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Here we are in our custom zero homepage going into the new company file we set up in a prior presentation that being get great guitars duplicating some tabs to put reports in by right-clicking the tab up top and duplicating it right-clicking the duplicated tab and duplicating again back to the tab to the middle go into the accounting drop down so we can open up the balance sheet report then we'll tab to the right accounting drop down this time the income statement so those are our major two financial statement reports I'm going to go back to the balance sheet and we're going to start to format these reports as if we're going to be providing them to whoever we need to provide them to in our case we're gonna imagine primarily that we are a bookkeeper that are giving the reports possibly on a monthly or quarterly basis to a client but you would have a similar scenario if you're given the reports to like a supervisor if it was an internal situation if you need the reports primarily in the United States for tax preparation possibly you have to think about how you're gonna group the reports to give them to your tax preparer or whatever at the end of the year you might need to format them for giving them to a bank or something like that whoever you need to give the reports to the point is that making the reports formatted nicely is going to be a huge part of the process if you're doing a bookkeeping type of system so let's imagine we're a client for example I mean we're a bookkeeper providing reports to a client then notice that the client if you're in the United States and you have like a small business client for example they probably primarily need the reports possibly at year end to help out with tax preparation or something like that but you would still like to give them the reports on a quarterly basis so they can use them for internal purposes and decision-making but also just to be able to give them some confidence that hey we're putting the bookkeeper information in place we're gonna be here for you when you need us at year end you also want to keep in mind who you're given the reports to to think about how detailed you want the reports to be so you might have more simplified reports versus more complex reports and how much other reports do you want to be adding to this in terms of supplemental reports that are going to be added on to the balance sheet and the income statement so let's just do a couple reports and imagining we're going to group them together I'm going to do this a few different ways we will give them to our client that's also going to be quite important how are we going to give them to the client we could do it with a PDF file and email it to them or maybe we could try to get all the reports on one PDF file which we'll try to do here with the help and use of the exporting feature and Excel so we don't even need like Adobe fancy Adobe software or anything to get it on one PDF file which can be quite nice sometimes so those pros and cons to those different formats all right so given that let's run this report just for January now so because we just did one month of data input we're gonna imagine we're gonna give this to a client so let's do a custom date range and I'm gonna bring this on back to January 2023 January 30th for 2023 now we're gonna update this is a standard balance sheet now you might have a couple different formatings of the balance sheet you might you might think about doing you might say hey look maybe I'm just gonna try to give a summary balance sheet that will be very easy to look at and then and then possibly giving more detail on a on a different balance sheets now note down here zero has this really neat edit layout which gives you a lot more flexibility even than other online software such as Quick Books which is really neat so you've got your groups basically here and you could start to collapse your groups so I could collapse this group I could just take a look at all my assets in terms of current assets and I can break them down and hide these so now I've got long term and long term assets so now I've got current fixed and long term and then on the liabilities maybe I want current liabilities and long term liabilities and on the equity maybe I just want all the equity in one account called equity so if we do something like that I can update the layout and we have basically a summarized type of balance sheet here so that might be a good place to basically start with a very simple type of report that might be the first one you provide to someone and then if you're doing a presentation that's often useful because then people's eyes don't roll over this that's not too many numbers I'm not gonna check out quite yet and and so that's a good one to start with and then and then you gradually take them into the beautiful nuance of multiple numbers in future reports now you also might change the name up top I'm gonna call it like a summary balance sheet so summary balance sheet and then you might want to think about saving these kind of reports for our future use so I'm gonna say can I save the custom report and I'm gonna call it a summary summary balance sheet and make custom I'm not gonna make it the default I'm gonna save it and so now we've got our custom report there so it has been saved custom report okay so I'm gonna then if I go back to my reports let's go this way I counting drop down and into my reports then I got my custom tab up top and as I do this from month to month I can open up my summary report from here and the formatting should be formatted for us and then we could just basically change the date ranges so there's that one now another one let's do another one starting with a balance sheet so I'm gonna go in the drop down and open up another balance sheet another common format we might want on a balance sheet is like a vertical analysis comparing everything to the total assets and