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INSTRUCTIONS
Intro
The Vertex42 Money Manager can be a very simple money management tool. Like most
spreadsheet applications, you should know that spreadsheets are error-prone. It is easy to
make mistakes, accidentally delete things that should not be deleted, forget to copy formulas,
etc. If you are comfortable using Excel, know how to identify and fix formulas when needed,
understand how to use basic row operations (delete, copy, inserted copied rows, etc.), are
okay with the level of risk you take on by using a spreadsheet, and follow the instructions
and guidelines, you should find this spreadsheet very useful.
General Tips
- Except for customizing the categories, you normally only edit cells with a gray border:
- Some of the labels include cell comments (marked with little red triangles) to provide
extra help information.
- You can add your own cell comments! This is especially useful in the Budget worksheet,
where you can create notes to explain irregular or variable expenses.
- If you see "#####" in a cell, widen the COLUMN to display the cell contents.
- This workbook uses a lot of conditional formatting. Look up "conditional formatting" in the
Excel help system (F1) if you want to know how it works.
- You can add a limited amount of security by password protecting your workbook, but that
can be easily bypassed by anyone with malicious intent. The security of your data is your
responsibility.
- Backup your file regularly to avoid losing data! Excel files DO get corrupted occasionally.
Num: This column is usually used to list the check number, but you can also use it to enter
"DEP" for deposit, "TXFR" for transfer, "EFT" for electronic funds transfer, "ACH" for
Automated Clearing House transactions, etc.
Category: The Category field is essential to the functionality of this workbook. The Category
is a dropdown list that gets its info from the Categories worksheet.
The Category column uses conditional formatting to highlight the category PINK if the
category is not found in the Categories worksheet, BROWN if the category is not found in
the Yearly or Monthly worksheet, and GRAY if the category is blank, [Transfer], or [Balance].
If the formatting isn't copied correctly, you'll lose this double-check feature. So again, this
spreadsheet is not error-proof.
IMPORTANT: If you have chosen a category such as "Ted's Fund" and then later remove
"Ted's Fund" from the list in the Categories worksheet, it will not be changed in the Transactions
table automatically. You will need to make sure that you find all the records that have used
"Ted's Fund" as the Category and change them to something else.
Step 0: Delete the Sample Rows
Step 1: Enter the beginning balance(s):
The Beginning Balance on JANUARY 1st for each account should be the first lines in the
register. If an account has a Negative balance (like a Credit Card), enter the balance as a
Positive value in the PAYMENT column. If an account has a Positive balance, enter the balance
as a Positive value in the DEPOSIT column. Use the Account Balance column to compare to
the balance shown on your bank or credit card statements.
Step 2: Add New Transactions:
You will probably find that the fastest way to add new transactions is copy and paste similar
previous transactions. You can select one or more rows, copy them, and then paste them
below the last transaction. Then, you just need to edit the cells that need to be changed.
TIP: Always leave the last row in the table BLANK so that you can easily add new rows. To
add new rows, select the last row of the table (row 57 in the image below) and drag the fill
handle down to copy the row down to create as many new rows as you need.
Fill Handle
ACCOUNT
Checking
Checking
Checking
DATE
1/1/10
1/1/10
1/1/10
NUM
2032
2032
2032
PAYEE
Target
Target
Target
MEMO
Split
Split
Split
CATEGORY
Clothing
Groceries
Supplies
PAYMENT
23.10
45.15
25.04
Tip: If you want to verify the total amount of the split transaction, you can do a quick
calculation off to the side of the table using an Excel formula, like "=SUM(H13:H15)"
Recording a [Transfer] Between Spending Accounts
Record a transfer by listing two transactions (one PAYMENT, one DEPOSIT) to offset each other.
