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#1
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Please post response as email is bogus to prevent spam.
I have posted this query to the misc board also. I just need some direction. I am using Excel 2003. I hope I am clear in my description of my need. I get a weekly sales report and want to roll the numbers up into a ROLL UP sheet. The roll up will be static but the weekly sheet is dynamic (can fluctuate in the reporting). Universal to both is a store number, a UPC (identifier), and amount sold. The weekly sales will appear across columns (for tracking purposes). Example: 06-09-05 data will appear in column D, 06-15-05 data will appear in column E, etc. The other info will be like shown down column A: (Store)101 Item 1 Item 2 Item 3 (Store)102 Item 1 Item 2 Item 3 In the roll up I want to put a function that will search the weekly data (I know I will have to change source page name in the function weekly) that will give me any sales for store 101 of the three items. Each week I will build a new function for the column I want the data to appear in. Now, items may have sales, so the store number would show up with item and amount, or if there are no sales store number may not appear on weekly report. I have tried to think this out but not sure how to proceed. Is this a Match function, an Index function, or a combo of both? I appreciate any help or solution. Thanks in advance, baz |
#2
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Hi baz,
As I read the description of your situation, it sounds to me as though it's almost perfect for a pivot table that's based on a dynamic range. I say "almost" because you'd want to reconfigure the sales information as a true Excel list, with Store name in one column, Item name in another column, Sales data in one or more other columns (number of items and revenue), which week in another column. E.g.: Store Item Count Revenue Date A Pez 8 $100 6/09/05 A Trix 3 $20 6/09/05 B Pez 7 $92 6/09/05 etc. You don't describe your weekly sales report in detail, but a dynamic range could be defined, using Insert | Name | Define, as something like this for the RefersTo: =OFFSET($A$1,1,0,COUNTA($A:$A),COUNTA($1:$1)) This dynamically-defined range will redefine its address according to the number of alphanumeric values in column $A -- giving the number of rows in the range -- and the number of alphanumeric values in row $1 -- giving the number of columns in the range. When you get a new date in a column, the range will get wider. When and if you get a new item or store, the range will get taller. Now, base a pivot table on that named range. You could summarize sales by number of items and/or dollar amounts, for each item, for each store, for each week, simultaneously and without having to use worksheet functions. Another nice aspect is that you can call for a pivot chart that will summarize the data visually, without having to construct the chart manually. -- C^2 Conrad Carlberg Excel Sales Forecasting for Dummies, Wiley, 2005 "baz" wrote in message ... Please post response as email is bogus to prevent spam. I have posted this query to the misc board also. I just need some direction. I am using Excel 2003. I hope I am clear in my description of my need. I get a weekly sales report and want to roll the numbers up into a ROLL UP sheet. The roll up will be static but the weekly sheet is dynamic (can fluctuate in the reporting). Universal to both is a store number, a UPC (identifier), and amount sold. The weekly sales will appear across columns (for tracking purposes). Example: 06-09-05 data will appear in column D, 06-15-05 data will appear in column E, etc. The other info will be like shown down column A: (Store)101 Item 1 Item 2 Item 3 (Store)102 Item 1 Item 2 Item 3 In the roll up I want to put a function that will search the weekly data (I know I will have to change source page name in the function weekly) that will give me any sales for store 101 of the three items. Each week I will build a new function for the column I want the data to appear in. Now, items may have sales, so the store number would show up with item and amount, or if there are no sales store number may not appear on weekly report. I have tried to think this out but not sure how to proceed. Is this a Match function, an Index function, or a combo of both? I appreciate any help or solution. Thanks in advance, baz |
#3
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Carl
Source looks like this. The tab carrys the weekly date. This is week 6\9\05 so it will fill in the RollUp under that date. The next weeks numbers, a separate data sheet in the same format, will fill in the next week, etc.,etc.,etc. as I get the data. Area Store UPC Sold IDAHO 101 66097322361 2 IDAHO 101 66097322367 2 IDAHO 101 66097322371 4 IDAHO 101 66097322372 2 IDAHO 101 66097322377 1 IDAHO 102 66097322361 2 IDAHO 103 66097322361 9 IDAHO 103 66097322367 21 IDAHO 103 66097322371 19 IDAHO 103 66097322372 9 IDAHO 103 66097322377 8 IDAHO 119 66097322361 3 IDAHO 119 66097322367 3 IDAHO 119 66097322371 5 IDAHO 119 66097322372 6 IDAHO 119 66097322377 1 IDAHO 126 66097322361 1 IDAHO 126 66097322367 2 IDAHO 126 66097322371 2 IDAHO 126 66097322372 1 IDAHO 126 66097322377 1 IDAHO 130 66097322361 3 IDAHO 130 66097322363 22 IDAHO 131 66097322361 1 IDAHO 131 66097322367 1 IDAHO 