Welcome back, in this section I'll go through into more detail of this model, I show how
to add rows into the block , delete rows if you want d to delete it, and how to add next
year sheet.
I have already created other blocks of the assets as you can see here, in the previous
example I had walk you through Plant and Machinery section where we had calculated depreciation
under various scenarios, and also calculated profit or loss in case of sale takes place,
In practical world scenario you will have more blocks of asset (in any firm or organization),
not only plant and machinery.
so I have leasehold improvement as new block, Plant & Equipments as new block, Furniture
and fixtures as new block , and at last computer & peripherals, so you can add as many as blocks
you want in this model.
I have already populated some dummy datas like asset purchase date, and other details
as well.
also I have shown asset sale to check accuracy of model.
Now let me show you how to add more rows in particular block,
for example in plant & machinery block, after serial number 7, I want to add few additional
rows: to do that you have to go to the lost non-blank cell, so for us here it is nothing
but Cell B17 (row 17), I have also kept data validation tip where it says you have to be
in last non blank row whenever you want to add additional rows in block.
so to do that you to select this particular Row, go to this button : add new Row, and
it will ask you how many rows you would like to add in this block of asset table, so suppose
you want to add five more rows and click OK.
So as you can see that total numbers of rows are now 12 in this block, automatically all
the formulas in other columns will be copied and you can start inputting new assets.
For example I will be inputting P&M8, with 5 years of useful life, you have bought this
asset on 1st July 2016, for $50,000, and you can see the depreciation is circulated from
July onwards, Suppose you have mistakenly added more rows
and now you would like to delete them, or you want to delete existing records, you can
do that as well, to do that you have to select the rows you want to delete, so like this
you will be selecting the rows, and you have to click this button called Delete Rows, it
will give you a warning message like this, that are you sure you want to delete the selected
Rows once rows are deleted you will not be able to undo last action/command.
If you are familiar with VBA and macros in Excel, any task or action done by a macro
cannot be undone.
So be really careful what you do with macros, especially here in this case once you have
deleted rows, you cannot get it back.
So this is the warning it shows up and you have to select yes or no, if you select NO
nothing will happen it will just pop a simple message that all none of the selected rows
were deleted and you can close this dialog box now.
But we want to delete it so let's do it again: select the cells for which you want to delete
entire row, click on delete row button and click YES.
And now selected rows are deleted, Now to create more blocks of assets, just
like this, you will need to unlock this mode, for that I will be providing you unlock/unprotect
password as well.
Suppose I want to create one more block, and to do that I just have select any existing
block for example I am selecting plant & machinery.
Select entire rows like this, go down to the location where you want to copy for example
you are going to the down, and paste it.
now you have to delete details which is already existing in this particular block of asset,
for example… also you need to copy this yellow cell to other cells as well, to remove
the override of sale of asset which we did in plant & machinery block, so by default
it will be selecting end date and if there is any sale of asset you can always override
it with the manual data entry.
So now this new block of asset is ready for your use and similarly you can add as many
as blocks you want.
now let's try to add next year's sheet; now suppose this is the first time you used this
model for year 2016. you input all your records here, now as an account you know that you
need to carry forward your balances next year, and you want to carry forward your all this
workings for depreciation calculation next year; but you want to carry forward this sale
values, so this smartly designed and I show you what exactly will happen to these sale
values and these sale of assets and how the balances will behave, so to add a new tab
or next year's sheet you have to click this button: called add new year sheet, it would
ask for new tab name or sheet name, this can be anything you want but I would prefer to
keep a year's name which would be 2017 here, and click OK, so now this is most important
step, here in next year sheet you want this cell B3 in next year sheet to be in year format
like 2016, 2017, 2018 …. you cannot put anything else if you do that this model will
not work.
So be careful you can give any name you want for the sheet but keep this particular input
has to be year number; so we have to put 2017 here again as my year and name of the sheet
is same.
but as I told you before you can keep the sheet name anything you want, click OK and
new year sheet/tab is added, as you can see when you added new sheet the sale values which
were here for all the blocks has been deleted completely.
At the same time for the assets which were sold in previous year are highlighted in RED
with the same dates so you can keep the track of asset which was sold in previous years
as well.
but as I told you before you in order for this model to work accurately you need to
remove the Sale values, if there is no sale taken place in current year; but for assets
sold in previous year, dates for those sale transaction would be here (highlighted in
RED) but values would be gone.
Also values in Gross block section are completely gone as well as accumulated depreciation section
and Net book value.
but if you want to refer what actually happened (regarding assets sale) you must go to the
previous year (sheet), like this is, since this is the current year's data (2017 in our
example here) we want to keep the profit/loss on sale of assets which takes place in current
year that's the reason I'm deleting previous year sale values
I have also tried to include some data validation checks for example: you cannot keep same sheet
name like if I want to add another 2017 sheet here by clicking this add next year sheet
button, suppose I put 2017 again for any sheet name which already exist it will not allow
as it already exists.
one of the most important thing when you carry forward your current year/this year data to
next year is to bring closing balance of previous years to opening balances in next year.
So for our example closing balance of P&M1 here in row11 is $ 52,145 it should be opening
balance (in next year sheet) but for this balances are same so it wont matter, but for
example this particular asset P&M2 which was sold in the year, so that opening balance
should be NIL (in next year ie 2017) similarly if there is a sale again opening balance should
be NIL, in section of Accumulated Depreciation scenario is same.
for this particular balance in column AF, (Row 11) should be carried forward as opening
balance (in 2017) and this model takes care of that as well, by using a UDF user-defined
function (VBA) which is here you can see "PrevSheet"
the code of which will be available in your VBA module (of this workbook)
Now I will show you this particular formula in action and how this balance is a carry
forwarded in next year by adding a new year sheet.
as you can see in new year sheet all the balance are carried forwarded, for the assets which
were sold there is no carry forward of balance; for example P&M2 - $65,212 which had a closing
balance of zero since it was sold, there is opening balance in 2017.
Lets check accumulated depreciation which is most important, so for P&M1 (row 11) in
2016 we had closing balance of $ 42,260 which is the opening balance in Row 11 in 2017 Sheet.
And for assets which were sold it should have opening balance of 0, so P&M2 it was sold
so accumulated balance as on December 2016 or yearend 2016 was zero, so it should be
zero (in 2017) as you can see here in Row 12.
Same way in Gross cost of asset, all the balances are carried forwarded correctly you can verify
it.
you can also quickly verify by taking the closing balance of totals like $ 160,708 for
plant & machinery should be opening balance $160,708 (in 2017 sheet) ; you also put validation
here by linking previous year sheet cell.
so was second Block the closing balance of accumulated depreciation was $39,885 and opening
balance is $ 39,885 (in 2017 sheet) So this is a fantastic model to calculate
your depreciation and work out profit or loss on sale of assets, also it calculates in the
month accurate depreciation for example if you're buying assets in middle of the month,
or you are selling assets in mid of the month it takes care of depreciation accordingly
in Depreciation section, as can see here.
as I mentioned before you will get a free copy of this template with the unlocked password,
also I will be providing you unlock password for the VBA module.
But I highly suggested if you are giving this model to other users, or your colleagues or
your staff, make sure you lock this template with the proper instructions.
Thank you very much guys for watching, if you have any questions please feel free to
post them in the question-and-answer section I will be happy to reply that.
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