liabilities so that one's a pretty easy one to construct to so let's hit the drop down custom date range it and go up to 2023 end of our let's do it Jan January 2023 and update it so they have a pretty neat functionality to do this report we can go to the edit layout on this side and then we can just say I'm gonna add a column so I'm gonna say add a column and I want the column to be a formula based column so I'm gonna just add a column over here and then it gives us our formulas that we can that we can use and I want to say show as well hold on I don't want that one I'm gonna trash that one trashed it let's do another one we want let's do a percent column so we want to show select column January 31st and then we're gonna say select select as a percent of and we want assets total assets so we're gonna pick up the assets okay so I think that's it so that's takes a little bit of time to kind of get used to that but you have more flexibility doing this here than you do with other software so it's pretty pretty neat so let's update the layout and check out and see if it does what we would expect I'll pull out the trustee calculator as it's populating here so we can check and see if it does what we think it should so we've got our percentage column so now we're comparing everything like the current assets for example one five two one nine five point seven five over the liability or the total assets two four two six nine five point seven five is not quite right well that's cuz I had the number covered up one five two one nine five point seven five over two four two six nine five point seven five yeah there it is sixty two seventy one so if I scroll down we do the same thing on the liability side so this is a common like you might call it a vertical analysis so let's call it that vertical analysis balance sheet vertical analysis I don't know how to spell analysis that's not good it was I think that's right so then we can custom save that one so we'll say custom save and I'm gonna call it vertical vertical analysis analysis balance sheet alright save that one so that's a common type of balance sheet and then I could just do a normal balance sheet but notice then you come into questions and in terms of this one already has all the information of a normal balance sheet plus an added column so so maybe that's enough or maybe you want the summary balance sheet a normal balance sheet without the added column and then one with the added column right these are choices that you kind of have to make when you're grouping the reports together now as time passes we'll also have comparative opportunities which are almost infinite right we can compare month-to-month we can compare this month to the prior month we can compare year-to-date to year-to-date you know we can compare the current quarter to the last quarter and so on and so forth so but we only have one month right now so we might talk more about comparative reports after month two is done let's go to the income statement and do a similar kind of thing here we'll hit the hit the good old drop down and do a custom date range in the beginning date I'm gonna say is January 1st ending date January 31st we're just doing it for one month of January we will update it here now you could do a summary income statement as well but we don't have much to summarize right now because we didn't use much of the grouping things for example if you had a lot of expenses down here where you grouped things together such as having utilities and then grouping things under the utilities then you might do a summary income statement which will combine all those groupings but we didn't do any of that as of yet and therefore the summary income statement would possibly not be as useful but we can then we can still do a vertical analysis statement usually a vertical analysis statement is going to be comparing to the total income line here so we can say edit the layout on this one and I could say let's add a column on this one and we've got the percentages let's say percentage and we have then show January 2023 and we want select the row as a percent of income meaning we're gonna compare everything to income and that's basically it and we can just update that report and now we have like a vertical analysis type of income statement so if I pull out the trustee calculator now we're comparing everything to this income line and so that's a quite common type of report 37242 divided by 53857 that's where we're getting this 6915 so that's another one you might call a vertical analysis and notice you could change the report title up top you might call it vertical analysis something like that hopefully I spilled it right if you don't want the profit or loss or you want the profit loss and not the income statement you can change the headers to how you might want to present them to a client whichever you think they would be preferring and so there we have that now again I could do another income statement that just has no added column but that would be somewhat redundant but maybe that would be a more simplified report to start with that that's definitely what I would do in a presentation and later on we'll do other kind of analysis reports or we could in the second month subtracting out one month minus another month and having the difference and the percentage change a horizontal analysis type of report but for now let's just let's just keep this report by the way if I go to the edit layout down here if you're used to sub accounts with something like a quick books or something like that the way to do that is a grouping technique so you can still do those basically make a parent account and like a sub account with your reports and you actually have more flexibility with the grouping function so we might talk about we've we might talk about that later in the in the second half of the course when we start to add more expenses in the second month so but for now we've got this and so let's go ahead