CCH Kindergarten

CCH Kindergarten's current expenses are recorded in a note book. It is difficult to ensure that
the entries are accurate and more importantly, expenses tend to exceed the allocated budget
when they are reviewed at the end of the year. Hence, additional sources of funds have to be
found each time to make up for the shortfall.

The kindergarten administrator has thought of using spreadsheets to solve the problem and
has begun working on them. The next few worksheets are the result of her hard work. Look
through them and see if you can understand how they work. Any comments or suggestions
for improvements?

This exercise was written as a basis for class discussion. It illustrates neither the effective nor ineffective
management of the given situation. Data provided may be entirely hypothetical.

LeongTY 550441999.xlsx/Home
CCH Kindergarten YTD Feb YTD Feb
Summary of Accounts Year-To-Date Year-To-Date Year-To-Date
Total $316,040 $78,260 $237,780
% 100 25 75
Code Category Budget Expense Surplus Remarks
1000 Accountancy fees 3,000 1,125 1,875 Note 1
1200 Advertisement 4,500 50 4,450
1400 Audit fee 200 13 188 Note 2
1600 Bank interest & charges 50 6,500 (6,450)
1800 CPF and SDL 26,000 1,250 24,750
2000 Depreciation (plant & equipment) 5,000 750 4,250
2200 Donation and gifts 3,000 300 2,700
2400 General expenses 1,200 500 700
2600 Insurance 2,000 250 1,750
2800 Medical expenses 1,000 75 925
3000 Printing, stationery & postage 300 2,500 (2,200)
3200 Refreshments 10,000 1,250 8,750
3400 Repairs and maintenance 5,000 55,000 (50,000)
3600 Salaries and bonuses 220,000 175 219,825
3800 Staff welfare 700 23 678
4000 Subscriptions/memberships 90 3,000 (2,910)
4200 Teaching materials 12,000 125 11,875
4400 Telecommunications 500 3,750 (3,250)
4600 Training expenses 15,000 125 14,875
4800 Transport and travelling 500 1,500 (1,000)
5000 Utilities 6,000 0 6,000
5200 0 0 0
5400 0 0 0

Notes
1. Overrun because … Figures are hypothetical, given for purpose of illustration.
2. Not sure what this is Put cursor arrow at small red triangle to see help notes.
More month-worksheets to be added.

