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Open office invoice template for Product quality

hi welcome to this DCP web tutorial in the second part of this bookkeeping tutorial we're going to be using OpenOffice calc to create an invoice template so in the first part of the tutorial we created this document called it invoice tracker let's just quickly look at this and recap it again and we created this spreadsheet and in the spreadsheet we had an invoice date so this was the date that we send the invoice out to our customer we had it invoice number and each one of these was a unique number this is quite important we had a date that the customer paid us we had how how the customer paid us where would they pay by bank transfer cheque or cash payment we had a payment reference there was a bank transfer normally on your bank statement it will have a reference and that's what your customer put in this window do the bank transfer they may use your account number or they may put their company name it could be various payment references that they put in when they do the bank transfer it's worth documenting that because it makes it all be easier to find on your bank statement if you need to locate that particular payment at a later date although you've got the date here as well which is quite useful as well when they paid you also check payment and when you when a customer sends you're checking the post you have something called a painting painting book and inside that painting book you'll have these slips in each slip will have a unique number as well so we can keep track of our check payments that coming in and when we put them into our count we can use this payment slip as the reference here and cash we just put cash payment you could put a date in here as well but you've got the date here when they paid the cash to you so it's kind of one of the same thing uses what cash payment here the next thing we documented was a description of the job done and I've just put brief descriptions in there like a logo design but you could have been a bit more descriptive in here I was just showing it as a sample when I use this document in my business sometimes I work quite a long description just to keep the information in there about what this particular job was so you can write make sure or you know I'll advise you to be as descriptive as possible and if for any reason if we type things up with that logo design for let's say leave that this company something like this let's just get that spinning away so we did some sort of logo design for a leaflet distribution company you can see that you can't really read all of the text on here but when you click on it you can read it all up here quite clearly what what this particular piece of text in here was so don't worry about stretching this to see all it's not important that you you can see all because you can easily click on the set itself to read what is in that particular cell any point in time you can be as descriptive as you want in here next thing we want you to know was which company was sending the invoice to that's quite important and how much are we sending for how much was the invoice amount and whether it's been paid or not so every time you look at your bank statement and you see one of your customers has paid the invoice you've come back into the spreadsheet highlight the row turn it into green and you're putting a payment reference to the payment type and the date that they paid and you can almost forget about that fully you know don't totally forget about it but forget about it if you don't got a choice this customer no more but if we move down to where 18 we can see we sent an invoice on the 24 for the first 24 in this was the invoice number and it was for website design little - a company called ABC company and it's benign under and out of our pan and it happens to be I don't know maybe you're looking at this photo and it's 7 or 14 or 30 days later and this invoice that hasn't been paid you know its marked in blue so you can easily go and call that customer and say we've sent you this invoice it hasn't been paid please make payment that's a good way of tracking the invoices you can also do other functions in here maybe I think the very very last tutorial I'll do is an overview this spreadsheet again but you know you can do calculations and work out how much of generating a certain period of time and stuff like this I'll show that in my first example so that's all I really want to say about this particular document we looked at this in the first tutorial so in this second tutorial I want to go and create a news spread and this particular new spreadsheet is going to be our invoice template so this first of all save the document it's always good to do that so then go to file save as and when we did the first tutorial we created this invoice tracker we'll create an invoice is an invoices folder and an archive folder and in this invoice folder let's just delete this we need to create a new folder called master template and inside of this master template we're going to save our invoice and play all the invoice template zero one so if we make a new type of invoice template we'll change the design or anything like that we can call it template two template three we keep this master template in this particular folder and we're going to we're going to copy it and use it many many times to create all of our invoices we're going to see that a little bit later I'm going to save this document and the first thing I want to do is in this first cell I just want to type in the word invoice template that's all I'm going to do is just type in invoice template hit I'm going to save this and there's one sort of little bug that I found in OpenOffice I couldn't find a way of showing the page breaks to show where these pages are this will kind of make sense if you go to file and in page preview you'll see this word invoice template agency sheet one and page one written down at the bottom when you close it you see these gray lines and these gray lines represent the maximum area for the page if you put any content in this section here it's not going to print out on the page this is going to be a second page it is gray like this gray line here it's quite hard to see I don't know if you can see that a bit clearer it's like a darker line here next to this this G column here between G and H is a dark line and that represents a my bad scenes clearly so this will be one page here and what I found is if you don't type anything into the document these these lines don't show and I found all the way of getting into show apart from that particular method I just showed you get go to file and in page preview so we're going to go back to this page preview and we're going to do something we're going to