131 66097322371 2 IDAHO 131 66097322377 2 IDAHO 132 66097322377 1 IDAHO 138 66097322361 12 IDAHO 138 66097322367 8 RollUp Looks like this below. I want to be able to have values for say Store 101 fill into the proper cells in the Roll Up for store 101. Store 101 does not carry all items but this will be used for other areas that may carry different items so I'm thinking universality (relative range). I hope this is clearer. Thanks, Brad Store TL 2 Date Avg/Wk 6/9/2005 6/16/2005 6/23/2005 101 0 0 0 0 22360 Org String 22361 StrawString 0 22362 BlueBString 22363 CrnAplString 0 22367 AsstString 0 22370 OrgNugget 22371 StrawNugget 0 22372 BlueBNugget 0 22373 CrnAplNugget 22377 AsstNugget 0 102 0 0 0 0 0 22360 Org String 22361 StrawString 0 22362 BlueBString 22363 CrnAplString 0 22367 AsstString 0 22370 OrgNugget 22371 StrawNugget 0 22372 BlueBNugget 0 22373 CrnAplNugget 22377 AsstNugget 0 103 0 0 0 0 0 22360 Org String 22361 StrawString 0 22362 BlueBString 22363 CrnAplString 0 22367 AsstString 0 22370 OrgNugget 22371 StrawNugget 0 22372 BlueBNugget 0 22373 CrnAplNugget 22377 AsstNugget 0 119 0 0 0 0 0 22360 Org String 22361 StrawString 0 22362 BlueBString 22363 CrnAplString 0 22367 AsstString 0 22370 OrgNugget 22371 StrawNugget 0 22372 BlueBNugget 0 22373 CrnAplNugget 22377 AsstNugget 0 On Sat, 03 Sep 2005 00:28:42 GMT, "Conrad Carlberg" wrote: Hi baz, As I read the description of your situation, it sounds to me as though it's almost perfect for a pivot table that's based on a dynamic range. I say "almost" because you'd want to reconfigure the sales information as a true Excel list, with Store name in one column, Item name in another column, Sales data in one or more other columns (number of items and revenue), which week in another column. E.g.: Store Item Count Revenue Date A Pez 8 $100 6/09/05 A Trix 3 $20 6/09/05 B Pez 7 $92 6/09/05 etc. You don't describe your weekly sales report in detail, but a dynamic range could be defined, using Insert | Name | Define, as something like this for the RefersTo: =OFFSET($A$1,1,0,COUNTA($A:$A),COUNTA($1:$1)) This dynamically-defined range will redefine its address according to the number of alphanumeric values in column $A -- giving the number of rows in the range -- and the number of alphanumeric values in row $1 -- giving the number of columns in the range. When you get a new date in a column, the range will get wider. When and if you get a new item or store, the range will get taller. Now, base a pivot table on that named range. You could summarize sales by number of items and/or dollar amounts, for each item, for each store, for each week, simultaneously and without having to use worksheet functions. Another nice aspect is that you can call for a pivot chart that will summarize the data visually, without having to construct the chart manually. -- C^2 Conrad Carlberg Excel Sales Forecasting for Dummies, Wiley, 2005 "baz" wrote in message ... Please post response as email is bogus to prevent spam. I have posted this query to the misc board also. I just need some direction. I am using Excel 2003. I hope I am clear in my description of my need. I get a weekly sales report and want to roll the numbers up into a ROLL UP sheet. The roll up will be static but the weekly sheet is dynamic (can fluctuate in the reporting). Universal to both is a store number, a UPC (identifier), and amount sold. The weekly sales will appear across columns (for tracking purposes). Example: 06-09-05 data will appear in column D, 06-15-05 data will appear in column E, etc. The other info will be like shown down column A: (Store)101 Item 1 Item 2 Item 3 (Store)102 Item 1 Item 2 Item 3 In the roll up I want to put a function that will search the weekly data (I know I will have to change source page name in the function weekly) that will give me any sales for store 101 of the three items. Each week I will build a new function for the column I want the data to appear in. Now, items may have sales, so the store number would show up with item and amount, or if there are no sales store number may not appear on weekly report. I have tried to think this out but not sure how to proceed. Is this a Match function, an Index function, or a combo of both? I appreciate any help or solution. Thanks in advance, baz |
#4
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Hi Brad,
Okay, that's a good clarification. This is probably going to seem like entirely too much work, but it's going to save you a lot of time in the long run. First, you need what Excel calls a list. A list in Excel has field/variable names in its first row, and the values of those fields in its second and subsequent rows. The list is just a matter of laying things out properly. With the data as you describe it, your list would have five columns, and each column would be headed by the name of a different variable. So, cell A1 would contain the name Area, B1 the name Store, C1 would contain the name UPC, D1 the name Sold, E1 the name Date. The way you're getting your data conforms to that structure, except for Date, which is just on the sheet tab. You could type that date in E2, under the name Date, and copy-and-paste that value into as many rows as you have records for the other variables. Or if this is something that will recur each week for many weeks, you might consider recording and saving a VBA macro that picks up