System requirements: 

You will need Microsoft Excel 2000 or newer. There is now a version available for MS Excel 2007. 

SimplexD style workbook  for Excel will run on all computers that meet the requirements of MS Office Excel 2000, 2002/XP, 2003 or 2007 and have MS Windows as operating system.

Installing the software: 

Installation has been simplified in the 2009 version. Simply download the zipped file and extract to a convenient place on your computer. Simply double click on the SimplexD style workbook.xla to begin installation, Excel will open and ask you to enable macros. The macros in this program will not affect your computer in any harmful way, but are essential for the program to work. You will see this message 

Choose yes to ensure that SimplexD style workbook accounts is available whenever you open Excel. If you elect No then you will need to repeat this step whenever you want to open SimplexD style workbook. Excel will display confirmation of successful installation.

Getting started: 

To access he SimplexD style workbook tools you simply use the Excel Tools menu, scroll down and at the bottom you will see a button reading “SimplexD style workbook”, click this to display the SimplexD style workbook Toolbar.  

The Simplex D for accounts Toolbar: 

Once you have installed SimplexD style workbook Accounts for Excel as described in the previous section, you will be able to use the SimplexD style workbook button to launch the full Toolbar, as seen in the image below. This Toolbar will enable you to access all the features of the application, these Tools will be expalined as we go along

 Simplex D setup: 

First you will need to create a new copy of Simplex D, use the the Create New button. This will open  a new blank records book. First it will help if you have some information available. You must decide when your business is to commence trading, or if you have an existing business check what is the first day of your Financial Year, your previous year's Profit & Loss statement from your accountant should provide this. 

From your Bank Statement you will need the balance for this date, this is referred to as the Opening Balance. 

Finally, you will need to record how much cash (including Cheques, etc) that you have belonging to the business, but not yet banked. This is your Cash in Hand. 

If you do not have this information or are starting a new business you can still proceed.  

To simplify these entries, an entry form will open enabling you to quickly enter the necessary information

As you can see, once you have filled in the required information you simply click OK to enter the information to the Workbook.

Note: If you click on the little button with the arrowhead in the Date box you will open a calendar to select the date.

Your new accounts book will be saved to an Accounts sub folder of the folder that contains the program, to open it in the future use the Open/Close Button 

Entering data: 

Entering your weekly transactions is simple. For convenience your financial information is entered by the use of forms. You can only select those cells that you can enter information in, all others are protected to prevent you inadvertently deleting important formulas. You access these forms by using the buttons on the Toolbar titled Income, Expenditure & Weekly Report. 

Income 

Some items are already entered for you - the Week number, the Week Beginning date, the days and respective dates. As you enter amounts you will see the Totals being completed. You have various columns to record details of monies received by your business. 

• My Notes: enter a brief memo here if you need to remind yourself of any particulars of the transaction.
• Cash Col 1: enter cash amounts received.
• Cheques, Credit & Debit Cards Col 2: record all non cash receipts in this column
• Other Receipts Col 3: enter payments received for non- trading items eg rents received, sale of a vehicle etc.
• Details of Other Receipts: use this column to enter a reminder of the transaction.
• Lottery, etc; allows you to record any special receipts.

This form is also used to record monies paid into the bank. Enter cash, Cheques & Credit Card receipts into the respective columns. & again the amounts are totaled up for individual categories and for each day and each column. 

Expenditure  

Click the Expenditure... to display a similar form for recording expenditure, This is divided into two halves, one to record purchases for resale, i.e. stock, and the other to record monies spent on expensed items. The type of expense is listed, simply decide on the appropriate row and enter the amount under the column for the method of payment - cash, Cheque or Card. To record Stock Purchases simply enter the date of the Transaction, Cheque number or Credit Card reference, who was paid and enter the amount in the Cash Column or the Cheque or credit Card Payment Column, once again all amounts are automatically totalled

Weekly Summary Report: 

Again this is displayed by clicking the Report button on the Toolbar. Here you will see displayed a summary of your Bank and Cash details. The Opening Balance and the Cash in Hand amounts will have been completed during the set up of the workbook, although you can amend them if desired. On the Bank Report you need to fill in any Bank payments such as Direct Debits or Standing Orders paid during the week, i.e. items not entered as Cheques or Card payments. Also, record any payments made by BACS and cash withdrawals for Office use e.g. staff wages. 

In the Weekly Cash Report enter any cash withdrawn from the Bank. In the Cash in Hand as counted (c/⁄fwd) box enter any business cash that you hold. This will be entered into next week's page. Any cash difference will be automatically calculated and recorded. 

 Finally enter the actual Cash and Cheques that you actually have, this should balance with the amount calculated by the program. 

Saving your entries: 

When you have completed your entries for the week, you csn click the Save button, This will save the entries to a sheet for the relevant week. At the same time the entry boxes will be cleared ready for the next week's entries. The dates will be reset for the following week and carried forward balances will be recorded.

Tools: 

The Tools button will let you use a built in calculator if required and open a “Navigation Form” to let you access saved data, repots and charts. Simply click on an item to open it. 

 Financial Reports:

As data is entered in the weekly sheets a number of useful Financial reports are automatically filled in. These are listed in the navigator tool. 

Weekly Summary of Gross Takings

This report summarises the weekly Gross Takings. It is divided into convenient quarterly blocks.whch display each weeks takings. At the bottom of the sheet are totals for each quarter and a summary for the whole year. there is also a Chart to give a visual representation of the data. 

Weekly Summary of Other Receipts 

This presents a a quick view of your businesses non-trading receipts. 

Summary of Loan⁄Mortgage Repayments 

This page provides  a convenient sheet to keep check your loans or mortgage payments. 

Weekly Summary of Payments for Business Stock 

This report summaries all your payments for business stock througout the year by week and quarter. There is even a summary of each quarter and a reconciliation.which gives a true value when you enter the amounts owed for stock at the beginning of the year. 

Weekly Summary of Goods Taken for Own Consumption 

With this report you can quickly see what stock you have entered as "own use", i.e. removed from the business without payment for private consumption. Again, it is smmarised by week, quarter & year. 

Weekly Summary of Owners' Drawings 

See at a glance what monies have been taken from the business as drawings - i.e. wages 

Bank Standing Orders and Direct Debits 

Use this page to keep track of all your regular Bank payments - Standing Orders & Direct Debits 

Capital Expenses Incurred During Year 

Use this page to record all capital items bought for the businees - e.g. computers, vehicles, fixtures & fittings, etc.

This sheet also summarizes any weekly differences shown on the weekly records. 

Summary of Payments for Expenses 

This sheet contains the summary of all monies paid out during the Financial Year for business expenses 

Trial Profit & Loss Account 

Fnally, all the rcords are summarised to produce a Trial Profit & Loss Account. From this it is possible to complete your Annual Self Assessment Form for the Inland Revenue. However, it is always recommended to consult a qualified Accountant for this job. Using this Workbook presents your information in a concise way and may result in reducing your accountancy costs.

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