|Motivation:||I developed this spreadsheet to track income and expenditures in tabular and graphical form so that I would know where my money was going.|
First developed in 1996 because I was unhappy with personal finance programs of the time; and because I didn't want to pay for one. This is a straight-up Excel© spreadsheet without macros. This makes it a bit clunky to use. For example, the dates of the weeks have to be changed every year. It would not surprise me if there were a way to do this automatically. I'm just not interested in spending the time and effort to learn how to do it. If someone knows how to do this, please contact me.
The spreadsheet tracks up to fifteen budget categories and six taxes. The specific categories and taxes can be customized. The spreadsheet tracks income, taxes and expenditures on a weekly, monthly, and annual basis and gives running totals for each of those time periods. The user must enter income, taxes, and weekly expenditures; everything else is automatic.
|Business Prospects:||The only market niche that exists for this particular manifestation of personal budget software would be that segment of the population that likes the spreadsheet but doesn't want to be bothered with customizing it. If you happen to be in this group, I will be happy to take care of that for you for a small fee.|
There are two downloads available for this spreadsheet. The first is the Word© Read Me file that contains the spreadsheet tutorial. This is also reproduced below so that you can see if you want to use this application. The other file is the Excel© spreadsheet. Both files are contained in a ZIP package.
License & Disclaimer: The license for these applications is for a single non-commercial user. The files may be distributed free of charge to others but must include attribution to Blair K. Ivey as the developer and this notice in its entirety (included in the Read Me file). No warranty or certification for fitness of use is expressed or implied. This product is not connected to or supported by Microsoft® in any way. The user is strictly liable for any damage or mishaps occurring while using these files. The user agrees to use these files at their own risk.
No technical support is offered. If support is desired, then I will offer it at my usual rates.
you can download the PBudget package here.
Welcome to PBudget, the personal budgeting program! If you want to know where your money is going, then this is the program for you. The program can track up to fifteen budget categories and up to six taxes and is easily customizable to suit your needs. This spreadsheet is designed to run on the Windows Excel® program. If you don’t have a Windows® machine and Excel® is not loaded, the program will not work. This program has been tested on the Macintosh® with OS X® and it works with Excel® on that platform. It will probably run on any Mac with Windows® emulation software but there are no guarantees.
First off, the program is designed to track your income and expenditures. This means that you have to collect receipts for your transactions and save paycheck stubs or other income statements. Merchants will generally give you receipts without asking but you may have to ask. Save the receipts! You can save them in an envelope, box, purse, wallet, etc. Whatever works best for you. If you forget, then just write the transaction down. A 3x5 pad works well for this. Like most things, the program is only as good as the input.
What this package includes
There are two files included in the package: this documentation and an Excel file that contains the Personal Budget workbook.
The workbook contains the following sheets:
Monthly Sheets: These are arranged January – December and contain the budget categories and graphs. These sheets update automatically.
Weekly Sheets: These sheets follow the Monthly Sheets and show the income and expenses for each week in a particular month. These sheets also update automatically.
Weekly Entry Sheets: These sheets are segregated by the individual weeks in each month and are where you make the actual expenditure entries.
Annual: This is the annual summation sheet. It uses the same form as the Monthly sheets but tracks spending for the year.
Month-Year Summary: Like the Annual sheet, this sheet updates automatically and tracks your month and annual net income (gross income – taxes and expenses) graphically and in tabular form.
Category Summary: This sheet also updates automatically and shows your average spending by category per month.
So, the only entries you need to make are the income entries on the Weekly Sheets and the individual expense entries in the Weekly Entry Sheets. Everything else updates automatically.
A WORD ON CONVENTIONS: Months are arranged January – December.
Weeks are Monday – Sunday.
When dividing a month into its constituent weeks, the convention for choosing the starting and ending weeks is that if a week contains four or more days in a particular month, then that week is associated with that month.
Ex. During the first week of January the first week’s Monday falls on December 29 of the previous year. However, four of the seven days fall in January so that week is considered the first week of January.
Ex. The last Monday in April falls on the 26th. The following Sunday falls on May 2. Since five of the seven days are in April, that is considered the last Week in April.
A Tour of the Worksheets
When you open the spreadsheet file, you may see something like this:
This is a blank Monthly Sheet. The Annual Sheet
looks much the same.