go to the format page and in here we're going to set all of the margins to one we only try and get as much space as possible to get content into our document we're going to go to the header and turn it off and we're going to go to the footer and turn it off so what will happen is this was a two centimeter gap here and it's going to be a one centimeter gap now and this sheet one and this page one's going to get removed so we can click OK you can see that now we've got much more space to work with so I'm going to close this now we don't need this anymore it's preview and I'll close it and we've got a bit more space to work with now and we can delete this word invoice template so let's just delete this I've got blank spreadsheet now and the next thing we want to do is we're going to start designing our our invoice template so one thing we need to do let's just try this here is we need to stretch this column slightly so we're going to move this column out a little bit just so that it sits it's a little bit tricky to see but this is H column when I move it so it's just almost in between almost wonder on this little line here above this just this a it just lifts this front selector here so you can see when I hover over this little line that appears here this is going to be our maximum which we can move a little bit more if you move it too far you'll see that this line jumps back to this position here this line separator so it needs to sit around here just underneath this letter to the side of it somewhere like that that would be good something like this would be good so what we want to do next is create this head out for our template and what we're going to do you need to go to let's just check this again we need to go to now there's an option in here that I used let's just check this okay it's this button here show draw functions so up here on the toolbar you need to make sure this is selected otherwise you won't see the draw options down here at the bottom down here let's just click this again here now you can see them these little drawing tools we're going to be using these drawing tools on the sheet one we need to right-click here and rename it to invoice template which you just name it anyway just call it invoice template that's fine let's save this and we'll click on this text tool and I'm going to move my mouse closer to the top right of this corner here and I'm going to drag out and I'm going to drag out to about halfway on this F column about this much here I'm going to use let's say say about here and it's going to shrivel this box and I'm going to right align the text so I'm going to click right align and I'm going to type in we're going to make this company name up so it will just just call it this is the business name this is your business name so I'm just going to call this company hello the world limit it I mean it's point addressing I'm going to make this up so this is your company name and this is your business address I just made these details up and below this we want to put also a telephone number it's going to put you put your little telephone number in here it's going to make one up and we want to put an email email kind of walking in bathroom just good support any line in here as well the line up so that's all we need to do and this is this is a this becomes a floating panel so really what you want to do is just reduce in fact what we want to do is double click in here so if you click out of it when you click back onto it you want to double click and then select the text and then you want to change it to a different font type and I always suggest you use Arial Arial font it's nice and clean and easy to read so you can pick any one you want but you want all of your fonts and your document to be consistent so if you're following the previous tutorial we used area within that one as well so we might use Arial here as well so that's our company address that's going to sit in the top corner let's just save this and we can see this page preview this is where our address is going to sit for our business so that's that's fine that's good that's what we want also what we can do is just reduce this the height of this slightly maybe let's try and do that we need to get rid of this extra line space here so let's delete this line space and you just want to keep it as taking as much space as loose space as possible we don't want to take too much space here ok the next thing we want to do is highlight we actually want to left click on this cell here it so we're 10 right now in fact we do this on bro night so we're going to left-click on row now the first cell left click on this row 9 so here is a cell row 9 and we're going to grab all the way across holding the mouse button down we're going to highlight this whole row we're going to go to this tool here the border tool and we're going to put a line this line here so this second row first option and what this does is draw the line here you see and when we go to our page preview it's just going to draw this line to separate the head up from the content below let's save this so we probably want to put a logo in here our company logo at some point we're going to want to put our company logo into here that's quite easy to do I really have my let's cloak we can close the spreadsheet we don't need this one for a minute I'm just going to try and find I just see if I can get a hold on my log over here's my logo it's pretty small version this isn't here we can get a lager from one of my portfolio for now some temporary one I'm just going to use this Lobo as an example but you will have your own logo you can put your own logo into it I'm just going to use this is only a temporary example you need to put a real proper logo in here but I want to show you how to do that it is look you know there's a bit of a problem with this logo he's got if I show it to you it's got too much white spacing there's too much white spacing at the top and at the bottom here so I need to do some editing to is low but really this is kind of beyond the scope of this tutorial but in order to show you this I have to do this properly I'm just going to open up my image editor and we're going to do a little bit of work on this low block with me just to make it the right design I'll explain why I'm going to drag this into my editor and if you've got your own logo what you need to do is contact your graphic guy always done your logo and ask them to get rid of as much white spacing as possible from the logo when we choose the white spacing around the logo so I'm just getting rid of all of this white spacing here see I've got very little white spacing at the top at the bottoms in the sides you want to get rid of all the white spacing as possible because we wanted to fit as closely as possible and minimize the