Choose "[Transfer]" as the Category for both transactions. For example, a $250 credit card
payment would be recorded as a transfer FROM your checking TO your credit card account:
ACCOUNT
CreditCard
Checking
DATE
1/1/10
1/1/10
NUM
TXFR
TXFR
PAYEE
[From Checking]
[To CreditCard]
CATEGORY
[Transfer]
[Transfer]
PAYMENT
DEPOSIT
150.00
150.00
NOTE: The above example assumes that the "payment" to your Credit Card is to pay off the
charges that you have already recorded earlier in the Transaction History table for the
CreditCard account. If you are NOT recording individual CreditCard transactions using the
Transactions worksheet, or part of the $150.00 was to pay down an outstanding debt, then a
credit card payment would look like one of the following, where "Credit Card #1" is a category
under Obligations.
Example 1: Not using Credit Card #1 any more, but still owe money on it.
ACCOUNT
DATE
NUM
PAYEE
CATEGORY
Checking
1/1/10
Credit Card
Credit Card #1
Example 2: A portion of a
ACCOUNT
DATE
CreditCard 1/1/10
Checking
1/1/10
Checking
1/1/10
PAYMENT
150.00
DEPOSIT
150.00
DATE
1/1/10
1/1/10
1/1/10
1/1/10
NUM
TXFR
TXFR
TXFR
TXFR
PAYEE
[From Checking]
[To Savings]
[To Savings]
[To Savings]
CATEGORY
PAYMENT
[Transfer]
Emergency Fund 100.00
Retirement
50.00
College Fund
50.00
DEPOSIT
200.00
HELP
copy formulas,
hen needed,
you inserted.
Input Cell
Label
This is an example
comment.
** ACCOUNTS **
Checking
Savings
BobsCard
JanesCard
[End of List]
For example,
utomatically,
[Transfer]
[Balance]
Blah Blah
Blah Blah
he Transactions
r the balance
aste similar
need to create
on is a "Split".
:
:
:
:
et each other.
NT
DEPOSIT
150.00
debt, then a
" is a category
PAYMENT
#1
ENT
DEPOSIT
150.00
125.00
25.00
DEPOSIT
200.00
ou should be
red Balance
oncile column).
monly known
ekly or even
Starting Balance
Total Income
Total Expenses
NET (Income - Expenses)
Projected End Balance
[42]
Total
Avg
Monthly
JAN
FEB
MAR
APR
MAY
JUN
JUL
AUG
SEP
OCT
NOV
DEC
Total Average
INCOME
Wages & Tips
Interest Income
Dividends
Gifts Received
Refunds/Reimbursements
Financial Aid
Rental Income
INCOME-Other
Emergency Fund
Retirement Fund
College Fund
Investments
Taxes
Vacation Fund
Total INCOME
TO SAVINGS
SAVINGS -Other
Total TO SAVINGS
% of Income
Tithing
Charitable Donations
Religious Donations
Gifts
Christmas
CHARITY - Other
CHARITY/GIFTS
JAN
FEB
MAR
APR
MAY
JUN
JUL
AUG
SEP
OCT
NOV
DEC
Total Average
Total CHARITY/GIFTS
% of Income
Mortgage/Rent
Home/Rental Insurance
Furnishings/Appliances
Lawn/Garden
Maintenance/Supplies
Improvements
HOUSING - Other
HOUSING
Total HOUSING
% of Income
Electricity
Gas/Oil
Water/Sewer/Trash
Phone
Cable/Satellite
Internet
UTILITIES - Other
UTILITIES
Total UTILITIES
% of Income
Groceries
Dining/Eating Out
Pet Food
FOOD
FOOD - Other
Total FOOD
% of Income
Vehicle Payments
Auto Insurance
Fuel
Bus/Taxi/Train Fare
Repairs/Tires
Registration/License
TRANSPORTATION - Other
TRANSPORTATION
Total TRANSPORTATION
JAN
% of Income
FEB
-
MAR
-
APR
-
MAY
-
JUN
-
JUL
-
AUG
-
SEP
-
OCT
-
NOV
-
DEC
-
Total Average
-
Health Insurance
