Excel Tips and Tricks for Accounting Students

Blog
Author: Umar Saeed
November 9, 2023

In today’s digital age, where accuracy and speed are paramount, proficiency in MS Excel sets you apart from the competition. Whether you’re just starting or looking to enhance your skills further, this blog post will provide you with a treasure trove of tips and tricks tailored explicitly for accountants like yourself. So grab your calculators and get ready to dive into the beautiful realm of Excel techniques that will revolutionise how you handle financial calculations and data management. Let’s unlock the secrets together! (Note: Throughout this article, we’ll refer to accounting software such as IRIS Software, Sage, QuickBooks, and Xero. These programs integrate seamlessly with Excel and offer additional functionalities for professionals in the field.)

Essential Functions and Formulas for Accounting

Accounting is all about numbers, and Excel’s essential functions and formulas are the building blocks to help you crunch those numbers quickly. Understanding these necessary tools is crucial when calculating profit margins, creating budgets, or analysing financial statements.

Let’s start with some fundamental functions that every accounting student should know.

The SUM function allows you to add up a range of cells effortlessly. Need to calculate the average? The AVERAGE function has got your back. And when it comes to finding the highest or lowest value in a range, look no further than the MAX and MIN functions.

But wait, there’s more! Excel also offers powerful formula capabilities for complex calculations. For instance, the IF function helps you make decisions based on specific criteria – an invaluable tool when dealing with conditional statements in financial analysis.

Remember absolute references using dollar signs ($) before column letters and row numbers. This nifty trick ensures that cell references remain fixed when copying formulas across multiple cells – saving you time and reducing errors.

Another handy formula is VLOOKUP (short for vertical lookup). It enables you to search for specific information within a table based on a matching value in another column. This can be incredibly useful when reconciling data from different sources or cross-referencing information.

Tips for Formatting and Organizing Data

When working with data in Excel, proper formatting and organisation are key. Here are some tips to help you make the most of your spreadsheet:

Clear and Consistent Headers

Assets refer to any resources or items of value owned by a company or an individual. These can include cash, inventory, property, equipment, and investments.
Cell Formatting

To enhance readability, use cell formatting options such as number formats, font styles, and borders. For example, apply currency formatting for financial figures or bold fonts for essential values.
Conditional Formatting

Highlight important data using conditional formatting rules. You can set up colour scales, data bars, or icon sets based on specific conditions like value ranges or comparisons.
Sort and Filter

: Easily sort and filter your data to focus on specific criteria or arrange it in a particular order. This feature allows you to identify trends or outliers within your dataset quickly.
Freeze Panes

If you have a large dataset with many rows and columns, consider freezing panes so that headings remain visible while scrolling through the sheet - this helps maintain context.
Grouping and Subtotaling

Group related rows together using Excel's grouping function when dealing with detailed datasets like sales transactions by month/year or expense categories by department.
Naming Ranges

Instead of referencing cell ranges directly (e.g., A1:B10), assign names to these ranges (e.g., "SalesData") for ease of use in formulas throughout your workbook.
Data Validation

Ensure accuracy by applying data validation rules that restrict input values within predefined criteria – this prevents errors caused by typos or incorrect entries.

By implementing these tips for formatting and organising your Excel data effectively, you’ll save time during analysis while improving clarity in presenting information.

Master Ms Excel and Become a More Valuable Accountant

Advanced Features for Financial Analysis

Regarding financial analysis, Excel offers a range of advanced features that can make your life as an accounting student much more accessible. These features allow you to perform complex calculations and gain deeper insights into financial data.

One powerful feature is PivotTables, which allows you to summarise and analyse large amounts of data with just a few clicks. With PivotTables, you can quickly identify trends, spot anomalies, and compare different data sets. This can be particularly useful when analysing financial statements or conducting cost-benefit analyses.

Another valuable tool is the Goal Seek function. This lets you find the input value needed to achieve a desired outcome. For example, you want to determine how much sales volume is required to reach a specific profit target. In that case, Goal Seek can help you calculate the answer quickly by changing various variables.