amount of space it takes so you need to contact your graphic light and ask them to do that little job for you or do that you can do that in Photoshop or in a tutorial so if you're not sure what I suggest you do is get your logo and what you can do is go to youtube go to youtube slash user slash DCP web designers that's my YouTube page go to videos and have a look at this tutorial how to crop an image using Photoshop or how to crop and resize an image using software so this is probably the free piece of software that you want to follow this tutorial here if you have Photoshop you can do in Photoshop using this one here as well but I'll suggest you follow this this particular tutorial that will show you how to get your image like this using free software I'm going to go ahead and save this and we'll see we have now a different version of that logo we and it has bit hard to see but it's got very your white spacing around it up and the reason we did that is when we drag and drop this logo in here and we resize it resize it and to resize his logo let's just do that one more time when I drag and drop it into here it's very large and to resize I'm holding down the shift key and then dragging my mouse to keep it constraint so it doesn't if you don't do that when you drag it it's going to get squashed or stretched or some problem there so you want to hold down the shift key and we want that logo to be something like this just here I hope that made sense is slightly out of the scope of this particular tutorial it's about image editing and stuff like that but if you've got a good graphic design or you know how to cut images or crop images or crop your logo and that's a good example of how to do that just make sure it fits in there nicely without too much white spacing around it because you'll remember it's on a white background anyway so let's just save this and we preview it and you'll see it looks nice and clean now on the template and it's not big white gaps at the top and the bottom that would just be a waste of space we don't want to do that so I hope that made sense and let's just move on now so the next thing we want to do is highlight this row number 10 move our mouse so we're going to left click on this first cell and drag it all the way across holding down the left mouse button we're going to highlight this whole row of data and then we're going to right click on this and we're going to go to format cells and in format cells we're going to set the left margin to right the top in the bottom margin to 1.35 to change the 0 to a 1 that's all you got to do and click OK and then in this first cell here we're going to type in it invoice number just here and in this cell here we're going to type it in in words the date that this will two little dots in a space and in fact what we want to do here is we want to highlight these three cells and we're going to click this button it's called merge cells and it basically what it's going to do is make all of these three cells into one cell and we're going to do the same here so we're going to highlight in fact we don't actually need to do it on this side we don't need to if we need to do on this side it's like only so when we click on this cell you can see it's much bigger block now and we're going to right align it we're going to right line it to the right and we're going to type in a temporary date here so let's type in the first the first the first one to 14 this is like a placeholder that's called it and the invoice number if we check on our previous tutorial we gave all about in the spreadsheet we gave each invoice had a unit number so it's DCP 2014 0 0 1 so the DCP part was your company name this was the year and this was the invoice number the unit number so we're going to copy this and we're going to paste it in here right here so this will be a temporary invoice number remember this is just a template a temporary master template so we're going to change these details the day and the invoice number will change for every invoice that we generate so the last thing I want to do is highlight this rope so just highlight this row of data using that mouse we're going to click the B button to make it bold and then we're going to select this option here it's on the second row so it's in this border section here we're going to click the little drop-down arrow the second row and last option here and this is going to draw a border around this particular piece of information let's save it now let's check what actually looks page preview and here you can see our logo address the line to separate the header and then we got an invoice number and a date in here caught that's done let's save this the next thing we want to do is put in a billing address and a delivery address we need to be able to tell our customers what the invoicing is the state who we bill into the address that we're billing to and also the delivery address as well so what we'll do here is our let's go ahead and select we're going to left-click on row 12 and we're going to go down to the road let's list it again left-click on road 12 hold the mouse button down and go down to row 20 and then we're going to move across to the D column so we're going to highlight this section here from 12 down to 20 up to the D column this piece or section here and what we'll do is we're going to go and draw a border around this section here like this and then have this border and we're going to select the other side this section here and we're going to draw another border here as well we're going to two sections here doesn't match there's slightly different sizes it's not that important the next thing we'll do these we're going to select the whole of row 12 so we're going to move the mask across and skip the whole row 12 and we're going to right-click we're going to go to format cell and we're going to go to borders and we're going to set this to 1 is 1 here and click OK and in this first section we're going to right wing address and in this second section we're going to write the livery address and we can go ahead and select all of these rows again and we can make them bold and the last thing we're going to do while that is selected is draw another box border around it like this let's save that and let's check it so now we've got a billing address on this slide I'm about delivery address on this side sometimes you got to remember when you're plugging your customer orders from you they may have an address in I don't know central London that's where they want their head offices in central London that's the billing address but the delivery needs to be delivered to their East London branch or their East London office so this will be the delivery address on this side in my business I don't really have a delivery address because I sell websites