the name of the worksheet tab and copies it into column E for all the new records you've received. I also suspect that you want to continue your weekly data for many weeks and do your analysis over time, rather than in one shot analyses that each look at one week only. In that case, you're going to want what's called a dynamic data range. Worksheet ranges, like A1:E500, can be named in various ways, such as Insert | Range | Define. If you handle things the right way, you can get Excel to automatically redefine a range's address according to how many rows and columns are in it. As you describe things, you would have five columns only, so all your dynamic data range would have to figure out is how many rows it has. To keep things straightforward, assume that the Area values in column A define the number of rows in the data range: if there are 200 valid Area values, there are 200 valid sales records. (There are ways to avoid making this assumption.) So, on the worksheet where you have put all your data, both the current and the prior, you could define (you need do so once only) a name such as SalesData, by choosing Insert | Name | Define, typing SalesData into the Names in Workbook box, and this formula into the Refers to box: =OFFSET($A$1,0,0,COUNTA($A:$A),5) This range definition starts with cell A1 (argument 1) and offsets the range by 0 rows (argument 2) and zero columns (argument 3). It offsets the range by zero rows because you need to tell Excel the variable/field names in Row 1. Because you have one data record for each value in Column A, less 1 for the variable name in Row 1, Excel makes the range have that many rows, but it includes the first row for the variable names, because you have to pass those along to your pivot table (see below). And as your data comes to you, and after you've pasted the date into column E, the range has five columns. Each time you get another set of data, you can copy that data and paste it into this data range, meanwhile copying the date into the associated cells in Column E. The range named SalesData will redefine itself when Excel counts the newly pasted values it finds in Column A. (BTW, one drawback with this sort of dynamic name is that the name does not appear in the Name Box. I'm in hopes that this longtime oversight will be corrected in Excel 12.) The hard work is now done, and you're about to start saving time, big time. Somewhere else -- presumably in the same workbook and, to keep things neat, on a different worksheet, you establish a pivot table. The steps differ a bit depending on which Excel version you're using, and I'll assume a more recent one. Choose Data | PivotTable and PivotChart Report. In the pivot table wizard's first step, choose Microsoft Excel List or Database, and accept the default PivotTable report (you can change it to a chart/report later, and this is simpler). In step 2, type the name of the sales data range -- I suggested SalesData above, but it can be anything that isn't smutty. Actually, it could be smutty, but I promised my mother years ago that I'd never base a pivot table on a data range that had a smutty name. In step 3, indicate where you want to put the pivot table. Then, the pivot table wizard disappears and you drag fields into the table layout on the worksheet. You might want to drag Date into the Row area, UPC into the Column area, and Sold into the Data area. Assuming that you have exclusively numeric values in the Sold field, it will default to Sum, and as I've described the table's layout you'll get the sum of units sold for each date and each UPC. You can have more row and column fields, though. One arrangement might have Sold in the Data area, Date in the Column area, and both Area and Store in the Row area. This would give you a subtotal for store within area. BTW, you can group on the Date field to force it to show sales by something other than week -- month, quarter, year, quarter within year, etc. This sort of thing is why I've always called pivot tables the most powerful method of data analysis and synthesis in Excel. There's another kind of field in pivot tables, a Page Field. It's a way of selecting a subset of records. If you put, say, Area into a Page field, you can look at your table for a particular Area that you select via a dropdown. Also, bear in mind that a pivot table does not automatically react to the presence of new data. You'll want to right-click a cell in the table and choose Refresh Data from the shortcut menu. Although your dynamic data range automatically refreshes itself when new data comes along, the pivot table doesn't, and you need to call its attention to the fact that more data has come along. (Again, there are ways to automate that, but at the outset it's best to keep things straightforward.) -- C^2 Conrad Carlberg Excel Sales Forecasting for Dummies, Wiley, 2005 "baz" wrote in message ... Carl Source looks like this. The tab carrys the weekly date. This is week 6\9\05 so it will fill in the RollUp under that date. The next weeks numbers, a separate data sheet in the same format, will fill in the next week, etc.,etc.,etc. as I get the data. Area Store UPC Sold IDAHO 101 66097322361 2 IDAHO 101 66097322367 2 IDAHO 101 66097322371 4 IDAHO 101 66097322372 2 IDAHO 101 66097322377 1 IDAHO 102 66097322361 2 IDAHO 103 66097322361 9 IDAHO 103 66097322367 21 IDAHO 103 66097322371 