Excel also offers several statistical functions that are essential for financial analysis. The AVERAGE function allows you to calculate the mean of a set of numbers, while the STANDARD DEVIATION function helps measure risk and variability in economic data.

Furthermore, Excel’s Data Analysis Toolpak provides additional analytical tools such as regression analysis and exponential smoothing. These tools enable you to forecast future trends based on historical data patterns and make informed decisions regarding investment opportunities or budgeting strategies.

By mastering these advanced features in Excel, accounting students can enhance their financial analysis skills and become more proficient in handling real-world scenarios they may encounter. So take advantage of these powerful tools offered by Excel and excel at your accounting studies!

Excel Shortcuts for Efficiency

Mastering keyboard shortcuts in Excel can significantly enhance your productivity as an accounting student. Instead of navigating menus and using the mouse, you can save time using these handy shortcuts. Here are a few essential ones to get you started:

Ctrl+C and Ctrl+V

Copy and paste data quickly using these shortcuts. Select the cells you want to copy, press Ctrl+C, navigate where you want to paste the data, and press Ctrl+V.
F2

This shortcut allows you to edit a selected cell directly without having to double-click on it.
Ctrl+S

Save your work with just one keystroke! Pressing Ctrl+S will instantly save any changes made in your workbook.
Alt+=

Sum up a column or row of numbers effortlessly by selecting the range of cells and pressing Alt+=.
Ctrl+Shift+

Apply borders around selected cells using this shortcut combination.
Shift+F11

Insert a new worksheet at lightning speed with this convenient shortcut.
F4

Repeat your last action easily by pressing F4 repeatedly.

By incorporating these Excel shortcuts into your workflow, you’ll be able to work more efficiently and focus on analysing financial data rather than spending extra time on mundane tasks like copying and pasting or formatting cells correctly.

Using Macros for Automation

One of the most powerful features of MS Excel is the ability to automate repetitive tasks through macros. Macros are instructions that you can record and playback, making it easier and faster to perform complex calculations or data manipulations.

With macros, you can streamline your accounting processes by automating data entry, formatting, and report generation tasks. For example, instead of manually entering formulas in multiple cells, you can record a macro that performs these calculations with a button click.

Macros also allow for customisation and flexibility. You can modify recorded macros or write code to suit specific accounting requirements. This level of control enables you to create tailored solutions for different scenarios within your work environment.

To get started with macros in Excel:

Enable the Developer tab on the ribbon.
Click on “Record Macro” under the Developer tab.
Perform the desired actions while recording.
Stop recording when finished.
Assign a shortcut key or create a button for easy access.

Remember to always test your macros thoroughly before deploying them in live environments. Additionally, watch for changes in data structures or formulas that may affect macro functionality.

Troubleshooting Common Excel Errors

Excel errors are common and can be quickly resolved with some troubleshooting. Let’s look at some of the most common errors and how to fix them.

One of the most frequent errors is the #VALUE! Error. This occurs when a formula references cells that contain different data types or incompatible values. To resolve this, double-check your cell references and ensure they match the intended data type.

Another pesky error is the #DIV/0! The error appears when you attempt to divide by zero in a formula. To prevent this error, add an IF statement to check for zero denominators before performing division.

The #REF! error occurs when a formula refers to a cell or range that has been deleted or moved. Double-check your formulas’ cell references to make sure they are still valid.

If you encounter circular reference errors (#CIRCULAR), one or more formulas refer back to their cells in an endless loop. Review your formulas carefully and adjust them accordingly.

Due to column width limitations, Excel may display ###### instead of values in cells. Increase the column width until the values reappear.

You might encounter slow performance issues or crashes using complex functions like VLOOKUP or SUMIFs when dealing with large datasets. One way to address this is by optimising your formulas and reducing unnecessary calculations.

Excel also offers built-in tools like “Error Checking” under the Formulas tab that can help identify potential errors in your spreadsheets automatically.

Take Practical Accounting Training From Star Sterling Academy and kickstart your accounting career. We've got Upto 50% of a huge discount for you to take the assessment now.

excel for accountants, excel tips, excel tricks, iris software, ms excel, Quickbooks, sage, Xero