Disability Insurance
Doctor/Dentist/Optometrist
Medicine/Drugs
Life Insurance
Veterinarian/Pet Care
HEALTH
HEALTH - Other
Total HEALTH
% of Income
Education
Clothing
Personal Supplies
Cleaning Services
Salon/Barber
DAILY LIVING
% of Income
Clothing
Medical
Music Lessons
School Tuition
School Lunch
School Supplies
Babysitting/Child Care
Toys/Games
CHILDREN - Other
CHILDREN
Total CHILDREN
% of Income
Student Loan
Other Loan
Credit Card #1
Credit Card #2
OBLIGATIONS
JAN
FEB
MAR
APR
MAY
JUN
JUL
AUG
SEP
OCT
NOV
DEC
Total Average
Credit Card #3
Alimony/Child Support
Federal Taxes
State/Local Taxes
Legal Fees
OBLIGATIONS - Other
Total OBLIGATIONS
% of Income
Deductible Expenses
Non-Deductible Expenses
BUSINESS - Other
BUSINESS EXPENSE
% of Income
Vacation/Travel
Videos/DVDs
Music
Games
Rentals
Movies/Theater
Concerts/Plays
Books
Hobbies
Film/Photos
Sports
Outdoor Recreation
Toys/Gadgets
ENTERTAINMENT - Other
ENTERTAINMENT
Total ENTERTAINMENT
% of Income
Newspaper
Magazines
Dues/Memberships
SUBSCRIPTIONS - Other
SUBSCRIPTIONS
Total SUBSCRIPTIONS
% of Income
MISCELLANEOUS
JAN
FEB
MAR
APR
MAY
JUN
JUL
AUG
SEP
OCT
NOV
DEC
Total Average
Bank Fees
Postage
MISC - Other
Total MISCELLANEOUS
% of Income
Transaction History
HELP
Account
Checking
Savings
BobsCard
Checking
Checking
BobsCard
BobsCard
Checking
Checking
Checking
Checking
Savings
Checking
Checking
Checking
Date
Num Payee
Memo
Category
Cleared
Balance
BALANCE
1/01/11
[Balance As of 01/01/2011]
[Balance]
875.00
875.00
875.00
875.00
1/01/11
[Balance As of 01/01/2011]
[Balance]
2,345.00
2,345.00
2,345.00
3,220.00
R
R
R
R
R
c
Split
Split
Split
[Balance]
Wages & Tips
Vehicle Payments
Groceries
Gas/Oil
Wages & Tips
Clothing
Groceries
Personal Supplies
(256.00)
1,875.00
1,759.80
(343.34)
(443.34)
2,759.80
2,736.70
2,691.55
2,666.51
(256.00)
1,875.00
1,759.80
(343.34)
(443.34)
2,759.80
2,759.80
2,759.80
2,759.80
2,964.00
3,964.00
3,848.80
3,761.46
3,661.46
4,661.46
4,638.36
4,593.21
4,568.17
Split
Split
Split
[Transfer]
Emergency Fund
Retirement Fund
College Fund
2,545.00
2,566.51
2,516.51
2,466.51
-
2,345.00
2,759.80
2,759.80
2,759.80
-
4,768.17
4,668.17
4,618.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
1/01/11
1/01/11
1/01/11
1/15/11
1/18/11
2/05/11
2/10/11
2/10/11
2/10/11
[Balance As of 01/01/2011]
DEP Direct Deposit from Employer
2032 Car Payment
Joe's Food Mart
Fuel
DEP Direct Deposit from Employer
2033 Target
2033 Target
2033 Target
2/15/11
2/15/11
2/15/11
2/15/11
TXFR
TXFR
TXFR
TXFR
[From Checking]
[To Savings]
[To Savings]
[To Savings]
256.00
1,000.00
115.20
87.34
100.00
1,000.00
23.10
45.15
25.04
200.00
100.00
50.00
50.00
Account
Date
Num Payee
Memo
Category
BALANCE
Cleared
Balance
-
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
4,568.17
Year:
Month:
2011
2
Begin:
End:
2/1/11
2/28/11
BUDGET SUMMARY
Budget
Total Income
Total Expenses
NET
Budget
Actual
Difference
0.00
1,000.00
1,000.00
0.00
316.39
(316.39)
0.00
683.61
683.61
Actual
Total Income
Total Expenses
NET
0
200
400
INCOME
Wages & Tips
Interest Income
Dividends
Gifts Received