19 IDAHO 103 66097322372 9 IDAHO 103 66097322377 8 IDAHO 119 66097322361 3 IDAHO 119 66097322367 3 IDAHO 119 66097322371 5 IDAHO 119 66097322372 6 IDAHO 119 66097322377 1 IDAHO 126 66097322361 1 IDAHO 126 66097322367 2 IDAHO 126 66097322371 2 IDAHO 126 66097322372 1 IDAHO 126 66097322377 1 IDAHO 130 66097322361 3 IDAHO 130 66097322363 22 IDAHO 131 66097322361 1 IDAHO 131 66097322367 1 IDAHO 131 66097322371 2 IDAHO 131 66097322377 2 IDAHO 132 66097322377 1 IDAHO 138 66097322361 12 IDAHO 138 66097322367 8 RollUp Looks like this below. I want to be able to have values for say Store 101 fill into the proper cells in the Roll Up for store 101. Store 101 does not carry all items but this will be used for other areas that may carry different items so I'm thinking universality (relative range). I hope this is clearer. Thanks, Brad Store TL 2 Date Avg/Wk 6/9/2005 6/16/2005 6/23/2005 101 0 0 0 0 22360 Org String 22361 StrawString 0 22362 BlueBString 22363 CrnAplString 0 22367 AsstString 0 22370 OrgNugget 22371 StrawNugget 0 22372 BlueBNugget 0 22373 CrnAplNugget 22377 AsstNugget 0 102 0 0 0 0 0 22360 Org String 22361 StrawString 0 22362 BlueBString 22363 CrnAplString 0 22367 AsstString 0 22370 OrgNugget 22371 StrawNugget 0 22372 BlueBNugget 0 22373 CrnAplNugget 22377 AsstNugget 0 103 0 0 0 0 0 22360 Org String 22361 StrawString 0 22362 BlueBString 22363 CrnAplString 0 22367 AsstString 0 22370 OrgNugget 22371 StrawNugget 0 22372 BlueBNugget 0 22373 CrnAplNugget 22377 AsstNugget 0 119 0 0 0 0 0 22360 Org String 22361 StrawString 0 22362 BlueBString 22363 CrnAplString 0 22367 AsstString 0 22370 OrgNugget 22371 StrawNugget 0 22372 BlueBNugget 0 22373 CrnAplNugget 22377 AsstNugget 0 On Sat, 03 Sep 2005 00:28:42 GMT, "Conrad Carlberg" wrote: Hi baz, As I read the description of your situation, it sounds to me as though it's almost perfect for a pivot table that's based on a dynamic range. I say "almost" because you'd want to reconfigure the sales information as a true Excel list, with Store name in one column, Item name in another column, Sales data in one or more other columns (number of items and revenue), which week in another column. E.g.: Store Item Count Revenue Date A Pez 8 $100 6/09/05 A Trix 3 $20 6/09/05 B Pez 7 $92 6/09/05 etc. You don't describe your weekly sales report in detail, but a dynamic range could be defined, using Insert | Name | Define, as something like this for the RefersTo: =OFFSET($A$1,1,0,COUNTA($A:$A),COUNTA($1:$1)) This dynamically-defined range will redefine its address according to the number of alphanumeric values in column $A -- giving the number of rows in the range -- and the number of alphanumeric values in row $1 -- giving the number of columns in the range. When you get a new date in a column, the range will get wider. When and if you get a new item or store, the range will get taller. Now, base a pivot table on that named range. You could summarize sales by number of items and/or dollar amounts, for each item, for each store, for each week, simultaneously and without having to use worksheet functions. Another nice aspect is that you can call for a pivot chart that will summarize the data visually, without having to construct the chart manually. -- C^2 Conrad Carlberg Excel Sales Forecasting for Dummies, Wiley, 2005 "baz" wrote in message ... Please post response as email is bogus to prevent spam. I have posted this query to the misc board also. I just need some direction. I am using Excel 2003. I hope I am clear in my description of my need. I get a weekly sales report and want to roll the numbers up into a ROLL UP sheet. The roll up will be static but the weekly sheet is dynamic (can fluctuate in the reporting). Universal to both is a store number, a UPC (identifier), and amount sold. The weekly sales will appear across columns (for tracking purposes). Example: 06-09-05 data will appear in column D, 06-15-05 data will appear in column E, etc. The other info will be like shown down column A: (Store)101 Item 1 Item 2 Item 3 (Store)102 Item 1 Item 2 Item 3 In the roll up I want to put a function that will search the weekly data (I know I will have to change source page name in the function weekly) that will give me any sales for store 101 of the three items. Each week I will build a new function for the column I want the data to appear in. Now, items may have sales, so the store number would show up with item and amount, or if there are no sales store number may not appear on weekly report. I have tried to think this out but not sure how to proceed. Is this a Match function, an Index function, or a combo of both? I appreciate any help or solution. Thanks in advance, baz |
#5
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Been watching this message for a while. Very heavy for my reading. Wish I
