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Author Topic: Tally Sheet and invoice  (Read 1114 times)

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Offline WV Sawmiller

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Tally Sheet and invoice
« on: May 18, 2017, 08:06:28 pm »
   Attached below is a spreadsheet with formulas built in to tally the total number of bf of lumber I cut or sell to a customer. I just fill in the size and quantity info and the sheet computes my bf. Then all I have to do is fill in the blanks that apply for Mobilization or mileage, broken blades, and any other billable costs to the customer. I type in the cost for sawing or price of the lumber (assuming all the lumber is the same price) and the total bill for the customer is computed and shown. My form is set up for 6% sales tax which is what we charge in WV. If you want to use the form and have a different (or no) sales tax just click on the field below "Sales Tax (6%)" and change the .06 in the formula to whatever your state rate is and it will compute for you.

   At the end of a job or sale I type in the customers name and print or e-mail to him and this is his invoice.

   When sawing for stock at home I just plug in the totals and let the form compute the bf I sawed each day for my history records and disregard the cost info.

    If this is any value to you feel free to use it.
Howard Green
WM LT35HDG25(2015) , 2009 4wd Dodge PU, Kawasaki 650 ATV, Sthil 440 & 441, homemade logging arch (w/custom built rear log dolly), JD 750 w/4' wide Bushhog brand FEL

Dad always said "You can shear a sheep a bunch of times but you can only skin him once"

Offline esteadle

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Re: Tally Sheet and invoice
« Reply #1 on: May 18, 2017, 09:03:44 pm »
Nice.
My virus scanner cleared it.
I always check.
Thanks.
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Offline grouch

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Re: Tally Sheet and invoice
« Reply #2 on: May 18, 2017, 10:09:33 pm »
Nice.
My virus scanner cleared it.
I always check.
Thanks.


What, is WV Sawmiller sneezin on the monitor again?

Offline warren46

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Re: Tally Sheet and invoice
« Reply #3 on: May 19, 2017, 07:00:45 am »
Question:  Do you tally as you saw or do you count the lumber after it is stacked?  Next question: Do you keep a laptop at the mill as you are sawing?
Warren E. Johnson
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Offline WV Sawmiller

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Re: Tally Sheet and invoice
« Reply #4 on: May 19, 2017, 09:35:28 am »
Warren,

   On a multi-day job I usually tally at the end of the day on a little spiral notebook then plug in the numbers when I get home. On smaller jobs or last day I take my laptop and plug the numbers in directly as we tally. I'll often let the customer do the counting and call out the numbers and I just type them in to the spreadsheet then can show him the numbers.

   I can't print in the field although I probably should get one of the little Neat brand printers that run off the laptop for power then I could . I have one of their scanners I have used since my days in Iraq when I had to provide all my own support in the early stages. It works great but only can scan a couple pages at a time/per file.

   I haven't run into this with selling lumber but if someone wanted a detailed invoice for multiple priced lumber I'd have to run more than one invoice showing different rates/prices. Its not a high tech form but it does most of what I need it to do for simple bf computing.

    Most of the time the customer declines a copy when I offer or they just say send them a copy on e-mail. I use it much mostly for my own cost and history calculations.

   If I am counting stacks of lumber (1" for example) I just put thickness as 1, width as the average width of the stacks then length then the number of rows and compute that way. That works fine too.
Howard Green
WM LT35HDG25(2015) , 2009 4wd Dodge PU, Kawasaki 650 ATV, Sthil 440 & 441, homemade logging arch (w/custom built rear log dolly), JD 750 w/4' wide Bushhog brand FEL

Dad always said "You can shear a sheep a bunch of times but you can only skin him once"

Offline Darrel

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Re: Tally Sheet and invoice
« Reply #5 on: May 19, 2017, 01:07:36 pm »
I'm pretty much spreadsheet illiterate, however, I was able to plug in some numbers for price, thickness, width and length and I did change the sales tax to 0% for OR and it did all the calculations. Pretty cool. Now all I need to do is figure out how to get it to automatically keep totals for all invoices. I downloaded the numbers app for my iPad this morning so that I could give this a try. It looks like it will be a real asset once I get it all figured out. Thanks for sharing it with us.
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Offline WV Sawmiller

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Re: Tally Sheet and invoice
« Reply #6 on: May 19, 2017, 01:59:21 pm »
Darrell,

   Yeah I don't know how to do that either. I do keep all my records on Excel spreadsheets. I have another I use to record sales. I have one column with a one letter code for different categories (Lumber sales, sawing, firewood, tomato stakes, taxable vs non taxable, etc). I do have a formula built in so if I sell something tax included I input the total sale and it splits out the taxes and before tax sales and puts the info in different columns.

    I do the same thing for expenses and sort by categories. I scan copies of all receipts as back up.

    At the end of the year I just sort by category then run autosums to show income and taxes due and send the results to my accountant to do our taxes.
 
    I make a folder for each year then more folders for expenses, income, history, etc. and just start over January 1st.
Howard Green
WM LT35HDG25(2015) , 2009 4wd Dodge PU, Kawasaki 650 ATV, Sthil 440 & 441, homemade logging arch (w/custom built rear log dolly), JD 750 w/4' wide Bushhog brand FEL

Dad always said "You can shear a sheep a bunch of times but you can only skin him once"

Offline Crusarius

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Re: Tally Sheet and invoice
« Reply #7 on: May 19, 2017, 02:48:16 pm »
I am pretty good with excel. I may be able to help. But I cannot guarantee it will be done in a timely matter.

Doesn't everyone charge different prices for different species? Be real easy to setup a master price list on a separate tab that can be modified at any time and fully update every invoice.