and logo designs and business card designs all of my stuff is digital so I don't really deliver physical all of my stuff is virtual or send it via email or via the internet somehow but if you're running a business where you're selling a physical product then you're going to your delivery address may be different from the billing address you need to speak to a customer where do you want the bill to be sent to and where your products need to be delivered to you if you're running an internet business then that might not be so important if it's a web-based sort of service if you send in physical product like exclusive interior if you're selling chairs or something like this office furniture then you need a different delivery address and billing address they may be the same and just put the same details involved with them if they're same so the next thing we want to do is come back down to this text talk and we're going to drag from this left-hand side a box here and we're going to put in a temporary just a made-up delivery address so we call this it's just that we need to put the company name in first that we're going to be Billy sending to the this invoice too so as an example let's just check our spreadsheet and that will be the company name ABC company that's the first invoice one here so that's the company will put in it as a temporary example because this these deals will change as we create more invoices we'll say ABC company we've got make up of screen so for when they cut these details you can put any details or one in there as well and we need the delivery address as well so we're going to click on this text tool again down here this T 1 with the T we're going to grab on this side as well let's just drag that through this box here and we're going to put another address in it it's going to be ABC company and let's just say that we're delivering to a different address in this example it could be the same address as the one on this left-hand side you might be billing and delivering to the same location so let's select this text here we're going to select this text and we're going to change it to Arial got quite a lot of funds here but you just need to pick whatever point your life or cubic consistence we're going to make this aerial and we also need to do the same on this side so double clicking here and then select Arial as well and I think we're going to make this font slightly smaller so this what you need to do is double click on this and then select it and make it font size 10 you can leave it that size if you want double click on this one select it make it one size 10 and I think this is kind of sitting a bit close to this edge here can you see we want really this these letters it's ABCD we want the it's aligned with this like this letter B here so what we're going to do is just reduce the size of it slightly and drag it across let's just drag it so that it sits aligned here like that it's a little tedious but may as well make you look good we have to do this once that's it let's um save this then let's check it that looks good - zoom when I'm zooming in here I'm holding down the control key and I'm using the mouse wheel to zoom in and out so just to let you know I'm doing that I think they could calm down a little bit there little bit too close to the top and this one's slightly offline you can see there's a more of a gap on this one so let's just move it down slightly just going to move this one up a little bit something like that let's say this it doesn't have to be perfect but I think that's a bit better this one needs to move to the right of it just the touch and save this preview again it looks pretty good now so it's a bit tedious but it's worth doing and getting done right and then you know it's going to save you a lot of headache afterwards so I'm going to close this it's safe well it's all you safe I'm using backup so to zoom in here is well you hold down the control key and you can zoom in and out using the mouse wheel you can also zoom using this function down here as well if you don't have a mouse wheel for any reason you can use that as well okay so the next part we want to create is going to be where we display all of our invoice information so what we want to do here is select this first cell and we're going to move over to this D column so we're going to select these four here and we're going to use this merge cell and we're going to select the one below it all four of them and we're going to merge this as well I'm going to keep repeating this down the spreadsheet it's a little bit of a tedious job will if they will do it once but we're gonna simply when I highlight them you can see there this is where we're going to put in that description try a voice and we need quite a few of these we're going to go down quite a few rows to make sure we've got enough space to get all of our information in about what jobs we've done or what products you sold so this is going to take a little second to do it's quite boring but you know I think these are very often set this once and I feel I'm going to go down to about row 37 so I've got from row 22 to row 37 I think that's going to be enough to get descriptions and all of the invoice information in today that should be fine now I'm going to click on these row 22 right here and I'm going to drag my mat all the way to the left I'm going to come down to this row 37 hit in fact I will come down to row 38 we're going to do this extra one as well so we're going to highlight all of this block here we're going to right click and go to format cell and we're going to set the margin this margin to one point three five and click OK okay cool now what we want to do is select everything again but only up to row 37 not 38 we're going to leave this one blank so we're going to select all of these here and we're going to go to a board at all and we're going to select this option here the third row down and the very last option this is going to draw a border around all of the content in these cells then what we want to do is select only these two here just these two cells on row 38 and we want to do the same again we're going to save this and we're going to preview you're going to see you're going to have a description and you're going to have a quantity you're going to have a unit cost and you're going to have a total in fact uh I think we did one thing wrong here let's close this this is slightly wrong we need to merge these two cells here we're going to merge so you're going to highlight this 23 and the row next to it is what these two here you're going to click this twice now because you're going to unmerge them and then reemerge them again so that's my fault we have to do this bit again slightly one too long just gives us a bit more space for a description and also yep