can assist, but there are requirements that I need clarification. As the message is getting too long, would you consider contacting me direct please? Data file Date appears as sheet name always 4 columns thus Area Store UPC Sold IDAHO 101 66097322361 2 IDAHO 101 66097322367 2 IDAHO 101 66097322371 4 IDAHO 101 66097322372 2 IDAHO 101 66097322377 1 IDAHO 102 66097322361 2 IDAHO 103 66097322361 9 IDAHO 103 66097322367 21 Roll up report I cannot understand what these are Store TL 2 Date Avg/Wk 6/9/2005 6/16/2005 6/23/2005 101 0 0 0 0 22360 Org String 22361 StrawString 0 22362 BlueBString 22363 CrnAplString 0 22367 AsstString 0 22370 OrgNugget 22371 StrawNugget 0 22372 BlueBNugget 0 22373 CrnAplNugget 22377 AsstNugget 0 102 0 0 0 0 0 22360 Org String 22361 StrawString 0 22362 BlueBString Is the following part of roll up report? ===== The weekly sales will appear across columns (for tracking purposes). Example: 06-09-05 data will appear in column D, 06-15-05 data will appear in column E, etc. ===== If so, why the dates are not 7 days apart? Also I trust columns A to C in roll up report have no relationship with data. Regards PY & Associates "Conrad Carlberg" wrote in message nk.net... Hi Brad, Okay, that's a good clarification. This is probably going to seem like entirely too much work, but it's going to save you a lot of time in the long run. First, you need what Excel calls a list. A list in Excel has field/variable names in its first row, and the values of those fields in its second and subsequent rows. The list is just a matter of laying things out properly. With the data as you describe it, your list would have five columns, and each column would be headed by the name of a different variable. So, cell A1 would contain the name Area, B1 the name Store, C1 would contain the name UPC, D1 the name Sold, E1 the name Date. The way you're getting your data conforms to that structure, except for Date, which is just on the sheet tab. You could type that date in E2, under the name Date, and copy-and-paste that value into as many rows as you have records for the other variables. Or if this is something that will recur each week for many weeks, you might consider recording and saving a VBA macro that picks up the name of the worksheet tab and copies it into column E for all the new records you've received. I also suspect that you want to continue your weekly data for many weeks and do your analysis over time, rather than in one shot analyses that each look at one week only. In that case, you're going to want what's called a dynamic data range. Worksheet ranges, like A1:E500, can be named in various ways, such as Insert | Range | Define. If you handle things the right way, you can get Excel to automatically redefine a range's address according to how many rows and columns are in it. As you describe things, you would have five columns only, so all your dynamic data range would have to figure out is how many rows it has. To keep things straightforward, assume that the Area values in column A define the number of rows in the data range: if there are 200 valid Area values, there are 200 valid sales records. (There are ways to avoid making this assumption.) So, on the worksheet where you have put all your data, both the current and the prior, you could define (you need do so once only) a name such as SalesData, by choosing Insert | Name | Define, typing SalesData into the Names in Workbook box, and this formula into the Refers to box: =OFFSET($A$1,0,0,COUNTA($A:$A),5) This range definition starts with cell A1 (argument 1) and offsets the range by 0 rows (argument 2) and zero columns (argument 3). It offsets the range by zero rows because you need to tell Excel the variable/field names in Row 1. Because you have one data record for each value in Column A, less 1 for the variable name in Row 1, Excel makes the range have that many rows, but it includes the first row for the variable names, because you have to pass those along to your pivot table (see below). And as your data comes to you, and after you've pasted the date into column E, the range has five columns. Each time you get another set of data, you can copy that data and paste it into this data range, meanwhile copying the date into the associated cells in Column E. The range named SalesData will redefine itself when Excel counts the newly pasted values it finds in Column A. (BTW, one drawback with this sort of dynamic name is that the name does not appear in the Name Box. I'm in hopes that this longtime oversight will be corrected in Excel 12.) The hard work is now done, and you're about to start saving time, big time. Somewhere else -- presumably in the same workbook and, to keep things neat, on a different worksheet, you establish a pivot table. The steps differ a bit depending on which Excel version you're using, and I'll assume a more recent one. Choose Data | PivotTable and PivotChart Report. In the pivot table wizard's first step, choose Microsoft Excel List or Database, and accept the default PivotTable report (you can change it to a chart/report later, and this is simpler). In step 2, type the name of the sales data range -- I suggested SalesData above, but it can be anything that isn't smutty. Actually, it could be smutty, but I promised my mother years ago that I'd never base a pivot table on a data range that had a smutty name. In step 3, indicate where you want to put the pivot table. Then, the pivot table wizard disappears and you drag fields into the table layout on the worksheet. You might want to drag Date into the Row area, UPC into the Column area, and Sold into the Data area. Assuming that you have exclusively numeric values in the Sold field, it will default to Sum, and as I've described the table's layout you'll get the sum of units sold for each date and each UPC. You can have more row and column fields, though. One arrangement might have Sold in the Data area, Date in the Column