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Carl shows how to use formulas and @functions in a Lotus spreadsheet to calculate loan payments and set up a loan payment analysis table.

By Carl Merkle

One of the most powerful aspects of any spreadsheet program is its ability to use formulas to turn raw data into useful information. Understanding a spreadsheet often means understanding the formulas used in it.

This article demonstrates the use of formulas and @functions (At Functions) using an example that calculates loan payments for purchasing a home. It also demonstrates some aspects of spreadsheet navigation, the use of 1-2-3's copy and formatting commands, and the obscure but powerful data table command.

Well start with an example that integrates HP Calc and 1-2-3, teaching some commonly used spreadsheet concepts in the process.

Calculating loan payments for a new home

Let's say you're shopping for a new home, and find a home that you and your spouse really like costing $185,000. You have the cash for the 20% down payment and closing costs. However, you check with lenders and discover that a variety of financing options are available. You settled on a fixed-rate program, but now have a choice between a higher interest rate and lower loan origination costs or a lower rate and higher loan origination costs. You also have a choice between different mortgage amortization lives. You want the best economic deal over the life of the loan but are concerned about the amount of the monthly and annual payments. What loan option do you choose?

You can solve this question using the Time Value of Money module in the HP Calc program. But the number of loan choices is fairly extensive and 1-2-3 works better with these multiple scenario evaluations.

Quick answer using HP Calc

As a first step, let's use HP Calc to get a quick answer to our loan payment question. Go to HP Calc and press (CTRL)-(T) to bring up the Time Value of Money (TVM) screen. Clear any old data by pressing (MENU) Clear Data. Calculate the loan balance by multiplying $185,000 by 80% (0.8). Enter the result of 148,000 in TVM by pressing (F8) (PV). Enter an annual interest rate of 8.0% by pressing 8 (F7). Enter the number of months for a 15-year loan by pressing 180 (F6). Calculate the monthly principal and interest payment for this loan by pressing (F9).

Your screen should look like this:

N = 180.00

I%YR = 8.00

PV = 148,000.00

PMT = -1,414.37

FV = 0.00

This says your monthly payment will be $1,414.37 to fully amortize a $148,000 loan over 15 years at an 8.00% fixed interest rate. In order to determine the total interest to be paid over the life of the loan, you'll have to run an amortization table.

Creating an HP Calc amortization table in 1-2-3

Press (1-2-3) and make sure the spreadsheet is empty by pressing (MENU) Worksheet Erase. Now switch back to HP Calc and build an amortization schedule in 1-2-3 from HP Calc by following these steps:

1. Press (F2) (Amort) and then (F10) (1-2-3). HP Calc starts 1-2-3 and line two of 1-2-3's control panel displays Select table location: A1.
2. Press (ENTER). A dialog box appears saying Amort/1-2-3 link opened.
3. Press (F2) (Go) 15 times to amortize the loan over its 15-year life. (You'll know you've done this enough, when the screen displays Group 15, Payments 169-180.)
4. Press (123) and you'll see a loan amortization table created by Calc in 1-2-3. The table just created is unformatted, making it difficult to read. Format the entire worksheet to display numbers in a comma format rounded to the nearest dollar by pressing (MENU) Worksheet Global Format , 0 (ENTER).

Loan amortization table created by HP Calc in Lotus 1-2-3

Column C now contains principal payments by year, and column D contains interest payments by year. Let's set up 1-2-3 to automatically total up these columns.

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First, go to the beginning of the spreadsheet and take a look at the whole table. Move your cursor to cell A1. (A quick way to do this is press (Fn)-(LeftArrow), the HOME key combination.) If you cant see the whole amortization table, press (Fn)-(Spacebar) to Zoom between the default 64x18 screen and an 80x25 screen, which displays more of the spreadsheet.

Draw a separator line with label prefixes

When you add up a column of numbers on a piece of paper, you draw a line at the bottom to separate the column of numbers from the total. Let's do that in our spreadsheet. First, move your cursor to cell C18. (A quick way to do this is to press (F5), key in C18 and press (ENTER).)

Unfortunately, you cant just enter a bunch of dashes for this separator line. 1-2-3 thinks a dash is a minus sign and that you are entering a number. Try it and you'll notice that the Mode indicator (the little box in the upper right hand corner) changes from READY to VALUE. Since this approach doesn't work, let's try something different let's use a label prefix.

While in cell C18 press () (backslash), type in one dash and press (ENTER). Notice that cell C18 now has nine dashes displayed in it. The backslash is a label prefix that tells 1-2-3 to repeat a subsequent character as often as possible to fit the cell's column width. There are four label prefixes which tell 1-2-3 how to display text in a cell. They are summarized as follows:

Label prefix What it does

` Left aligns text

^ Center aligns text

' Right aligns text

Repeats text

Text (labels) can be re-aligned one cell at a time, or over a range of cells that you specify using the (MENU) Range Labels command. However, the Range Labels command does not create a repeating Label prefix.

Now that we've made a subtotals line and learned how to use label prefixes, well move on to the primary subject of this tutorial, @functions and formulas.

Adding, multiplying, and more using 1-2-3 @functions

Storing a bunch of data in a 1-2-3 spreadsheet is only the first step. For financial data to be useful, you have to make some calculations. This is where the @functions come in to play.

Using the arrow keys, move the cell pointer to cell C19. Well enter a formula here to add up all the numbers in cells C3 through C17. (The formula will actually add up all numbers from cells C1 through C18. It ignores the text labels it finds in C1 and C18.)

1. Type in @sum( (don't hit (ENTER) yet). This is the first part of the formula. It tells Lotus what you want to do (sum or add up something). It doesn't tell Lotus the range of data you want to do it to. That's what you do next.
2. Press your up-arrow key once. Notice that line two of the control panel has automatically added C18 to what you typed. It now says @sum(C18.
3. With the cell pointer still resting on cell C18 press (.). This is called anchoring. The formula displayed in the second line of the control panel now contains the following: @sum(C18..C18.
In essence, the formula now says, add up all the numbers beginning with the number in cell C18 and ending with the number in cell C18. Of course, this doesn't make much sense. You want to add up the entire column of numbers. You want the final cell reference in this formula to read C1.
4. Again use your up arrow key to move the cursor to C1. Notice that as you do, the entire column is highlighted and the second line now reads @sum(C18..C1.
5. Complete the formula by pressing ) (close parentheses) and (ENTER). Cell C19 now displays 148,002 and the first line of the control pa

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