From the moment that our first piece of work is submitted, it is necessary to keep records. If the piece is rejected, we need to know by whom, so that it isnt resubmitted in error to the same publication. If accepted, when it is due to be published? When and how much will we be paid? How long have publications taken to reply? Which queries resulted in commissions? Which publications never respond to queries?
We also need records to be able to offset items of expenditure (paper, print cartridges, postage, etc.) against our tax bill.
One of the simplest methods of record keeping is to use an Excel spreadsheet, part of the Microsoft Office package. The idea of using a spreadsheet system can be a little daunting, but the following steps will show just how easy it can be.
Step 1.
Open the Excel program. At the bottom of the page youll see tabs marked Sheet 1, Sheet 2, Sheet 3. On the command bar you will find File, Edit, View, Insert, etc. Using the mouse, left-click on Insert, and from the drop down menu left-click on worksheet. This will insert another worksheet, repeat this twice more so that you have a total of six sheets. Dont worry if the sheets are not in numerical order as we are going to rename them later.
Step One
Step 2.
Right-click on A, which will highlight the column and raise a menu. Left-click on column width, type 11 in the box that appears, and then click OK. Repeat with column B but this time type 45 in the box. Leave the remaining columns as they are.
Left-click in the small space on the top left-hand corner above 1 and to the left of A. This will highlight the entire worksheet. Change the font to Times New Roman 12. Anything smaller can cause eyestrain.
Step 3.
In row 1, column A type Date; in column B To Whom Sent; in column C R/A (rejected or accepted); in column D Wk. Sent; and in column E Wk. Ans.
To make the headings bold or to centre them, left-click on 1 on the left and the row becomes highlighted, click bold and/or centre as required.
Step 4.
Right-click on A, from the menu that appears left-click format cells, under Category choose Date, from the selection on the right under Type choose the format you prefer.
Step 5.
Next we rename the worksheet. At the bottom of the sheet you will see the six numbered sheet tabs, right-click on the one that is in bold. From the menu that appears, left-click rename and then type Fiction. When you have finished click anywhere on the sheet and the name change will take effect.
Step Five
Step 6.
Right-click the space above 1 and to the left of A to highlight the sheet and left-click copy. Left-click the sheet tab next to the one you renamed Fiction, and then right-click the space above 1 and to the left of A on the new sheet, left-click paste. You will now have a replica (including all formatting) of the first sheet.
Right-click on the sheet tab that is in bold, left-click rename and type Articles. Click anywhere on the sheet for the name change to take effect.
Repeat step 6 with the next sheet tab, but this time rename it Queries.
Step 7.
For the next sheet, which will be renamed Postage, copy steps 2 5, but in step three instead of R/A, Wk. Sent, and Wk. Ans, type SAE, Postage, and IRC. The SAE column is for the cost of stamps for the reply, and IRC is for the cost of International Reply Coupons.
Right-click on C to highlight the column, left-click format cells, and from category left-click currency. Either click OK or choose the currency symbol that is correct for your country, and then click OK. Repeat this for columns D and E.
Step 8.
The next sheet will be renamed Expenditure. Repeat steps as for postage except that the headings will be Date, Expenditure, Sterling, Euros, and Dollars. For the currency columns follow the procedure outlined above, but choose the symbol appropriate for the three currencies.
Step 9.
The final sheet is for Income. Repeat step 2 but with column widths as follows: A 22; B and C 9; D, E and F 7; G 9; H 19. The headings and currency settings will be as per the example below.
Step Nine
Step 10.
All that is required now is to add up the currency columns. This is done by clicking in the cell at bottom of a row of figures, then left-click on the Σ symbol (found on the tool bar). Hold down the left mouse and run it from the first figure to the last and then click the green tick.
Update your records each time you submit a piece of work, receive a response from an editor, or have purchased a writing related item. Whatever writing targets you set, this system makes it simple to keep track. It has certainly made my life easier. It could work for you too.
© Lorraine Mace 2004