Refunds/Reimbursements
Financial Aid
Rental Income
INCOME-Other
Total INCOME
Budget
TO SAVINGS
Emergency Fund
Retirement Fund
College Fund
Investments
Taxes
Vacation Fund
SAVINGS -Other
Total TO SAVINGS
% of Income
CHARITY/GIFTS
Tithing
Charitable Donations
Religious Donations
Gifts
Christmas
CHARITY - Other
Total CHARITY/GIFTS
% of Income
HOUSING
Mortgage/Rent
Home/Rental Insurance
Real Estate Taxes
Furnishings/Appliances
Lawn/Garden
Maintenance/Supplies
Improvements
Budget
600
800
1000
Actual
1200
Year-To-Date
EXPENSE SUMMARY
TO SAVINGS
CHARITY/GIFTS
HOUSING
UTILITIES
FOOD TO SAVINGS
TRANSPORTATION
CHARITY/GIFTS
HEALTH
DAILY LIVING
HOUSING
CHILDREN
OBLIGATIONS
UTILITIES
BUSINESS EXPENSE
ENTERTAINMENT
FOOD
SUBSCRIPTIONS
TRANSPORTATION
MISCELLANEOUS
Difference
1,000.00
1,000.00
1,000.00
1,000.00
HEALTH
DAILY LIVING
CHILDREN
OBLIGATIONS
BUSINESS EXPENSE
ENTERTAINMENT
Actual
Budget
Difference
100.00
50.00
50.00
200.00
20.0%
Actual
Budget
Difference
0.0%
Actual
100.00
50.00
50.00
200.00
Difference
SUBSCRIPTIONS
MISCELLANEOUS
FALSE
Budget
Actual
Expense Summary
200.00
Budget
Actual
45.15
48.14
23.10
-
Difference
(200.00)
(45.15)
(48.14)
(23.10)
-
HOUSING - Other
Total HOUSING
% of Income
UTILITIES
Electricity
Gas/Oil
Water/Sewer/Trash
Phone
Cable/Satellite
Internet
UTILITIES - Other
Total UTILITIES
% of Income
FOOD
Groceries
Dining/Eating Out
Pet Food
FOOD - Other
Total FOOD
% of Income
TRANSPORTATION
Vehicle Payments
Auto Insurance
Fuel
Bus/Taxi/Train Fare
Repairs/Tires
Registration/License
TRANSPORTATION - Other
Total TRANSPORTATION
% of Income
HEALTH
Health Insurance
Disability Insurance
Doctor/Dentist/Optometrist
Medicine/Drugs
Health Club Dues
Life Insurance
Veterinarian/Pet Care
HEALTH - Other
Total HEALTH
% of Income
DAILY LIVING
Education
Clothing
Personal Supplies
Cleaning Services
Laundry / Dry Cleaning
Salon/Barber
DAILY LIVING - Other
Total DAILY LIVING
% of Income
CHILDREN
Clothing
Medical
Music Lessons
School Tuition
School Lunch
School Supplies
Babysitting/Child Care
Budget
0.0%
Actual
Budget
0.0%
Actual
Budget
45.15
45.15
4.5%
Actual
Budget
0.0%
Actual
Budget
0.0%
Actual
Budget
23.10
25.04
48.14
4.8%
Actual
23.10
-
Difference
Difference
(45.15)
(45.15)
Difference
Difference
Difference
(23.10)
(25.04)
(48.14)
Difference
(23.10)
-
Toys/Games
CHILDREN - Other
Total CHILDREN
% of Income
OBLIGATIONS
Student Loan
Other Loan
Credit Card #1
Credit Card #2
Credit Card #3
Alimony/Child Support
Federal Taxes
State/Local Taxes
Legal Fees
OBLIGATIONS - Other
Total OBLIGATIONS
% of Income
BUSINESS EXPENSE
Deductible Expenses
Non-Deductible Expenses
BUSINESS - Other
Total BUSINESS EXPENSE
% of Income
ENTERTAINMENT
Vacation/Travel
Videos/DVDs
Music
Games
Rentals
Movies/Theater
Concerts/Plays
Books
Hobbies
Film/Photos
Sports
Outdoor Recreation
Toys/Gadgets
ENTERTAINMENT - Other
Total ENTERTAINMENT
% of Income
SUBSCRIPTIONS
Newspaper
Magazines
Dues/Memberships
SUBSCRIPTIONS - Other
Total SUBSCRIPTIONS
% of Income
MISCELLANEOUS
Bank Fees
Postage
MISC - Other
Total MISCELLANEOUS
% of Income
Budget
23.10