LeongTY 550441999.xlsx/YTD
CCH Kindergarten FY2003 January
Monthly Expenses
Total $ 23,198.00
S/N Date Code Category Expense Item Invoice # Vendor Cheque # Amount
1 1/1/2003 4400 Telecommunications Something 001 8390 Tan Pte Ltd 1233456 20.00
2 1/3/2003 2000 Depreciation (plant Something 002 4803 Wong Pte Ltd 1233457 13.00
3 1/3/2003 4800 Transport and travell Something 003 5931 Lee Pte Ltd 1233458 340.00
4 1/4/2003 1400 Audit fee Something 004 7447 Lim Pte Ltd 1233459 151.00
5 1/4/2003 3800 Staff welfare Something 005 8551 Johnny Pte Ltd 1233460 228.00
6 1/5/2003 3600 Salaries and bonuses Something 006 5119 Ali Pte Ltd 1233461 814.00
7 1/5/2003 1800 CPF and SDL Something 007 5995 Tan Ah R 1233462 497.00
8 1/5/2003 3000 Printing, stationery Something 008 9448 Wong Pte Ltd 1233463 307.00
9 1/6/2003 4400 Telecommunications Something 009 8933 Lee Pte Ltd 1233464 885.00
10 1/8/2003 4600 Training expenses Something 010 5359 Lim Pte Ltd 1233465 325.00
11 1/8/2003 1800 CPF and SDL Something 011 3768 Johnny Pte Ltd 1233466 928.00
12 1/9/2003 2400 General expenses Something 012 3099 Ali Pte Ltd 1233467 558.00
13 1/9/2003 4200 Teaching materials Something 013 777 Tan Ah R 1233468 835.00
14 1/10/2003 2000 Depreciation (plant Something 014 8930 Wong Pte Ltd 1233469 662.00
15 1/11/2003 3000 Printing, stationery Something 015 9461 Lee Pte Ltd 1233470 298.00
16 1/12/2003 3200 Refreshments Something 016 1253 Lim Pte Ltd 1233471 653.00
17 1/12/2003 2800 Medical expenses Something 017 2312 Johnny Pte Ltd 1233472 932.00
18 1/13/2003 2600 Insurance Something 018 5600 Ali Pte Ltd 1233473 156.00
19 1/14/2003 4000 Subscriptions/membeSomething 019 9417 Tan Ah R 1233474 940.00
20 1/14/2003 1400 Audit fee Something 020 3433 Wong Pte Ltd 1233475 578.00
21 1/14/2003 2200 Donation and gifts Something 021 2074 Lee Pte Ltd 1233476 683.00
22 1/15/2003 2000 Depreciation (plant Something 022 1004 Lim Pte Ltd 1233477 915.00
23 1/17/2003 2400 General expenses Something 023 1884 Johnny Pte Ltd 1233478 280.00
24 1/18/2003 4200 Teaching materials Something 024 2919 Ali Pte Ltd 1233479 693.00
25 1/18/2003 2200 Donation and gifts Something 025 6829 Tan Ah R 1233480 528.00
26 1/18/2003 4400 Telecommunications Something 026 3018 Wong Pte Ltd 1233481 884.00
27 1/19/2003 2600 Insurance Something 027 582 Lee Pte Ltd 1233482 91.00
28 1/20/2003 3800 Staff welfare Something 028 1369 Lim Pte Ltd 1233483 75.00
29 1/21/2003 2000 Depreciation (plant Something 029 7339 Johnny Pte Ltd 1233484 183.00
30 1/21/2003 1800 CPF and SDL Something 030 1508 Ali Pte Ltd 1233485 980.00
31 1/22/2003 2000 Depreciation (plant Something 031 7711 Tan Ah R 1233486 633.00
32 1/22/2003 2800 Medical expenses Something 032 6818 Wong Pte Ltd 1233487 219.00
33 1/22/2003 4200 Teaching materials Something 033 8685 Lee Pte Ltd 1233488 163.00
34 1/24/2003 4000 Subscriptions/membeSomething 034 2215 Lim Pte Ltd 1233489 163.00
35 1/25/2003 4400 Telecommunications Something 035 3400 Johnny Pte Ltd 1233490 783.00
36 1/25/2003 4400 Telecommunications Something 036 2491 Ali Pte Ltd 1233491 160.00
37 1/26/2003 2200 Donation and gifts Something 037 4762 Tan Ah R 1233492 443.00
38 1/26/2003 4800 Transport and travell Something 038 4605 Wong Pte Ltd 1233493 259.00
39 1/27/2003 4400 Telecommunications Something 039 8032 Lee Pte Ltd 1233494 135.00
40 1/27/2003 4000 Subscriptions/membeSomething 040 6624 Lim Pte Ltd 1233495 169.00
41 1/27/2003 4400 Telecommunications Something 041 7609 Johnny Pte Ltd 1233496 65.00
42 1/28/2003 2200 Donation and gifts Something 042 4053 Ali Pte Ltd 1233497 570.00
43 1/29/2003 4600 Training expenses Something 043 7293 Tan Ah R 1233498 204.00
44 1/29/2003 4400 Telecommunications Something 044 9566 Wong Pte Ltd 1233499 597.00
45 1/29/2003 2200 Donation and gifts Something 045 2375 Lee Pte Ltd 1233500 306.00
46 1/30/2003 2400 General expenses Something 046 8024 Lim Pte Ltd 1233501 530.00
47 1/30/2003 2200 Donation and gifts Something 047 6321 Johnny Pte Ltd 1233502 802.00
48 1/30/2003 4400 Telecommunications Something 048 6778 Ali Pte Ltd 1233503 960.00
49 1/31/2003 1400 Audit fee Something 049 7317 Tan Ah R 1233504 408.00
50 1/31/2003 4800 Transport and travell Something 050 8564 Johnny Pte Ltd 1233505 15.00
51 1/31/2003 4400 Telecommunications Something 050 8564 Johnny Pte Ltd 1233505 34.00
52 1/31/2003 4000 Subscriptions/membeSomething 050 8564 Johnny Pte Ltd 1233505 38.00
53 1/31/2003 4200 Teaching materials Something 050 8564 Johnny Pte Ltd 1233505 36.00
54 1/31/2003 3200 Refreshments Something 050 8564 Johnny Pte Ltd 1233505 65.00
55 1/31/2003 1400 Audit fee Something 050 8564 Johnny Pte Ltd 1233505 9.00
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 FY2003 January
Summary of Accounts Month Month Month
Total $26,337 $23,198 $3,139
Code Category 1/12 of Budget Expenditure Surplus Remarks
1000 Accountancy fees 250 0 250
1200 Advertisement 375 0 375
1400 Audit fee 17 1,146 (1,129) Note 1
1600 Bank interest & charges 4 0 4
1800 CPF and SDL 2,167 2,405 (238)
2000 Depreciation (plant & equip 417 2,406 (1,989) Note 2
2200 Donation and gifts 250 3,332 (3,082) Note 3
2400 General expenses 100 1,368 (1,268) Note 4
2600 Insurance 167 247 (80)
2800 Medical expenses 83 1,151 (1,068) Note 5
3000 Printing, stationery & posta 25 605 (580)
3200 Refreshments 833 718 115
3400 Repairs and maintenance 417 0 417
3600 Salaries and bonuses 18,333 814 17,519
3800 Staff welfare 58 303 (245)
4000 Subscriptions/memberships 8 1,310 (1,303) Note 7
4200 Teaching materials 1,000 1,727 (727)
4400 Telecommunications 42 4,523 (4,481) Note 8
4600 Training expenses 1,250 529 721
4800 Transport and travelling 42 614 (572)
5000 Utilities 500 0 500
5200 0 0 0
5400 0 0 0