that's right Nats which we really in that first first part of that example we should have set you from row row 22 but we should have slipped from a B C D and E we already selected D column we should be selected the e column or you can just repeat this what I've just done here not to fix it let's just save this now in this first this first the field here we're going to type in description in this second field here this one we're going to type in quantity in this one here we're going to plug in unit cost any new we're going to type in sub but it subtool and we're going to highlight these three here we're going to Center them and we're going to make them Bob click center and Bob okay now as an example I will show you an example good example of this so let's just say that we did a logo design for our company so this is stuff that we want to build to a company because this is work that we've done and in this example we did one logo design so we did one let's select this quantity column and let's lift the line it in fact this selects all of these here all of this block here and we're going to lift the line all of them left the line the word data on the Left so we did one one example of a logo design and to do this one example we charge the customer let's say 60 pounds so what we need to do next is to tell the software that these are going to be currency values in here so we need to select this so here move across and drop all the way down to this row here we're going to select this block up to row 37 but just these G and H column sections we're going to right click format cell go to numbers and select currency and you can select whichever option you won but does default you really use this option here and click OK then it's going to show you at sixty pounds and then we need to do the same for this very last cell down here so we're going to right click format cell and we need to change that to a currency as well and click OK there's a reason for that I'll explain now in this second example we're going to say we do in this second row we did another business card design and we did four examples of a business card design and for each example we'll charge the customer 25 pound so 4 times 25 should equal 101 times 60 it should equal 60 and we're going to use a formula to calculate the subtotals here so what we're going to say is we're going to type in the equal sign and we're going to say this is row this is column F and this is 23 so this is f this cell here is f 23 so we're going to say f 23 and then we can use the star sign so you hold down the shift key and press number 8 and it puts in this star which is actually a mole of multiplication so it's going to times and we're going to times it by G 23 G 23 we're going to hit enter it's going to say 61 times 60 equals 60 F 23 times G 23 this is F 23 and this is G 23 and we're going to click on this cell here and we're going to drag down so if you look in the corner here we've got this little black box we're going to drag it down one row and it's this copies this formula down and then it says when it copied the formula it says F 24 times G 24 this is F 24 DCG 24 four times 25 and 100 so do though it will do the math for us quite quickly and we could type in the website design this is a different job we did for the customer and we're building them all in the same invoice and we did one job there and it was for sale 595 home for example and we can just copy that down there and let's say we do one more last drop we did let's just say we do some sort of social network design designing their Facebook and their Twitter pages and stuff like this and we worked on six social networks and for each social network we charged 45 and then we can just use this drag down and it will to give us the total or the subtotal here so that's good we can keep filling out the spreadsheet with different jobs how you laid aside you could report everything on one line if you wanted to but it's nice to break it down and show it quite accurately what figures are in here and what they mean there's quite nice to do it that way so the last thing we want to do here quickly is we want to write down here total and we're going to select this cell we're going to write a line and make it bold and then when we click on this cell here we want to drag we want to left-click here and grab all the way up to this cell here so from this bottom so up to this where it's got the 61 here then we're going to use the Sun talked with and click some and it's going to add the sixty one hundred and ninety five nine five and a two seventy it's going to give us the total down here and we're going to make that bold as well and we're going to make it lift the line let's save this and let's preview it so now we're getting more of a detailed invoice we've got a logo we've got the business our business address we've got an invoice number which is unique and a date which is unique and the invoice number will change when every single invoice you send out the invoice date may be the same day or a different day we've got the customers billing details and we've got the customers delivery details and sometimes the delivery details are not applicable so you can just write not applicable in here if you're not delivering the physical product down here we've got a description of the job about quantity a unit cost and a subtotal and we've got the grand total down here what customer actually needs to pay so it is a few things to finally finish off on and what we need to do now is to put in our banking details because we may as we're told a customer if they want to pay via bank transfer then we may as giving the details now it just makes life a little bit easier for them so we're going to on this row for tea we're going to click here and we're going to drag across to this row here row row for each columns ABCDE and if we're going to select those ones there and we're going to drag down one two three let's do that again we're going to go from this row 40 drug across and we're going to drag down one two let's say two three four five we're going to need about five rows so I'm going to select this section here we're going to right-click on it and we're going to go to format cell and we're going to go to orders and we're going to set the margin to one point three five for all of these one point three five if this synchronizes ticket it will do it for everything basically and click OK and then we're going to draw a border around all of this content we're going to border around all of it and we're going to select this first column first row and we're going to draw a border around that as well almost got like a box with a high order combo across the top and then this title we're going to say please we're going to select that and make it bold let's just say this let's