This is a blank Weekly Sheet:
and a blank Weekly Entry Sheet:
Here is an example of the Month-Year Summary Sheet for net income:
and a Category Summary Sheet:
Customizing the Worksheets
Go to the Annual worksheet located near the end of the workbook. All of the other worksheet names are keyed to this sheet. You must make any category name changes from this sheet.
Changing category names: Click on the cell containing the category name and type whatever name you want to use. Category names will change automatically on all pages of the workbook when you change them on the Annual sheet.
Removing categories: Highlight the row by clicking on the row numbers on the left-hand side. You can do this for multiple rows by clicking on the first row you want to remove and then dragging the mouse down until you have highlighted the rows that you want to remove. On the menu headings click Edit, then Delete. The charts will adjust automatically.
You may also right-click (for right handers, left-click for left handers) the mouse on the shaded area and select Delete from the pop-up menu.
NOTE: If you use the Delete button on the keyboard the charts will not format properly.
Here is an example:
Highlight the rows:
Then on the top menu bar click Edit, then Delete:
If you decide to remove categories, you must do so for all monthly and weekly sheets. Just follow the same procedure on the Monthly and Weekly sheets.
Changing chart size: Click somewhere on the interior white space of the chart. You will see small black rectangles around the edges of the chart. When you move the cursor over these rectangles you will see a small arrow. Hold down the left mouse button and drag the selected edge to where you want it. When you are satisfied, press Enter.
NOTE: The chart sizes and layout of each worksheet are optimized for printing on a single sheet of standard-sized paper. Altering the chart size may not allow the printing of the entire worksheet on a single sheet.
If you make a mistake, press Ctrl-Z at the same time and the action will be undone.
The tax section can be customized in the same way as the other areas.
Remember, you don’t have to remove any rows or columns if you don’t want to. You can just use the categories you want and leave the rest. Removal of categories is just a way to clean up the appearance of the workbook if you don’t use all of the categories.
WARNING: It is strongly recommended that you do not add any categories unless you are thoroughly familiar with the Excel® spreadsheet program. Adding categories can destroy the functionality of the spreadsheet.
Using the spreadsheet
After you have customized the workbook, you can start entering data.
Let’s start by entering income for the first week in January in the Weekly Sheet for January:
Notice that we have entered the amount of the paycheck at the top under Net Income. Then we have entered the various tax deductions under the appropriate headings in the Taxes section. These are the only entries you need to make on this sheet. Everything else is calculated automatically.
NOTE: If you are receiving unemployment benefits, you need to look on your sign-up paperwork for the amount of tax, if any, deducted from your benefit check. This information does not appear on the check stub.
Next, go to the Weekly Entry Sheet for the appropriate week (in this case Dec 29 – Jan 4), and enter your collected and sorted receipts under the appropriate heading. Just enter the amount of each receipt in dollars and cents and press Enter. The cursor will automatically move down to the next cell. The keypad on most keyboards works well for this. Just remember to press the Num Lock key at the top left corner of the keypad and make sure the Num Lock light is on. You may enter up to 100 entries for each category.
To access categories out of sight on the right side, use the scroll bar on the bottom right side of the worksheet.
Here is an example:
Remember, only enter the expenses for a particular week in that week’s Weekly Entry Sheet.
That’s all you have to do! Everything else updates automatically. Let’s see what the various sheets look like.
So, the Weekly Sheet for January looks like this:
Note that income and taxes for the remainder of the month have been filled out.
The Monthly Sheet looks like this:
The Annual Sheet looks like this:
The Month-Year Summary and Category Summary sheets will also display the appropriate data. Do not worry if the #DIV/0! error message is displayed on the Averages row of the Category Summary sheet. The spreadsheet only counts the cells that have positive values as a basis for the average value. If there are no data in the cells, the spreadsheet will only “see” division by 0. As soon as any data are entered in the budget categories, this will change to a positive value.
This is designed to be an inexpensive application running on a popular spreadsheet program for personal budgeting. It is not designed to make forecasts, balance your check book, or give investment advice. The primary purpose of this spreadsheet is to offer a prepackaged solution for those who want a personal budget spreadsheet and want to save the time and effort of making one up.
If used properly it will give you a good idea of how much you make, where your money goes, and how much you pay in various taxes. It can help you to make better spending decisions. You can spot trends in spending and see where seasonal income and expenses occur. PBudget makes no recommendation concerning the suitability of this spreadsheet for business.
We hope that you find this application of value and that you find it beneficial.