area, and both Area and Store in the Row area. This would give you a subtotal for store within area. BTW, you can group on the Date field to force it to show sales by something other than week -- month, quarter, year, quarter within year, etc. This sort of thing is why I've always called pivot tables the most powerful method of data analysis and synthesis in Excel. There's another kind of field in pivot tables, a Page Field. It's a way of selecting a subset of records. If you put, say, Area into a Page field, you can look at your table for a particular Area that you select via a dropdown. Also, bear in mind that a pivot table does not automatically react to the presence of new data. You'll want to right-click a cell in the table and choose Refresh Data from the shortcut menu. Although your dynamic data range automatically refreshes itself when new data comes along, the pivot table doesn't, and you need to call its attention to the fact that more data has come along. (Again, there are ways to automate that, but at the outset it's best to keep things straightforward.) -- C^2 Conrad Carlberg Excel Sales Forecasting for Dummies, Wiley, 2005 "baz" wrote in message ... Carl Source looks like this. The tab carrys the weekly date. This is week 6\9\05 so it will fill in the RollUp under that date. The next weeks numbers, a separate data sheet in the same format, will fill in the next week, etc.,etc.,etc. as I get the data. Area Store UPC Sold IDAHO 101 66097322361 2 IDAHO 101 66097322367 2 IDAHO 101 66097322371 4 IDAHO 101 66097322372 2 IDAHO 101 66097322377 1 IDAHO 102 66097322361 2 IDAHO 103 66097322361 9 IDAHO 103 66097322367 21 IDAHO 103 66097322371 19 IDAHO 103 66097322372 9 IDAHO 103 66097322377 8 IDAHO 119 66097322361 3 IDAHO 119 66097322367 3 IDAHO 119 66097322371 5 IDAHO 119 66097322372 6 IDAHO 119 66097322377 1 IDAHO 126 66097322361 1 IDAHO 126 66097322367 2 IDAHO 126 66097322371 2 IDAHO 126 66097322372 1 IDAHO 126 66097322377 1 IDAHO 130 66097322361 3 IDAHO 130 66097322363 22 IDAHO 131 66097322361 1 IDAHO 131 66097322367 1 IDAHO 131 66097322371 2 IDAHO 131 66097322377 2 IDAHO 132 66097322377 1 IDAHO 138 66097322361 12 IDAHO 138 66097322367 8 RollUp Looks like this below. I want to be able to have values for say Store 101 fill into the proper cells in the Roll Up for store 101. Store 101 does not carry all items but this will be used for other areas that may carry different items so I'm thinking universality (relative range). I hope this is clearer. Thanks, Brad Store TL 2 Date Avg/Wk 6/9/2005 6/16/2005 6/23/2005 101 0 0 0 0 22360 Org String 22361 StrawString 0 22362 BlueBString 22363 CrnAplString 0 22367 AsstString 0 22370 OrgNugget 22371 StrawNugget 0 22372 BlueBNugget 0 22373 CrnAplNugget 22377 AsstNugget 0 102 0 0 0 0 0 22360 Org String 22361 StrawString 0 22362 BlueBString 22363 CrnAplString 0 22367 AsstString 0 22370 OrgNugget 22371 StrawNugget 0 22372 BlueBNugget 0 22373 CrnAplNugget 22377 AsstNugget 0 103 0 0 0 0 0 22360 Org String 22361 StrawString 0 22362 BlueBString 22363 CrnAplString 0 22367 AsstString 0 22370 OrgNugget 22371 StrawNugget 0 22372 BlueBNugget 0 22373 CrnAplNugget 22377 AsstNugget 0 119 0 0 0 0 0 22360 Org String 22361 StrawString 0 22362 BlueBString 22363 CrnAplString 0 22367 AsstString 0 22370 OrgNugget 22371 StrawNugget 0 22372 BlueBNugget 0 22373 CrnAplNugget 22377 AsstNugget 0 On Sat, 03 Sep 2005 00:28:42 GMT, "Conrad Carlberg" wrote: Hi baz, As I read the description of your situation, it sounds to me as though it's almost perfect for a pivot table that's based on a dynamic range. I say "almost" because you'd want to reconfigure the sales information as a true Excel list, with Store name in one column, Item name in another column, Sales data in one or more other columns (number of items and revenue), which week in another column. E.g.: Store Item Count Revenue Date A Pez 8 $100 6/09/05 A Trix 3 $20 6/09/05 B Pez 7 $92 6/09/05 etc. You don't describe your weekly sales report in detail, but a dynamic range could be defined, using Insert | Name | Define, as something like this for the RefersTo: =OFFSET($A$1,1,0,COUNTA($A:$A),COUNTA($1:$1)) This dynamically-defined range will redefine its address according to the number of alphanumeric values in column $A -- giving the number of rows in the range -- and the number of alphanumeric values in row $1 -- giving the number of columns in the range. When you get a new date in a column, the range will get wider. When and if you get a new item or store, the range will get taller. Now, base a pivot table on that named range. You could summarize sales by number of items and/or dollar amounts, for each item, for each store, for each week, simultaneously and without having to use worksheet functions. Another nice aspect is that you can call for a pivot chart that will summarize the data visually, without having to construct the chart manually. -- C^2 Conrad Carlberg Excel Sales Forecasting for Dummies, Wiley, 2005 "baz" wrote in message ... Please post response as email is bogus to prevent spam. I have posted this query to the misc board also. I just need some direction. I am using Excel 2003. I hope I am clear in my description of my need. I get a weekly sales report and want to roll the numbers up into a ROLL UP sheet. The roll up will be static but the weekly sheet is dynamic (can fluctuate in the reporting). Universal