and save this one we'll customize it and let's save it and then we're gonna save it as a vertical analysis now analysis oh my goodness my fingers don't work well that's because they restricted my characters I'm gonna delete the profit and loss vertical analysis oh my gosh I had to stop and drink some coffee now I'm back I got it now so I'm gonna save it okay so then so now at the at the end of the at the end of the month then we can just go into our custom reports just change the date and report these things out so I'm gonna close these out and now let's just imagine we're going into our reports to print out the month-end reports to give them to a client so I'm gonna say let's go to those reports por favor and check them out custom reports and we've got our three custom reports here we can just generate them change the date and get ready to give them to people so let's go ahead and I'm gonna say right click open link in a new tab so I can open them in a new tab here and then just adjust the date if I needed to adjust the date and then now the question is how am I gonna give them to the client do I want to email them to the client if I do I can save them as PDF files but if you have a whole bunch of PDF files that can be somewhat tedious so then you could cuss you can zip the PDF files which is a little nicer or we could try to get them all on one PDF file and if we're not using fancy software we can use the Excel to do that so let's see how we might do that let's first export it as a PDF file that's the easy thing to do we'll just say P to the D to the F and then I'm gonna put it in this folder that I've created I'm just gonna drag it on in there so drag it on in grab it and drag it grab it and drag it alright and then I'll say so there's the first report I might well let's just keep the name and then then I can go to the next one let's open the vertical analysis balance sheet right click in a new tab possibly and if I had to change the dates I just change the dates or whatnot I could just go boom it's ready to go PDF it PDF it and then we're just gonna drag that on over so there's our two reports thus far and then we'll just open up the third and final report alright so we'll open that bad doggy up and so vertical analysis okay let's just export that to the P to the D to the F and and so it's nice and easy once you get your report set up like this and you can go in there each month and possibly bundle them once you have them in a folder though you might think and notice you might have a lot more reports you might put a trial balance in here but or you might once we have a couple months of data have comparative reports as well but these are the you know just some general example reports you could give them to a client and attach them but again there would be a lot of attachments so you might also put them into a cloud drive like a one drive if you you're comfortable sharing in that way with a client or a Google cloud drive or something like that that can be useful or you might give it you might give it to them in a zipped file if you're gonna email it now if you're the other thing you might want to do is number your reports otherwise it's gonna go in here in terms of kind of alphabetical order right so you might you might right click on it and I'm gonna rename it and say maybe I don't need the summary blah blah or this part of it I'm just gonna say this is number one summary balance sheet and then I'm gonna go into the get great this one right click edit that one get rid of the get great guitars and just call it a number two and then this one I'm gonna right click on it and edit it and get rid of the end bit or the beginning bit and call it number three so that at least then if you have it in a one drive you give them some understanding of which report they should open first right so it's not just in there in alphabetical order the next thing we can do is I could right click on this and add a folder and say we're gonna call this reports for January or something like that and I can put these reports in it in that folder and I could zip or compress the folder because I can't attach this folder to an email but I can attach a zipped folder so I can right click on this and I can say I want to zip it or compress it where's I always get confused with the new layout that they did zip or compress now your zipped file might not look like this it might just have a little zipper on it but the point is whatever the zipping software you have is that they they can now upload this to a email and that that's great now it's also still good to have it numbered inside of a zipped file so that when they open the zipped file they know which files they should open first second third in terms of which reports you think are you know should be open for a second or third now the next tool we can use as I can open all of these up and export them to Excel not because I'm gonna give them to the client in Excel but because we can use Excel to put all those reports on one PDF file which could be a nice alternative and it could be somewhat impressive and remember impressing the client by just saying hey look I'm doing my deal due diligence here by giving you nice reports in a format that looks good is gonna be a big part of keeping the client happy and you know happy clients usually means that you will be happier as well you can't keep all the clients happy if you're doing everything to keep them happy and they're still not happy then you drop them as a client but if it's your fault because you're given ugly reports then you can up you can improve the reports okay in any case let's go ahead and export these to Excel will show that process so then we're gonna say you can't they you know the saying you can't make everyone happy I'm not sure that's totally true I don't think you actually make anyone happy people tend to just be happy or not happy and and so you try to you try to work with happy clients I don't know