preview it so it's okay though and we're going to put our banking details in now I'm just going to make some up for now where you put your real bank details in here the first thing you need to do is put in the business name so the name that is back the poem is going to be sent to you is this name we're going to put in the bank pain we're going to put in the account number and then also put in the shortcode this is pretty much what most people will need in order to do a bank transfer to you we're going to select all of these and make them bold and then in here we're going to put in it's really a company name so it's going to be limited and the bank name will be Bank of X making up this bank name you put your real bank name in here you'll put your real business name in here just going to make up an account number put your wheel car number in here and sort code normally salt piles are separated with hyphens like that you select all of this it's like thinking it's a day actually so let's select order or select all of these four rows we're going to right-click on them format cell go to number and change it from number to text and click OK let's try that again to 12 1245 and it didn't treat it as text because if you type this in like this format it finishes a day it's not a date it's not a number it's just a shortcode so you need to select them all format them and change them to text type to make sure it recognizes it as a text value or a date value here so let's save this and there's preview one more time and probably we can get rid of this gap this here we don't really need this here so let's get rid of this this quality social economy it might make you look a bit better as well so we're going to select this these four here and we're going to go to order and take this top option and that will remove the borders from here we're going to select these three now or these one two three four five these five and we're going to select this option here white border and it's going to draw a line down the side here let's save this and check it one more time yeah that looks a lot better okay we're getting there so the next thing we want to put in here quite simply is payment terms so you can put whatever you want in it if you want payment terms of 14 days 7 days 30 days 60 days it's down to you it's down to what you negotiate with your customers but normally you try and stick with a value for everyone if possible I normally do about 14 days or seven days payment terms so it depends really what the job is it is a big draw one normally take the deposit first before I even do anything so really depends on what the job is we can make that bold it's quite important information and save this you should also right click on here go to format cells go to borders and set this to 1.5 as well and in fact we can just highlight it just to make it look a little bit but we can draw a border around it so let's draw that border this one here around this box it's just preview our payment terms here we need to put one last piece of information normally you put your company number at the very bottom so on this very last cell here a note arrived from the company number we're going to make up a company number you put your real company number in here and I'm going to right click on that format cell and set that to one point one three five and click OK and then I'm going to highlight this whole row and I'm going to do a top line here the top line use this it's second row first option here this one right here and that's going to draw a line across the top and preview you can see it's off the template it's not showing so what we need to do is click on select row 48 right click on it and delete it and save it and preview it again and now it will show at the bottom very here at the robot the company number I think that's pretty good now might be nice if that company and I'm always sent it in the middle looks a bit normally if you're via T registered this this particular invoice template is it's ok you could actually put v80 figures in here as well you could have a v80 you can put your v80 amount in here and then have the VHD and the V ATM anything and make a total here as well including VA t so it is going to be all excluding VA t prices you can have the VA t amount here for all of this amount right here and then do a subtotal down here and you can put over the ATM man or your VA t registration number on here as well you use the same template but for VA t registration is an example it was for really small start-up businesses so you may or may not have a VA number I might do a separate tutorial on VA T for v18 registered businesses but that's a bit more complicated and it will be quite a launch to toriel so we'll assume that you're not vhe registered at this point so I'm going to close this and save it and one last thing I want to do let's just close this now so when we go into invoices folder our master template we've got this master date this marks the invoice here I'm going to copy this I'm going to select it and copy it and I'm going to paste it into here pressing ctrl V so I've gone to let's just do that one more time let's delete this so going to the master template I'll click on the file or press ctrl C to copy and then I come outside so I've got backup folder and press ctrl V to paste and we're going to rename this now so we're going to go to original invoice track up and we're going to make this first example invoice hit let's make this one so what we'll do this I'm going to right align this to make it all be easier and I need to rename this file it can't be called invoice tracker it doesn't make any sense it needs to be named something logical so what we do is we will first the wall have did this port the invoice number so DCP 2014 zero zero one that's this invoice number here then we're going to put a dash in and we're going to put a date the first the first 2014 and then we're going to put another dash in and we're going to put in the company name that we're singing invoice to ABC company have to do that again so DCP 2014 zero zero one the first of the first 2014 and it was a PC company actually in use let's try that again it's saying that the file was in use but ah ha bits Sileo night I mean I'm editing the wrong file so we need to go into invoices and it's this template we want to rename my but since this file here we want to rename and we're going to call this DCP 1614 there's one the first first to 2014 and it's going to be that's okay this is actually this was a copy of this invoice template but we're going to use this as a master file to make now a new invoice for this particular customer so if we just let's just you shake this spreadsheet so we can see all the data so we took the invoice number and we made that the first part we put dash in