Using Spreadsheet to Present Information Flashcards
CHAPTER 10
Bar/Column chart
○ Data is shown in the form of a bar
○ Demonstrate and compare amounts or numbers of things
○ Same width but variable in height
○ Very versatile (may represent a different item)
○ Length of each bar indicates the magnitude of the corresponding item
** Visually appealing way of illustration
Component column chart/Stacked column chart
Shows component information in each bar
–> horizontal scale
Line graphs
○ Demonstrating trends over time
○ Plotting points of information on a grid
Dependent & Independent variable , who is who?
X - Independent
Y - Dependent
Area charts
○ Display shading in the areas below the lines
○ Colourful visual display –> distinguish data more clearly
○ Emphasize magnitude of change over time
Pie charts
A chart used to show pictorially the relative size of components elements of a total
–> Called a pie chart because it is circular & has the shape of pie
Converting parts of the total into equivalent degrees of a circle
A complete pie = 360 °
Number of degrees in a circle = 100%
Multiply percentage value by 3.6
Advantages of pie chart
○ Give a simple pictorial display of the relative sizes of elements of a total
○ Show clearly when one element is bigger than others
○ Show clearly differences in elements of two different total
Disadvantages of pie chart
○ Only show relative sizes
○ Often difficult to compare sector sizes easily (if percentage is not given)
Scatter diagram
Used to exhibit data to compare in which two variables vary with each other
–> may or might not appear to follow a trend
If for research/survey purposes
–> use scatter diagram
** Trend line can be identified in scatter diagram (if a trend can be seen)
Tables
A simple way of presenting numerical information
○ Two dimensional
○ Only show 2 variables
Guidelines in presenting data in tabular form
1) Clear title
2) Columns are clearly labelled
3) Clear sub-totals & right-hand total column (if appropriate) - for comparison
4) Total figure at the bottom of each column - for comparison
5) Table shouldn’t be packed with too much data
Why is it important to format spreadsheet ?
○ Information easy to understand
○ Make the spreadsheet visually appealing
How to freeze row headings
Select column to the right
How to freeze column headings
Select row below
How to freeze both row & column
Select cell below & to the right
Formatting number : Number format
○ Displays the number in the cell rounded off to the number of decimal places you select
○ Negative numbers can be shown in red
○ Default takde 1000 separator, but you can able it
Formatting number : Currency format
○ Displays number with a ‘$’ in front
○ Default have 1000 separator
○ Default 2 decimal places
○ Negative numbers can be shown in red
Formatting number : General format
○ Have no specific number format
○ No commas
○ As many decimal places, asal muat masuk
Formatting number : Percent format
○ Multiplies number in display by 100
○ Give % symbol
Formatting number : Accounting format
○ Decimal points will be aligned
○ Currency symbol & minus sign always display on far left of cell
○ All negative values displayed in black/bracket
Formatting number : Hidden format
Values entered & used in calculation but not displayed
Select custom –> Enter 3 semi-colons
Data manipulation
Summarising, analysing, sorting & presenting data
What does filtering data do?
Allows you to select & display just some of the data you wish to view
Linking worksheet : Same file , different worksheet
= Sheet7!(A1)
Linking worksheet : Different file
Source file is open
= ‘[FILENAME.xlsx]WORKSHEETNAME’!CELLREFERENCE
———————————————–
= ‘[Sales.xlsx]2024’!$C$10
Source file is closed
=’C:\Sales\pastu sama je
If source file is closed, the link also includes the path (source file location)
3 dimensional/multi-sheet spreadsheets
Able to work with multiple sheets that refer to each other
Uses for multi-sheet spreadsheets
► Enable quick & easy consolidation of similar sets of data
► Provide different views of the same data
Uses of spreadsheets by management accountants
○ Preparation of management accounts
○ Cash flow analysis
○ Budgeting
○ Forecasting
○ Account reconciliation
○ Revenue & cost analysis
○ Comparison & variance analysis
○ Sorting, filtering & categorising large volume of data
Advantages of spreadsheet packages for management accounting
○ ‘What if’ analysis
○ Computer will automatically make all computational changes to other figures
○ Ensure that preparation of individual budgets is co-ordinated
What is the default printing options in Excel
A portrait orientation on A4 paper with no gridlines
Print preview
Show how the printout will look
Print margin
Affect how much of the spreadsheet will fit onto a single page
–> if current content too wide –> reduce left & right margin
Scaling
Fit output to one page
Page break
Shows where the content of the spreadsheet will be split onto another page
Print area
Select area to print
Page layout –> Page set up –> Print area
Print row and/or column heading on every page
Ensure that after the 1st page, data can still be easily understood
Page layout –> Page set up –> Sheet –> Row to repeat …Columns to repeat
Advantages of spreadsheet
🙂 Easy to learn & use
🙂 Calculation & manipulation of data easier & quicker
🙂 Enable analysis, reporting & sharing of financial information
🙂 Perform ‘what-if analysis’ very quickly
Disadvantages of spreadsheet
☹️ Only as good as its original design
☹️ Formulae are hidden - logic of calculation is not obvious
☹️ May make reports appear infallible (maksum/error-free)
☹️ High proportion of large models contain critical error
☹️ Database is more suitable for large volumes of data
☹️ Spreadsheets can be easily corrupted 💀💀 & difficult to find errors in large models