anyways I'm gonna delete this so this is gonna I'm just gonna call this whole report the report Jan January and then we're gonna go into that and so then this I'm gonna put all my reports in here now and the format so I'm gonna make this a little bit larger notice you can do a lot more formatting within within the layout here because it is kind of like boxed up on the left-hand side so once it's in Excel the downside of using this method is that the formatting isn't quite a centered as the formatting when you just save it as a PDF but you do have a lot more flexibility within Excel to do editing within Excel obviously you would have to do that each time you export it to Excel but those are the pros and cons now oftentimes I like to go to the page layout and say I want to view the grid lines and the sheet options so I could see the grid lines they don't print the grid lines but I'd like to kind of see them on the sheet and then sometimes I go to this next tab over here and then back on over because that shows me where this ending point is going to be so you might for example try to center your document by expanding the B column until it until you're basically gonna hit the line right there you could expand these items and you might actually also insert another column here right so that you could basically center this thing and have have an equal distance you probably want these two to be the same you know width or whatever but you can play with the formatting of it the idea is now we have it in Excel so once I have now what I want to do on the future reports is put the other reports in another tab in the same sheet and then use Excel to print them all not on to actual paper but use an acute PDF printer or some kind of PDF printer print it to a an actual PDF file so we can have all the reports on one PDF file so let's go ahead and save this and I'll show you what I mean let's do another one because we're running low on where you're going long on time man you're going long on time look at the clock you're breaking your own rules you're pulling too much time and go into Excel this time this time I'm gonna open up Excel and so there it is enable the editing I'm gonna copy the whole sheet by putting my cursor on the little triangle I'm not gonna edit anything here but rather copy everything from here go to my other sheet where I wanted to go add a new sheet put my cursor either in a one or select the whole sheet with the triangle and control V so there we have it and so there it is I'm gonna go to the second tab and back on over and I can see if it fits on a sheet it fits on a sheet so maybe this one I make a little bit larger again I might put another buffer column by right-clicking let's zoom in right-clicking and insert so we have like a little buffer on this side and these two should probably be the same width or so something like that I don't know so it looks but looks pretty good on the form that's not the same size what are you talking about there they are okay so you probably want to get those margins to be the same size as these margins too but I'm not gonna get overly technical here so that looks good okay and so I'm not gonna get into the formatting too much but you could go into more format I'm gonna go to the next tab same thing export this one as well and then open it up open it up and I'm just gonna copy it again so I'll say enable the editing triangle selecting the entire sheet right-click and copy and bringing that over I'm gonna hit another tab down here and say either in a one or select the whole sheet right-click and paste it paste it por favor and then I'm gonna lay out tab here's the end line so let's insert another column hold on hold on didn't want to do it why didn't you want to do what I said insert there we go all right and then we'll make this one a little varger something like that for example for a hamplow so this is let's the second one is gonna be vert vert balance sheet and this third what I'm gonna say is vert income statement okay so then if I want to print these things out on one PDF file I can go to the first file tab I can go into the printing option now if you don't have a this a PDF printer you can look online for something called the cute PDF writer I think it's free it was when I downloaded it and it's it works well for me I've used it for years it's great you know as far as I mean I've I don't think it's safe to download and unless the PDF unless the cute PDF people are spying on me and I downloaded malware well I did it which I wouldn't be surprised these days I don't know but it seems to work okay for me I think it's I think it's good I think it's good that's what I use so I'm gonna go to that one cute PDF printer probably it's just like I probably got China spying on me now I downloaded it from tiktok or something I don't know no it's good I think print I want to print the entire workbook and then if I tap through this so this is what it looks like so there's the three pages so now they're all on one PDF let's print it and here we go here we go so we're gonna go to the desktop and that's not the desktop I want to go into zero my zero folder there's garbage clean up your desktop for crying out okay whatever whatever just move on report it's gonna go into the reports here so we're gonna go ahead and save it as a PDF your desk your desktop is dirty it's got stuff on what mines organized you just don't understand my filing system so if we go into here month one now we can give these reports to people in an Excel format if we so choose but we also have the option of attaching this PDF file so they're all on one file which is kind of neat and again it can be kind of a little bit impressive because you know a lot of people won't do that extra step and so and and what you want to do again is to make your you know if you could do that without too much effort and put a little bit of extra extra time into the report that can go a long way with client confidence