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VT Final Accounts

Navigation: General features

Modifying workbooks

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Introduction

The templates supplied are just Excel workbooks. They have been created entirely in Excel. Features like AutoHide, note and page numbering have been implemented by the clever use of standard Excel features. The templates have not been protected. The templates could be used without the VT Final Accounts add-in program, but the additional features it provides would not be available.

The templates are designed so that most data is entered onto the TB and Data sheets. Any text which needs modifying should normally be entered directly onto the Directors report or Notes sheets. You can modify the workbooks any way you like, but for a straightforward set of accounts little else should need altering.

The insert buttons

There are buttons on the VT toolbar to assist with the modification of workbooks. In most cases you can achieve the same results using standard Excel methods, but using the buttons is much easier.

14 Insert TB Adj Insert Trial Balance Adjustment Column - see The manual entry trial balance

15 Insert Fin Row Insert Financial Row - see The manual entry trial balance or The linked entry trial balance

16 Insert New Note Insert New Note - see Notes and note numbers

17 Merge cells Merge Cells And Wrap Text - see Paragraphs of text

Dos and don'ts

If you do modify the workbooks, you should observe the following rules so that you do not disable any automatic features:

You should never change the name of one of the sheets in a template. You can however add your own sheets

There is no point manually hiding a row which is subject to AutoHide. When AutoHide is evaluated any manual setting will be overridden

You should not normally need to delete anything. AutoHide automatically hides rows with nil balances and notes with nil balances or blank text (except for average number of employees which is required by Companies House). The Policies And Paragraphs button can be used to hide accounting policies. The Properties dialog can be used to hide most other things

If AutoHide does not give the result you want, you can delete text without a problem

You should not delete numbers which are referenced elsewhere in the workbook. For instance, if a company has no debtors and you delete the debtors note (instead of letting it hide automatically), you will get #REF! appearing in the balance sheet and cash flow workings. #REF! indicates that a formula once pointed to a cell that no longer exists. If you cannot reverse the situation, you will have to start a new workbook

You should not overwrite the formulas which link the accounts to the trial balance. Always alter the numbers in the trial balance instead, or make the adjustments in VT Transaction+. You should not enter comparatives directly into the face of the accounts. If you do you will not be able to set them automatically in subsequent years, and the cash flow statement will not be correct

You should not insert columns to the left of the pre-formatted ones on the TB sheet

Use the Insert New Note button to insert a new note. Apart from being easier than doing it yourself, it helps prevent an existing AutoHide area being inadvertently expanded. Otherwise, you can insert new rows wherever you like

If you want to insert new rows, always insert whole rows. If you insert cells instead of rows you will get a dialog with options like Shift cells down. If you see this dialog choose Cancel. Otherwise you are in severe danger of irretrievably corrupting your workbook

You can change text anywhere in the workbook

You should not delete or alter any of the names in the Define dialog. If you create your own names, make sure you do not use names already used by VT Software

You should be careful copying and pasting between workbooks, as it is easy to create unwanted links between them. If you get the message "Use existing definition" always choose Yes. You can check if you have created a link by choosing Edit Links on the Data Tab in the Queries & Connections group in Excel. A formula containing a link to another workbook is easy to see and modify. However, it is also possible to inadvertently create a defined name which refers to another workbook. Because there are so many names listed in the Name Manager button on the Formulas tab in Excel, these can be very hard to track down

The columnar parts of the fixed asset and investment notes can only be altered in certain specified ways. See AutoHide and fixed assets

Tip The general rule is: "Thou shalt add, insert or change but thou shalt not delete"