2.3%
Actual
Budget
0.0%
Actual
Budget
0.0%
Actual
Budget
0.0%
Actual
Budget
0.0%
Actual
0.0%
(23.10)
Difference
Difference
Difference
Difference
Difference
[Categories]
[Balance]
[Transfer]
***** INCOME *****
Wages & Tips
Interest Income
Dividends
Gifts Received
Refunds/Reimbursements
Financial Aid
Rental Income
INCOME-Other
***** SAVINGS *****
Emergency Fund
Retirement Fund
Investments
College Fund
Taxes
Vacation Fund
SAVINGS -Other
***** CHARITY / GIFTS *****
Tithing
Charitable Donations
Religious Donations
Gifts
Christmas
CHARITY - Other
***** HOUSING *****
Mortgage/Rent
Home/Rental Insurance
Real Estate Taxes
Furnishings/Appliances
Lawn/Garden
Maintenance/Supplies
Improvements
HOUSING - Other
***** UTILITIES *****
Electricity
Gas/Oil
Water/Sewer/Trash
Phone
Cable/Satellite
Internet
UTILITIES - Other
Instructions
This worksheet defines the list of categories used for the drop-down in
the Register worksheet. So, you must make absolutely sure that the
list of categories are the same in ALL worksheets. If you make a
change to a category, you need to make that change in all
worksheets.
Adding a Category: Copy an existing row and insert the copied row
where you want it and then edit the Category name. Then, make sure
the add the category in the Budget and Report worksheets.
Deleting a Sub-Category: Before you start recording transactions,
deleting a category is easy. Just delete the category row. Don't delete
major categories. If you have already started recording transactions,
and some of the transactions were allocated to the category you
deleted, you will need to manually update all those Transactions to
assign them to a new category.
Making Changes to Categories: This worksheet uses conditional
formatting to detect whether the Category is found in BOTH the
Budget and Report worksheets. If a sub-category is highlighted
PINK(MAGENTA), then the category needs to be added to the Budget
worksheet. A sub-category highlighted BROWN means that the category
needs to be added to the Report worksheet. Major categories like
*****INCOME***** are used to separate groups of categories and you
should make sure that the sub-categories are grouped correctly and
consistently in the Yearly and Monthly worksheets.
WARNING: Be VERY careful to not use DUPLICATE category names such
as "Other".
Credit Card #1
Credit Card #2
Credit Card #3
Alimony/Child Support
Federal Taxes
State/Local Taxes
Legal Fees
OBLIGATIONS - Other
***** BUSINESS EXPENSE *****
Deductible Expenses
Non-Deductible Expenses
BUSINESS - Other
***** ENTERTAINMENT *****
Vacation/Travel
Videos/DVDs
Music
Games
Rentals
Movies/Theater
Concerts/Plays
Books
Hobbies
Film/Photos
Sports
Outdoor Recreation
Toys/Gadgets
ENTERTAINMENT - Other
***** SUBSCRIPTIONS *****
Newspaper
Magazines
Dues/Memberships
SUBSCRIPTIONS - Other
***** MISCELLANEOUS *****
Bank Fees
Postage
MISC - Other
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, make sure
.
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tional
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