the overdue date drop drag the formula down for other rows the payment received column should be filled manually in the difference column subtract the invoice amount from payment received amount then drag it down in the date of receipt column input the payment date when the customer pays payment in the days taken for payment subtract the invoice date from the payment received date then drag it down now let's fill some data in payment received and data receipt the difference and days takeen is calculated for the days taken change the cell formatting to General this is the number of days customer took to pay the payment of invoice now here in the status of invoice we will display overdue or pay dynamically if the difference amount is equal to zero the invoice is supposed to be paid for overdue the overdue date should be less than today's date for this let's use ifs function here in this column press equals then type FS function open the parentheses in The Logical test one parameter write the first Logic for paid invoice that is click on difference amount cell type equals zero then give a comma in the value if true one parameter write double quotation paid double quotation then give a comma in The Logical test two write the second Logic for the overdue invoice that is click on first cell of overdue date column type the less than symbol then type today open and close parentheses now give a comma in the value if true to parameter write double quotation overd double quotation close parenthesis and press enter now this formula will display either paid or overdue automatically if both of the logic fails then it will display na error to remove na error combine the if error function double click on the formula click at the beginning type if error open parentheses click at the end type comma and double quotations twice close parentheses and press enter now if the invoice is neither paid nor overdue it will display nothing here now here when there is no any details of invoice in the row it is displaying some results in the calculated column for this let's combine a function to remove these in the nood columns for cell doubleclick in the formula click at the start combine a function then open parentheses in the logic iCal test parameter test whether the invoice number cell is blank for this click on the invoice number cell press equals then type double quotation twice then give a comma Now in the value if true parameter again type double quotation twice now give a comma in the value of false parameter this previously written function will work now click at the end of formula close parentheses and press enter now drag the formula down here you see if there is not any invoice number the results are now blank do the same for all formula used columns except the days taken for payment column in case of days taken for payment we have to calculate the days taken only if there is some value in date of payment receipt for this combine IF function this way double click in the formula at the beginning type if open parentheses in logical test click on date of receipt equals double quotation twice give a comma in the value if true again type double quotation twice give a comma in the value if false this formula will work close parentheses and press enter drag the formula down now the days taken cell will display result only if there is value in date of receipt now to highlight the row automatically for overdue and paid invoice by separate colors use the conditional formatting first select the range from A4 to K13 click on Home tab then conditional formatting then click on new rule click on use a formula to determine which cell format now in the formula box write this equals dollar symbol K4 equals double quotation paid double quotation click on the format button click on fill tab then choose the color for highlighting let's take blue color click on okay buttons now for overdue click on home conditional formatting then manage rules click on this rule then click on duplicate rule button click on edit Rule now change this paid to overdue click on format button and choose a different color for overdue let's take your yellow color click on okay okay apply and okay now here you see the color highlights is given to paid and overdue invoices this is dynamic now if an invoice is paid color will auto update if an invoice goes in overdue state color will update automatically now everything is complete if you want to to practice this you can download the sample workbook file from video description below if you are new here in this channel request you to subscribe if this was useful hit the like button see you in next video tutorial