there and we took the date and we made that the second part and we bought another dash and it would put a busy company this is the company name so that's going to really help us to identify it sooner or later you know when you keep using this system you understand what invoice it was what date you sent it and who you sent it to that's all you need to know it's quite important but you need to know that so when I open up this file now it's a copy of the original master template so I can do anything I wanted as well I can change your edit it the data happens to be correct the invoice number happens to be correct but if it was a different invoice will change this invoice number change the invoice number change to date but because we use this as an example from the master template quit it happens to be ABC company so these date these deals because they were correct but if it's a new company then you need to change these details to the relevant company you might want to put a telephone number contact number in this template it's up to you but for that for the billing company you may want to pour contact number in there but it's your choice sometimes it's nice to have that because when you open up the invoice if it hasn't been paid you can coordinate right away but you should have those do somewhere else as well if you notice though on this particular job we only did one job we just did a logo design for a leaflet distribution company so let's copy this text ctrl C to copy and right click copy and we're going to paste the into it and we can delete all of these we don't need this data this was just temporary day over because hey so we've got a logo design for leaf with this distribution company we did one job and it cost one hundred and twenty five one two five and we'll type in one two five one x one to five equal subtotal one through five and is it the subtotal of the invoice that's all you need to do you change the billing details the delivery details if it's applicable you change the invoice number and the invoice date you change the description and everything else is going to stay the same the banking details that you want them to make payment to that your company numbers is your company number the payment terms the logo your address all that stuff is going to stay to say we're going to save this we're going to make a PDF we're going to click PDF here we're going to save this one more time we're going to close it we're going to end up with two files we learned up with the master file so this is we call this the master tab the Master File of the zoom boys and the PDF the PDF file you can send to your customer in an email you can just email just directly to them it's just open it we'll talk about so here you can attach this in an email send it to your customer they can print it out you've got a copy of it they've got a copy of it they can print it out and you can print out for yourself and keep a copy in your records and that's pretty much how you're going to generate your invoice now you have a real invoice which which is relevant to this particular Rohit and this all of this data right here you would have created all of these invoices we'd create one by one you would have created one by one each limb voice separately you would have had loads of invoices in here you would have invoice one two three four five six seven eight nine ten going all the way down to invoice number 33 so just as a quick example I'm going to do one more but we're going to we're going to assume that it's a new company it's a new invoice so in here we're going to put a new date we're going to call it the 10th of the second 2014 and it's going to be we're going to drag this down one so when we drag it down it makes it invoice number 34 there's no date in here there's no payment type and there's no payment reference because it hasn't been paid we're making it invoice right now one good thing to do is click on this 35 and say highlights the whole roll and we can just make this blue make it blue and we're going to say that this was we're going to say that in this particular job we or this particular invoice we did two different jobs just to make it a little bit more easier for you to understand we're going to say we did the website design and we also did a business card and it was for a new company called following with this some work for a company called hardwood flooring and the website design and the business class design combined together the total amount that we needed to build a company let's say was eight nine five so that's included so we can say the website was eight hundred and the business card design was ninety five for example website design and business card design - total of those two jobs was 895 800 for the website and 95 for the business card and we're going to say that it's not being paid yet and what I'm going to do we're going to have to use our we have to make an assumption at the moment and we're gonna have to assume that this is the first invoice and this is the first invoice in here and we're going to assume that we did you know we did all of these invoices already all of these from invoice number one all the way down to invoice number 33 so really the next invoice in this section here in verse number 34 I'm not going to do 33 invoices just to show you them but you and you need to assume that 33 of them will be listed in here and this is going to be invoice number 34 so to make this I'm going to right click on this invoice here this OpenOffice document going to right click on it drag it down holding down the right mouse button and I'm going to copy here it's going to make a copy of this invoice you can see this is the original one below it and this is the copy I'm going to right click on it and rename it and I'm going to change this to if we look carefully it's 34 so it will be 34 in here and the company name was hard wood flooring and this copy element we can get rid of it we don't need that and one of the thing that's wrong in here we can see it was DCP 2014 0:34 DCP 2014 0:34 but when you see changes date it was the date was the turn for the second so in here we need to change it to the 10th of this second so we're going to open this up and there's a few things we need to change we need to change this company number to flooring and you can ormally change this address I'm just going to leave it as it is as a example but you will need to change that that address there and we need to change the company name in here as well and you change this address if it's applicable and we need to change the invoice number so we're going to click on this cell here row a so a we're going to double click on it and we're going to move across and change it to invoice 34 really change this date the reason why I put the invoice number up here in