Business Solutions:   Flow Charts-Excel 2003

        by James D. Duncan, CPA     November 2004

 

            Most of us can see information flow easier with a picture that just words.  When trying to get a flow of data or processes, this is usually a case for a flow chart.  I have found Excel to be an excellent means to draw these charts.  With the upcoming changes in the accounting for SEC companies, we will see many more of these.  The use of the flow chart will be felt down to the lowest levels in these companies.

            In Excel, click on the help icon, enter flow chart in the “search for” box and the search results will show a simple flowchart as the top selection.  Click on that selection and a template preview will appear.  In the bottom of that window is a button labeled Download.  Press that button and the sample flow chart with instructions will load into Excel for you.  This is the “Making Apple Juice” spread sheet as shown below.

 

 

            Now, for us to make our own flow chart we need the drawing tool bar.  If the drawing tool bar is not showing, click on Tools, Customize and select Drawing.  The tool bar should show up on the bottom of the sheet as soon as you click into the box.

            Click on Autoshapes on the drawing tool bar and from the list move the cursor to the flowchart selection, and then pick the symbol you want.  Notice that when you move the cursor over the charts the description shows below it.  Select the first symbol (process) and click on it.  The cursor changes to crosshairs and now you can put the symbol where you want it.  Move the cursor up to close to the top of column c, press and hold the left mouse button and draw the shape out.  Select another shape and put it underneath the first one.  You now have begun the flow chart.

 

 

Now from the drawing toolbar select the arrow and connect the two symbols. 

 

 

Now click into the top symbol and right mouse click and select “Add text.”  Type what you want.  If the font is too big, select the text, click on the font selector and change the font to a smaller size.  And if you need more room for your text, just resize the shape.  Click on the shape, move the cursor until you get the 4 arrows and move the shape until you get the size you want.  This usually means resizing the other shapes too.  Here is what I mean.

 

 

            Getting the correct symbols is a class or two in itself.  Look on Microsoft.com and search for “Document Conventions” and you will find the proper symbols for each process.  If I remember correctly, there are two or three college level courses on just flowcharting.  This should get you started.  Excel is an excellent tool for this.  When you get this under your belt, check out Visio and get into the black belt of charting.

 

James is a member of the CCOKC and an expert in Access and Excel. Click here to reach James.