How to Create Billing Software for Auto Data Entry in Excel?

How to Create Billing Software for Auto Data Entry in Excel?

Transactions configure every kind of billing. If I want to buy eat an apple, I have to buy it from the mall or fruit-seller. That seller will scan the price tag to maintain the record of every transaction in the point of sale software.

Big enterprises, manufacturers & retailers spend a lot to purchase the billing software. If you don’t intend to pay off your hard-earned money for the expensive invoice processing software, you can create your own one.  Yes, it’s true! The advanced MIS Excel has some extra-ordinary features that would let you do so at absolutely zero cost.

Let’s begin with the tutorial to learn ‘how to create billing software for auto data entry in excel’.

  1. Collect elements as per requirement: Elements, here,represent the content of the invoice. More or less, all kinds of invoices highlight the common elements, i.e. name of the item, their quantity and price value.

Therefore, you should begin from the scratch. Jot down all the items’ name, first. Follow it up with the price. These all are the key requirements to move to the next pivotal step.

  1. Create the list of items with price: Now, you have the elements. You need to create a list in the excel spreadsheet. Bear in time that it’s one time effort that would pay off till ages. And the coolest feature that it offers is ‘the power of editing’ at any point of time.

So! Just put all the items in the excel sheet. Align the prices in parallel to those items respectively.            

How to create a list of items in excel sheet?

  • Select the cells in the spreadsheet where you want to call the list of the items. It’s the invoice for transactions.
  • Now, go to the ‘data’ menu.
  • Click on ‘data validation’.
  • A dialog box will open.
  • You need to set the validation criteria by selecting ‘list’ from the pop-down menu.
  • Now, move to source in the same dialog box.
  • Click the icon in the right of its field. The box will convert in to data validation window.
  • Add the address of the cells where the crude data of the list is. To make it happen, select the data, the address will automatically be uploaded to the field of data validation.
  • Click the icon in the right of the address field, the old window will open up.
  • Click on ‘Ok’ tab.
  • Now, move to the invoice where you have selected the cells in the beginning of the list creation.
  • A filter button will pop up with the cells. Click to select the item from the list.

This is the simplest way to validate the data in the excel sheet. You can follow the similar steps for creating the list of brands or caption of the products & their prices. It will enable you to save on time while copying & pasting the items for invoice data entry. You can also save on manual efforts with this excellent automation system.

The list can be called at any sheet.  Now, let’s move on to the formulae that efficiently call on the data corresponding to the item’s name. It means that you need not extract data. Rather, the VLOOKUP function will extract the exact data from any spreadsheet.

Suppose I have a list of hardware products imported from UK. I want to create an invoice or billing software that can easily extract the items’ price in consistent to their names.

It should look like in this pattern:

S.No. Hardware Brands Price($)  Qty. Amount
 1 CPU Sony 400 2  800
 2 Keyboard Intel 100 3  300
 3 Mouse Microsoft 50 1  50

I have to create data entry of UK hardware products in a separate spreadsheet. Subsequently, I’ll generate the items’ list by following the aforementioned steps.

Subsequent to creating list of the hardware products & brands in the separate sheet, I want to call on the price. If I create a list of price, the mistake can occur in my selection. To get rid of such silly mistakes, we would apply VLOOKUP function to extract the consistent price of the product.

How to apply VLOOKUP function to call the value corresponding to the lookup item?

  • Go to the ‘Price’ field (where values need to be auto-filled).
  • Apply the Vlookup formula as =VLOOKUP(….)
  • Press Ctrl + A to input the value to this function.
  • A ‘Function Arguments’dialog box will appear. It’s the box to provide value to the Vlookup function.
  • In the Lookup_value field of the popped up box, provide the very field’s address (like C8 or C9 or A4) that consists of the item name that you want to look up at while fetching the corresponding price. For example, I want to extract the price of CPU from source file. I would input the field address where CPU is mentioned.
  • The next input is of Table_array. Click the icon at the right end of the field. Since it requires the dimension of the table from where it would fetch the values, you should select the list that is created somewhere else. Just navigate to that sheet. Select the entire table that reads hardware names, brand name and price. The address of that table will be automatically extracted from the source file.
  • Now, provide the col_index_num or column index number. It requires you to go to the source table and read the number of column in which prices are recorded. Let’s say, it’s 3rd column in the source table.
  • Last is the range value. You should input ‘0’ here as you want the exact value.
  • As you click ‘Ok’, the consistent price will pop up there.
  • Just drag and extract the exact value in relative to the products.

Afterwards, you can insert sum for the grand total amount. And it you want to get the exact price value in relative to the quantity, you can use this formula =(price*quantity) in the amount cell.