the date is when I'm making the edits to this invoice here I can see DCP 2014 or 34 DCP 2014 for the date I don't have to keep looking back at the squid sure I can see it was the 10th of the 2nd 2014 it makes it all the easier when you're doing these updates here and in here we said it was for website design a business card design so we can highlight this and copy it we can paste it here but we're going to do two separate values we're going to do website design we're going to cut this and paste it down here and get rid of this and we're going to say website design quantity 1 and it was 800 and we're going to say business card design that's how we did two examples but each example in fact will make this value to make life a little bit easier we'll make this seven nine five and we can say we need to example business cards and each one cost fifty pound and we're going to slip this so here we're going to drag this down from here from this way down here to make it 100 two times 50 is 100 one times seven nine five is seven nine five I told towards eight nine five here in our spreadsheet and I invoiced always 895 that's it this invoice is done we can save it we can make a PDF file you can save it again and we've got to invoice examples in here but in this if it was really done properly all to have 34 in total so we take this invoice we open it we check it we should always double check it to make sure the date is correct in here the invoice numbers correct the invoice date is quick the billing details is correct the the values are correct in here the subtotal is correct really up to this point everything else in here should have been checked before and this is all correct you're not really editing anything down and or make sure you address the other quirks once they're correct first time around you never need to check that again so let's assume that we set this invoice to our customer we touch it in email we ask the customer to make payment they receive the email they receive the invoice they printed it out and we said that they can pay within 30 days and let's just say that they paid it in 14 days so you go look at your bank statement 14 days later you see the payment in your account and you send it out on the turn for the second and 14 days later they made the payment or let's say 7 days later to make life a little bit easier so 7 days they are the customer made the payment you set out on a 10 for the second and they're paid under 17 the second 2014 you're looking at your bank statement it says they paid on the seventh for that second 2014 they paid it via bank transfer so we can type in bank transfer here and they put a reference and they put something like invoice and put something like DCP invoice Oh 34 that's what they put as the reference of the payment because it was invoice number 34 and it was for your company happens to be called DCP bill be your company in it your acronym of your company and we need to make this a yes he's being paid let's just keep that consistent uppercase and then we can now select let's just make this full screen we can select that row we can make it green and we know that it's being paid s-sit so now we have two documents to work from we have this document is the one that I fill out first of all so I fill out this document first and I'll put in the details that I want to send to the customer I'll put in what type of job it was I putting the invoice number the date that I want to say any words to them or the date of the invoice itself the company I'm sending you to the amount that I want to send and I mark it as no because I haven't paid it I haven't even made the invoice here I just details in first then I go and make a copy of the last invoice that I created it is hardwood flooring I make a copy of this one drag it down copy it here and then I rename the file I changed the invoice number but change that to 35 with an example I changed the date so it might have been 214 for the second and it might have been for the same communism was my money different company but is a different job that you did hit enter and when you do that it's always going to order them by invoice number so this one will always say at the bottom because it's 34 is the previous one is and then 35 is a bigger number so it will sit one below I'm going to delete that not really want that there because we don't really have any words 35 K in this spreadsheet but I just continuously create quickly creating those invoices sending them to the customers as PDS once they've made payment I'll come back into the spreadsheet seven days later or whenever it might be and I mark it off and I'll keep track of it that way now I can keep track of how many invoices I've sent out who has sent them out to what the drugs were for how my customer paid when they paid and it helps me to work out who hasn't paid as well and who has paid all the blue ones haven't paid on Monday when I get back into work let's say it's Friday today on Monday when I get back into work I can go and trace all these customers say look you haven't paid his invoice I send them out it's been more than 30 days or more than seven days or whatever the sounds work on a particular payment so I hope that makes sense you've got two separate documents now you've got one to do your invoice tracking to see who's paid and when they've paid and how they've paid and what the payment was for and you've got a separate document which is going to be your invoice template and this is what you're going to use to actually create a real invoice you can print this out and send it in the post or you can send it out via email I send mine out via emails just a lot easier so as to documents we've completed so far in the third part of this tutorial I'm going to be showing you a different spreadsheet and that switch is going to be used to keep track of your expenditure what you're paying out for so you're paying up for your internet access your telephone calls you're traveling across your you're I don't know you're printing your printing paper if you bought a keyboard or a mouse for your computer these are all expenses in your business and we want a spreadsheet to keep track of these expenses as well so this this spreadsheet represents all of the money coming in you need a separate spreadsheet to represent all of the money going out okay I hope this all made sense if you've got any questions and you're not too sure about anything feel free to contact me on any of the social networks I'm going to be putting this video on youtube on Facebook Google+ Twitter if you catch the video on any of those locations feel free to ask me a question and I'll try and help you to make it a bit clearer if it's if you're not not understood anything okay look forward to seeing you in the next tutorial have a good day you