Purchase/Sales Form Macro Codes For Data Entry

Last updated on March 19th, 2021 at 06:24 am

TEST RUN

Mr. Adi saves the file first, close the file, then open it again.

Assumed that the date is 8 March 2021 and it is the first time he open the file on this day. So, when the CU button is clicked, it will show the invoice number like this : CU-210308001. When the SU button is clicked, it will show SU-210308001.

CU/SU is the indicator that it is a sales invoice or a purchase invoice. 210308 is the date format YYMMDD. And the 001 is the invoice number.

  • Example case for a new customer/supplier/item

Tante Linda is the name of the new customer, Om Pimpah is the name of the new supplier and Jengkol Bangkok is the name of the new product/item.

If Mr. Adi try to search those names by typing the name in the search box, the ListName box won’t give a result because those names do not exist in the sheet TABLE.

So now Mr. Adi inputs those new names. For customer Tante Linda, he click the “CU” button, then click the “New Customer Name” button, then type the new name, then click OK button in the input box window. As seen in the animation below.

As we can see, the last customer name in sheet TABLE is Aggil in cell B267. After the input, now the new Tante Linda supplier name is in cell B268.

Now for the new supplier name, Om Pimpah.

The last supplier name in sheet TABLE is PT. Angin Ribut in cell D32. After the input, now the new Om Pimpah supplier name is in cell D33.

Now for the new product/item name, Jengkol Bangkok.

The last item name in sheet TABLE is Pork Bacon in cell F293. After the input, now the new Jengkol Bangkok item name is in cell F294.

Now Mr. Adi checks if those names appear in the ListNames box if he type it in the SearchBox.

From the animation above, we see the ListName box show the result when Mr. Adi type the name in the SearchBox.

The “if” condition for the ListName are like this:
If the ListName found one name only from the word typed in the SearchBox, it will directly put the name on the sheet. If the ListName found more than one result, the user need to click which name in the ListName that he wants to put it on the sheet.

  • Example case for Sales Data Entry

It’s been a week which has no transaction at all. No sales no purchase. So the Main Data in sheet DATA still contains just the opening balance data.

Finally, on 8 March 2021, customer Agus Jova buy Item Aspic-Amber with a quantity 10 and the price is Rp 25.000/each in cash.

The opening balance of item Aspic is 39
The opening balance of CU Agus Jova is 640.000

The data entry process as follow:
Click “CU” button, type agus in the search box, click Agus Jova in the ListName box, click “NON CASH” button if it read “NON CASH” in the button (just leave it alone if it read “CASH” in the button), click the Item button, type aspic in the search box, fill the quantity and the price in the form (under the QTY and PRICE column), then click “Input To Data” button.

The macro then activate the sheet DATA to inform that data entry has been done by showing the result. The macro also put a “2103Paid” as a mark that invoice CU-210308001 is paid.

Then it activate the sheet SellBuy again, and now the next CU invoice number is CU-210308002 as seen in the animation above.

Mr. Adi then check the sheet STOCK.

Aspic Amber balance after the input

The quantity of Aspic – Amber now less 10. Because this is a cash transaction, so there is no change on the amount of money Agus Jova owe Mr. Adi.

  • Example case for Purchase data entry

Mr. Adi buy Bread Crumb from Mr. Fauzan 5 pieces with the price 30,000/pcs and item Capon – Breast 10 pieces @ 15.000. Non Cash.

Opening balance for Bread Crumbs is 11, while Capon Breast is zero
Opening balance Mr. Adi owe Mr. Fauzan is 150.000

The Data Entry process is the similar.
Click “SU” button, type fauz in the search box, click Fauzan Novianti in the ListName box, click “CASH” button if it read “CASH” in the button (just leave it alone if it read “NON CASH” in the button), click the Item button, type bread c in the search box then type capo, fill the quantity and the price in the form (under the QTY and PRICE column), then click “Input To Data” button.

The balance for Bread Crumbs now is 16 and Capon now is 10
The amount of money Mr. Adi owe Fauzan now is 300.000

That’s it. Mr Adi has completed the making of his Purchase/Sales Form macro codes. In the next topic, he will make a UserForm via Visual Basic Editor. The UserForm will be used for payment data entry.

If there is something which is not clear regarding to this topic, please don’t hesitate to ask in the Comment box. I’ll try my best to answer.

215 replies on “Purchase/Sales Form Macro Codes For Data Entry”

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