Maybe I can find some time to help and add some more usability this weekend? Maybe not. A 2 year old is quite challenging when you want to play with your computer :)
I knew what I thought I meant.

Offline WV Sawmiller

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Re: Tally Sheet and invoice
« Reply #8 on: May 19, 2017, 03:28:21 pm »
Crusarius,

   If I did much of that i would modify the form to put a rate/cost field multiplying against the bf on each row then tally at the end. Would not be hard to do. I designed this form for my sawing computations. I have used it a time or two for lumber sales when all the same species.

   If you are asking about different rates for sawing - No, I charge the same no matter what the species (although some people do have a different hardwood and softwood rate). I do sell lumber for different prices based on species.
Howard Green
WM LT35HDG25(2015) , 2009 4wd Dodge PU, Kawasaki 650 ATV, Sthil 440 & 441, homemade logging arch (w/custom built rear log dolly), JD 750 w/4' wide Bushhog brand FEL

Dad always said "You can shear a sheep a bunch of times but you can only skin him once"

Offline WV Sawmiller

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Re: Tally Sheet and invoice
« Reply #9 on: May 19, 2017, 04:02:48 pm »
   Okay, here is a revised form intended just for lumber sales. Just enter the price/bf and the sizes and quantity of the lumber and it will compute. Once done with that enter any other fees such as delivery, special handling, etc. Its still set up for WV sales tax so you would need to change that if different in your state. If non taxable you could just override that column with a 0.

   Quick and dirty but should work.
Howard Green
WM LT35HDG25(2015) , 2009 4wd Dodge PU, Kawasaki 650 ATV, Sthil 440 & 441, homemade logging arch (w/custom built rear log dolly), JD 750 w/4' wide Bushhog brand FEL

Dad always said "You can shear a sheep a bunch of times but you can only skin him once"

Offline Crusarius

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Re: Tally Sheet and invoice
« Reply #10 on: May 19, 2017, 07:57:18 pm »
oh, my bad thought you used that to invoice your customers. I must have misread. My reading comprehension skills are not what they used to be.

Still be happy to play with it if anyone wants.
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Offline WV Sawmiller

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Re: Tally Sheet and invoice
« Reply #11 on: May 19, 2017, 08:23:28 pm »
Crusarius,

   If a customer wants a breakdown of costs I give them one. I use it to determine the costs for sawing and for large orders. I don't invoice in order to get my payment. I get paid at the completion of services or at the time of sale. When the customer leaves my house with his wood he leaves behind the cash. When I finish a mobile sawing job and pack up the mill I leave with the money in my pocket.
Howard Green
WM LT35HDG25(2015) , 2009 4wd Dodge PU, Kawasaki 650 ATV, Sthil 440 & 441, homemade logging arch (w/custom built rear log dolly), JD 750 w/4' wide Bushhog brand FEL

Dad always said "You can shear a sheep a bunch of times but you can only skin him once"

Offline fishfighter

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Re: Tally Sheet and invoice
« Reply #12 on: May 19, 2017, 08:34:26 pm »
I don't have Office. :(

Offline Crusarius

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Re: Tally Sheet and invoice
« Reply #13 on: May 19, 2017, 09:43:17 pm »
you can use open office free. Not all the power but still works for basic stuff.
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Offline nativewolf

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Re: Tally Sheet and invoice
« Reply #14 on: May 19, 2017, 09:53:47 pm »
Fishfighter, get a gmail account the google docs are free too and are kept online so if your computer fries they are saved.  Lots of support online for it and most universities/school systems are moving over to that.  Not quite MS office but very very handy.  Better still you can share them with others just by giving a link. 

Offline clearcut

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Re: Tally Sheet and invoice
« Reply #15 on: May 20, 2017, 12:21:01 am »
With a Google (Gmail) account, you can also upload an Excel worksheet, and convert it to Google Sheets. The functions largely work, but the formatting is likely to change.

Sheets apps are available for iOS and Android that allow offline editing.

We have been using Sheets for offline data entry. It works very well.

Open Office is no longer being updated and may have significant security issues. LibreOffice is a better, free, open source alternative. There are a number of alternative office suites and individual applications.

     http://www.libreoffice.org

Offline grouch

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Re: Tally Sheet and invoice
« Reply #16 on: May 20, 2017, 06:26:16 am »
Can't attach .ods

 ISO/IEC international standard ISO/IEC 26300 Open Document Format for Office Applications (OpenDocument)

Offline longtime lurker

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Re: Tally Sheet and invoice
« Reply #17 on: May 20, 2017, 07:56:16 am »
I'm laughing over this guys. Here's y'all doing this hi tech stuff in the field with spreadsheets and scanners and all that stuff. I walk in the office with an offcut of 6x1 or something with numbers written all over it and say "email Joe or Fred a bill for this, its on the truck tomorrow."  And I am known to get annoyed when people throw out scraps of wood with writing on them - that might be an order, or an important phone number, or me quoting stuff on the fly. People ring, I write with what I have available - blue lumber crayon - on what I have available - scraps of wood, shed walls, loader mudguards, the log at the front of the infeed.

Technology has revolutionized my business :D :D :D
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Offline Magicman

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Re: Tally Sheet and invoice
« Reply #18 on: May 20, 2017, 09:07:52 am »
I am also smiling because I use an invoice book from Wal-Mart.  I count up what I saw times my bf rate and have a total.  The original goes to the customer and I keep the copy for my records.  ;D
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Offline Crusarius

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Re: Tally Sheet and invoice
« Reply #19 on: May 20, 2017, 09:46:09 am »
thats how my tally is in the shop. I use a piece of material I am working on to keep track of everything. Then I get technical. I take a picture of it, come inside and sit at the computer and make the invoice. I like having records of everything.
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