Own-Revenue Management Template for Public Authorities in Excel

Key benefits & value for buyers

The Own-Revenue Management Template turns fragmented receipts, cash books and Excel logs into a single controlled register. It reduces manual reconciliation time, enforces consistent coding, and produces exportable reports ready for consolidation with the general ledger or audit files.

Concrete outcomes you can expect

• Reduce month‑end reconciliation time by 40–70% with automated matching and exception lists.
• Eliminate duplicate entries and mismatched receipt numbers using built-in validation rules.
• Produce standardized monthly reports (by source, by department, by revenue type) suitable for audit or management review.
• Exportable CSV and printable PDF summaries for submission or archiving.

Use cases & real-life scenarios

The template is built around common public-sector revenue flows. Examples of typical implementations:

Municipality — parking & market fees

Cashiers record daily collections into a receipts sheet. The template auto-allocates to fee codes, reconciles totals to bank deposits, and generates a monthly report showing collections by ward and collection point.

Public hospital — patient fees and services

Track non-budgetary service income (lab fees, private wards), reconcile against EORs and produce departmental summaries for management and procurement decisions.

University — dorms, canteens, training programs

Separate activity-based revenues, monitor cash flow of auxiliary units and support internal charging between departments using standardized internal codes.

Who is this product for?

Designed for:

• Accountants and finance teams in public authorities who need a low-cost, audit-ready revenue system.
• Data analysts who prepare consolidated reports and dashboards from multiple revenue sources.
• Consultants and firms offering short-term implementation or reconciliation services (ProXlsx also offers hourly execution).
• Small to mid-size public entities that cannot justify full ERP implementation but require robust reporting and controls.

How to choose the right version

Options are simple and made to match real needs:

• Standard (xlsx): No macros; fully compatible with Excel 2016+ and for users who restrict VBA. Includes sheets: Receipts, Cashbook, Reconciliation, Dashboard, Reports.
• Macro-enabled (.xlsm): Adds automation: one-click reconciliations, bulk import, printable summary generation. Recommended if you want to save repetitive time.
• Customised package: Add-ons include localization of chart of accounts, additional report formats, or a tailored import routine. Delivered as a custom job by the hour.

Choose Standard if you need immediate compatibility. Choose .xlsm if you want automation and faster processing. Contact ProXlsx for bespoke changes.

Quick comparison with typical alternatives

When deciding between this template and other options, consider:

• Manual Excel sheets: Cheaper but error-prone and inconsistent; our template enforces rules and reduces mistakes.
• ERP / accounting modules: Powerful but costly and slow to implement; the template is a fast, low-cost interim or permanent solution for off‑budget revenues.
• Custom software development: Tailored but expensive; ProXlsx offers a balance — a ready template plus optional customisation by the hour.

Best practices & tips to get maximum value

• Standardise revenue codes before adoption — use the template’s code list to enforce consistency.
• Enable data validation and lock formula cells to reduce user mistakes.
• Schedule monthly reconciliations and use the template’s exception reports to focus investigations.
• Backup files daily and store final monthly reports as PDF for audit trails.
• If you use the macro-enabled version, limit macro access to trusted machines and keep a non‑macro backup copy.

Common mistakes when buying or using templates — and how to avoid them

• Buying the wrong version: If you need automation, the standard xlsx will feel limiting. Choose .xlsm for automated tasks.
• Skipping validation setup: Not configuring validation leads to inconsistent codes — use the provided code lists and protect them.
• Expecting full ERP functionality: This template manages off‑budget revenue effectively but is not a full accounting system for payroll or procurement.
• No change management: Train at least two users and document the process for continuity and audit readiness.

Product specifications

• Format: .xlsx (Standard) or .xlsm (Macro-enabled)
• Compatibility: Excel 2016, 2019, 2021, Microsoft 365 (Windows & Mac — limited macro functionality on Mac)
• Included sheets: Dashboard, Receipts Register, Cashbook, Bank Reconciliation, Summary Reports, Audit Trail
• Automation: Optional VBA scripts for bulk import, automated reconciliations, and PDF export (available in .xlsm)
• Delivery: Digital download (instant). Optional hourly setup & customization services by ProXlsx
• Language: English (custom localisation available)

Frequently asked questions