to both is a store number, a UPC (identifier), and amount sold. The weekly sales will appear across columns (for tracking purposes). Example: 06-09-05 data will appear in column D, 06-15-05 data will appear in column E, etc. The other info will be like shown down column A: (Store)101 Item 1 Item 2 Item 3 (Store)102 Item 1 Item 2 Item 3 In the roll up I want to put a function that will search the weekly data (I know I will have to change source page name in the function weekly) that will give me any sales for store 101 of the three items. Each week I will build a new function for the column I want the data to appear in. Now, items may have sales, so the store number would show up with item and amount, or if there are no sales store number may not appear on weekly report. I have tried to think this out but not sure how to proceed. Is this a Match function, an Index function, or a combo of both? I appreciate any help or solution. Thanks in advance, baz |
#6
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Let me guess the requirements as I understand:
Using data file with 4 columns(Area/Store/UPC/Sold) we sort by area, then by store, then by UPC get subtotal by UPC rearrange the data in next available column in roll up sheet first cell=date=data sheet name 2nd cell= area 3rd cell=store 4th cell=UPC1 units sold 5th cell=UPC2 units sold .. .. .. repeat 3rd, 4th, 5th....cells If affirmative, not so difficult then. -- Regards PY & Associates "PY & Associates" wrote in message ... Been watching this message for a while. Very heavy for my reading. Wish I can assist, but there are requirements that I need clarification. As the message is getting too long, would you consider contacting me direct please? Data file Date appears as sheet name always 4 columns thus Area Store UPC Sold IDAHO 101 66097322361 2 IDAHO 101 66097322367 2 IDAHO 101 66097322371 4 IDAHO 101 66097322372 2 IDAHO 101 66097322377 1 IDAHO 102 66097322361 2 IDAHO 103 66097322361 9 IDAHO 103 66097322367 21 Roll up report I cannot understand what these are Store TL 2 Date Avg/Wk 6/9/2005 6/16/2005 6/23/2005 101 0 0 0 0 22360 Org String 22361 StrawString 0 22362 BlueBString 22363 CrnAplString 0 22367 AsstString 0 22370 OrgNugget 22371 StrawNugget 0 22372 BlueBNugget 0 22373 CrnAplNugget 22377 AsstNugget 0 102 0 0 0 0 0 22360 Org String 22361 StrawString 0 22362 BlueBString Is the following part of roll up report? ===== The weekly sales will appear across columns (for tracking purposes). Example: 06-09-05 data will appear in column D, 06-15-05 data will appear in column E, etc. ===== If so, why the dates are not 7 days apart? Also I trust columns A to C in roll up report have no relationship with data. Regards PY & Associates "Conrad Carlberg" wrote in message nk.net... Hi Brad, Okay, that's a good clarification. This is probably going to seem like entirely too much work, but it's going to save you a lot of time in the long run. First, you need what Excel calls a list. A list in Excel has field/variable names in its first row, and the values of those fields in its second and subsequent rows. The list is just a matter of laying things out properly. With the data as you describe it, your list would have five columns, and each column would be headed by the name of a different variable. So, cell A1 would contain the name Area, B1 the name Store, C1 would contain the name UPC, D1 the name Sold, E1 the name Date. The way you're getting your data conforms to that structure, except for Date, which is just on the sheet tab. You could type that date in E2, under the name Date, and copy-and-paste that value into as many rows as you have records for the other variables. Or if this is something that will recur each week for many weeks, you might consider recording and saving a VBA macro that picks up the name of the worksheet tab and copies it into column E for all the new records you've received. I also suspect that you want to continue your weekly data for many weeks and do your analysis over time, rather than in one shot analyses that each look at one week only. In that case, you're going to want what's called a dynamic data range. Worksheet ranges, like A1:E500, can be named in various ways, such as Insert | Range | Define. If you handle things the right way, you can get Excel to automatically redefine a range's address according to how many rows and columns are in it. As you describe things, you would have five columns only, so all your dynamic data range would have to figure out is how many rows it has. To keep things straightforward, assume that the Area values in column A define the number of rows in the data range: if there are 200 valid Area values, there are 200 valid sales records. (There are ways to avoid making this assumption.) So, on the worksheet where you have put all your data, both the current and the prior, you could define (you need do so once only) a name such as SalesData, by choosing Insert | Name | Define, typing SalesData into the Names in Workbook box, and this formula into the Refers to box: =OFFSET($A$1,0,0,COUNTA($A:$A),5) This range definition starts with cell A1 (argument 1) and offsets the range by 0 rows (argument 2) and zero columns (argument 3). It offsets the range by zero rows because you need to tell Excel the variable/field names in Row 1. Because you have one data record for each value in Column