Automotive & Parts Expense

User Guide: Automotive & Parts Expense Calculator

This tool helps you calculate and track expenses across all major areas of an automotive or parts business. You can input costs, see running totals, export data for analysis, and generate a clean report for printing or saving as a PDF.

1. Getting Started

• Accessing the Tool: Open the HTML file in any modern web browser (Chrome, Firefox, Edge, Safari).
• Initial Setup:
  • Company Name: Enter your company's name in the top-right field.
  • Date: Select the relevant date for this expense report using the date picker.

2. Inputting Your Expenses

The calculator is divided into ten logical sections covering all aspects of the automotive industry.

1. Navigate through the sections (e.g., "Raw Materials & Parts Procurement," "Manufacturing & Assembly Costs").
2. For each line item: Click into the input field next to the expense description and enter the cost amount.
3. Real-time Calculation:As you type, the tool automatically:
   • Calculates the subtotal for each section (displayed at the bottom of each card).
   • Calculates the net total for all expenses (displayed at the bottom of the page in the Summary card).

3. Using the Controls

At the bottom of the page, you will find three action buttons:

• Export CSV:
  • What it does: Generates a Comma-Separated Values (CSV) file containing all your data. This file can be opened in spreadsheet applications like Microsoft Excel or Google Sheets for further analysis, charting, or accounting.
  • The file includes: Company name, date, every line item organized by section, and the final net total.
  • File name: The file is automatically named automotive_expense_YYYY-MM-DD.csv.
• Print / Save as PDF:
  • What it does: Opens your browser's print dialog.
  • To Save as PDF:
    1. In the print dialog, change the destination printer to "Save as PDF" or "Microsoft Print to PDF".
    2. The tool will automatically format a clean, printer-friendly version that hides all input fields and buttons, showing only the values, totals, and a summary table.
  • To Print: Select your physical printer and click print.
• Reset:
  • What it does: Clears all entered data—including the company name and date—and sets all expense values back to zero. Use this to start a new calculation.

4. Understanding the Layout

• Section Cards: Each category of expenses is contained in its own card with a light shadow.
• Summary Table: The table in the final "Summary" card provides a quick overview of the total for each section.
• Net Total: The final, all-inclusive sum of every expense entered across all sections.

5. Tips for Effective Use

• Accuracy: Double-check your entries. The calculator is only as accurate as the data you input.
• Consistency: Use the same units (e.g., always dollars, always monthly figures) for accurate totals.
• Detailed CSV: Use the CSV export feature to maintain detailed records over time. You can import these files into your accounting software or use them for budget vs. actual comparisons.
• Reporting: Use the "Print / Save as PDF" function to create formal reports for meetings, reviews, or financial records.

6. Troubleshooting

• Numbers aren't adding up? Ensure you haven't accidentally entered text or special characters into the number fields. Only numerals and decimals are accepted.
• Print/PDF looks messy? Always use the built-in Print / Save as PDF button. This triggers the special formatting that removes input fields for a clean look. Do not use your browser's hotkey (Ctrl+P) before clicking the button, as it may not format correctly.
• CSV file won't open? Ensure you have a spreadsheet application installed (Excel, Google Sheets, LibreOffice Calc). If prompted, choose to open the file with that application.