Notes
1. Explain …
2. Explain …
3. Explain …
4. Explain …
5. Explain …
6. Explain …
7. Explain …
8. Explain …

LeongTY 550441999.xlsx/Jan
CCH Kindergarten FY2003 February
Monthly Expenses
Total $ 21,643.00
S/N Date Code Category Expense Item Invoice # Vendor Cheque # Amount
1 2/1/2003 3000 Printing, stationery Something 001 8390 Tan Pte Ltd 1233456 263.00
2 2/3/2003 4400 Telecommunications Something 002 4803 Wong Pte Ltd 1233457 1,424.00
3 2/3/2003 4600 Training expenses Something 003 5931 Lee Pte Ltd 1233458 1,023.00
4 2/4/2003 1800 CPF and SDL Something 004 7447 Lim Pte Ltd 1233459 279.00
5 2/4/2003 2400 General expenses Something 005 8551 Johnny Pte Ltd 1233460 197.00
6 2/5/2003 4200 Teaching materials Something 006 5119 Ali Pte Ltd 1233461 751.00
7 2/5/2003 2000 Depreciation (plant Something 007 5995 Tan Ah R 1233462 1,007.00
8 2/5/2003 3000 Printing, stationery Something 008 9448 Wong Pte Ltd 1233463 1,092.00
9 2/6/2003 3200 Refreshments Something 009 8933 Lee Pte Ltd 1233464 223.00
10 2/8/2003 2800 Medical expenses Something 010 5359 Lim Pte Ltd 1233465 172.00
11 2/8/2003 2600 Insurance Something 011 3768 Johnny Pte Ltd 1233466 350.00
12 2/9/2003 4000 Subscriptions/membeSomething 012 3099 Ali Pte Ltd 1233467 658.00
13 2/9/2003 1400 Audit fee Something 013 777 Tan Ah R 1233468 1,045.00
14 2/10/2003 2200 Donation and gifts Something 014 8930 Wong Pte Ltd 1233469 1,129.00
15 2/11/2003 2000 Depreciation (plant Something 015 9461 Lee Pte Ltd 1233470 1,476.00
16 2/12/2003 2400 General expenses Something 016 1253 Lim Pte Ltd 1233471 1,287.00
17 2/12/2003 4200 Teaching materials Something 017 2312 Johnny Pte Ltd 1233472 1,293.00
18 2/13/2003 2200 Donation and gifts Something 018 5600 Ali Pte Ltd 1233473 1,167.00
19 2/14/2003 4400 Telecommunications Something 019 9417 Tan Ah R 1233474 1,101.00
20 2/14/2003 2600 Insurance Something 020 3433 Wong Pte Ltd 1233475 242.00
21 2/14/2003 3800 Staff welfare Something 021 2074 Lee Pte Ltd 1233476 124.00
22 2/15/2003 2000 Depreciation (plant Something 022 1004 Lim Pte Ltd 1233477 772.00
23 2/17/2003 1800 CPF and SDL Something 023 1884 Johnny Pte Ltd 1233478 621.00
24 2/18/2003 2000 Depreciation (plant Something 024 2919 Ali Pte Ltd 1233479 289.00
25 2/18/2003 2800 Medical expenses Something 025 6829 Tan Ah R 1233480 1,356.00
26 2/18/2003 4200 Teaching materials Something 026 3018 Wong Pte Ltd 1233481 11.00
27 2/19/2003 4000 Subscriptions/membeSomething 027 582 Lee Pte Ltd 1233482 286.00
28 2/20/2003 4400 Telecommunications Something 028 1369 Lim Pte Ltd 1233483 197.00
29 2/21/2003 4400 Telecommunications Something 029 7339 Johnny Pte Ltd 1233484 1,366.00
30 2/21/2003 2200 Donation and gifts Something 030 1508 Ali Pte Ltd 1233485 442.00
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LeongTY 550441999.xlsx/Feb
 FY2003 February
Summary of Accounts Month Month Month
Total $26,337 $21,643 $4,694
Code Category 1/12 of Budget Expenditure Surplus Remarks
1000 Accountancy fees 250 0 250 Note 1
1200 Advertisement 375 0 375
1400 Audit fee 17 1,045 (1,028) Note 2
1600 Bank interest & charges 4 0 4
1800 CPF and SDL 2,167 900 1,267
2000 Depreciation (plant & equip 417 3,544 (3,127)
2200 Donation and gifts 250 2,738 (2,488)
2400 General expenses 100 1,484 (1,384)
2600 Insurance 167 592 (425)
2800 Medical expenses 83 1,528 (1,445)
3000 Printing, stationery & posta 25 1,355 (1,330)
3200 Refreshments 833 223 610
3400 Repairs and maintenance 417 0 417
3600 Salaries and bonuses 18,333 0 18,333
3800 Staff welfare 58 124 (66)
4000 Subscriptions/memberships 8 944 (937)
4200 Teaching materials 1,000 2,055 (1,055)
4400 Telecommunications 42 4,088 (4,046)
4600 Training expenses 1,250 1,023 227
4800 Transport and travelling 42 0 42
5000 Utilities 500 0 500
5200 0 0 0
5400 0 0 0

Notes
1. Explain …
2. Explain …

LeongTY 550441999.xlsx/Feb
CCH Kindergarten FY2003 December
Monthly Expenses
Total $ 0.00
S/N Date Code Category Expense Item Invoice # Vendor Cheque # Amount
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LeongTY 550441999.xlsx/Dec
 FY2003 December
Summary of Accounts Month Month Month
Total $26,337 $0 $26,337
Code Category 1/12 of Budget Expenditure Surplus Remarks
1000 Accountancy fees 250 0 250
1200 Advertisement 375 0 375
1400 Audit fee 17 0 17
1600 Bank interest & charges 4 0 4
1800 CPF and SDL 2,167 0 2,167
2000 Depreciation (plant & equip 417 0 417
2200 Donation and gifts 250 0 250
2400 General expenses 100 0 100
2600 Insurance 167 0 167
2800 Medical expenses 83 0 83
3000 Printing, stationery & posta 25 0 25
3200 Refreshments 833 0 833
3400 Repairs and maintenance 417 0 417
3600 Salaries and bonuses 18,333 0 18,333
3800 Staff welfare 58 0 58
4000 Subscriptions/memberships 8 0 8
4200 Teaching materials 1,000 0 1,000
4400 Telecommunications 42 0 42
4600 Training expenses 1,250 0 1,250
4800 Transport and travelling 42 0 42
5000 Utilities 500 0 500
5200 0 0 0
5400 0 0 0

Notes

LeongTY 550441999.xlsx/Dec
CCH Kindergarten YTD Feb
Table of Accounts and Budget

Code Description Budget Other Information

1000 Accountancy fees $3,000
1200 Advertisement $4,500
1400 Audit fee $200
1600 Bank interest & charges $50
1800 CPF and SDL $26,000
2000 Depreciation (plant & equipment) $5,000
2200 Donation and gifts $3,000
2400 General expenses $1,200
2600 Insurance $2,000
2800 Medical expenses $1,000
3000 Printing, stationery & postage $300
3200 Refreshments $10,000
3400 Repairs and maintenance $5,000
3600 Salaries and bonuses $220,000
3800 Staff welfare $700
4000 Subscriptions/memberships $90
4200 Teaching materials $12,000
4400 Telecommunications $500
4600 Training expenses $15,000
4800 Transport and travelling $500
5000 Utilities $6,000
5200
5400

Notes
1. Financial controller to enter data in purple in this sheet
2. Then to password-protect (Review/Protect Sheet)
3. Should not give access to clerk entering expense data

LeongTY 550441999.xlsx/Reference
LeongTY 550441999.xlsx/Reference
CCH Kindergarten YTD Feb
List of Vendors (source)

# Vendor Address Contact Fax

1 Tan Pte Ltd 3838 Jalan FarAway SingaLand. SG9900 6555 8888 9234 5676
2 Wong Pte Ltd
3 Lee Pte Ltd
4 Lim Pte Ltd
5 Ali Pte Ltd
6 Johnny Pte Ltd
7 … and more
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LeongTY 550441999.xlsx/Vendors