A, less 1 for the variable name in Row 1, Excel makes the range have that many rows, but it includes the first row for the variable names, because you have to pass those along to your pivot table (see below). And as your data comes to you, and after you've pasted the date into column E, the range has five columns. Each time you get another set of data, you can copy that data and paste it into this data range, meanwhile copying the date into the associated cells in Column E. The range named SalesData will redefine itself when Excel counts the newly pasted values it finds in Column A. (BTW, one drawback with this sort of dynamic name is that the name does not appear in the Name Box. I'm in hopes that this longtime oversight will be corrected in Excel 12.) The hard work is now done, and you're about to start saving time, big time. Somewhere else -- presumably in the same workbook and, to keep things neat, on a different worksheet, you establish a pivot table. The steps differ a bit depending on which Excel version you're using, and I'll assume a more recent one. Choose Data | PivotTable and PivotChart Report. In the pivot table wizard's first step, choose Microsoft Excel List or Database, and accept the default PivotTable report (you can change it to a chart/report later, and this is simpler). In step 2, type the name of the sales data range -- I suggested SalesData above, but it can be anything that isn't smutty. Actually, it could be smutty, but I promised my mother years ago that I'd never base a pivot table on a data range that had a smutty name. In step 3, indicate where you want to put the pivot table. Then, the pivot table wizard disappears and you drag fields into the table layout on the worksheet. You might want to drag Date into the Row area, UPC into the Column area, and Sold into the Data area. Assuming that you have exclusively numeric values in the Sold field, it will default to Sum, and as I've described the table's layout you'll get the sum of units sold for each date and each UPC. You can have more row and column fields, though. One arrangement might have Sold in the Data area, Date in the Column area, and both Area and Store in the Row area. This would give you a subtotal for store within area. BTW, you can group on the Date field to force it to show sales by something other than week -- month, quarter, year, quarter within year, etc. This sort of thing is why I've always called pivot tables the most powerful method of data analysis and synthesis in Excel. There's another kind of field in pivot tables, a Page Field. It's a way of selecting a subset of records. If you put, say, Area into a Page field, you can look at your table for a particular Area that you select via a dropdown. Also, bear in mind that a pivot table does not automatically react to the presence of new data. You'll want to right-click a cell in the table and choose Refresh Data from the shortcut menu. Although your dynamic data range automatically refreshes itself when new data comes along, the pivot table doesn't, and you need to call its attention to the fact that more data has come along. (Again, there are ways to automate that, but at the outset it's best to keep things straightforward.) -- C^2 Conrad Carlberg Excel Sales Forecasting for Dummies, Wiley, 2005 "baz" wrote in message ... Carl Source looks like this. The tab carrys the weekly date. This is week 6\9\05 so it will fill in the RollUp under that date. The next weeks numbers, a separate data sheet in the same format, will fill in the next week, etc.,etc.,etc. as I get the data. Area Store UPC Sold IDAHO 101 66097322361 2 IDAHO 101 66097322367 2 IDAHO 101 66097322371 4 IDAHO 101 66097322372 2 IDAHO 101 66097322377 1 IDAHO 102 66097322361 2 IDAHO 103 66097322361 9 IDAHO 103 66097322367 21 IDAHO 103 66097322371 19 IDAHO 103 66097322372 9 IDAHO 103 66097322377 8 IDAHO 119 66097322361 3 IDAHO 119 66097322367 3 IDAHO 119 66097322371 5 IDAHO 119 66097322372 6 IDAHO 119 66097322377 1 IDAHO 126 66097322361 1 IDAHO 126 66097322367 2 IDAHO 126 66097322371 2 IDAHO 126 66097322372 1 IDAHO 126 66097322377 1 IDAHO 130 66097322361 3 IDAHO 130 66097322363 22 IDAHO 131 66097322361 1 IDAHO 131 66097322367 1 IDAHO 131 66097322371 2 IDAHO 131 66097322377 2 IDAHO 132 66097322377 1 IDAHO 138 66097322361 12 IDAHO 138 66097322367 8 RollUp Looks like this below. I want to be able to have values for say Store 101 fill into the proper cells in the Roll Up for store 101. Store 101 does not carry all items but this will be used for other areas that may carry different items so I'm thinking universality (relative range). I hope this is clearer. Thanks, Brad Store TL 2 Date Avg/Wk 6/9/2005 6/16/2005 6/23/2005 101 0 0 0 0 22360 Org String 22361 StrawString 0 22362 BlueBString 22363 CrnAplString 0 22367 AsstString 0 22370 OrgNugget 22371 StrawNugget 0 22372 BlueBNugget 0 22373 CrnAplNugget 22377 AsstNugget 0 102 0 0 0 0 0 22360 Org String 22361 StrawString 0 22362 BlueBString 22363 CrnAplString 0 22367 AsstString 0 22370 OrgNugget 22371 StrawNugget 0 22372 BlueBNugget 0 22373 CrnAplNugget 22377 AsstNugget 0 103 0 0 0 0 0 22360 Org String 22361 StrawString 0 22362 BlueBString 22363 CrnAplString 0 22367 AsstString 0 22370 OrgNugget 22371 StrawNugget 0 22372 BlueBNugget 0 22373 CrnAplNugget 22377 AsstNugget 0 119 0 0 0 0 0 22360 Org String 22361 StrawString 0 22362 BlueBString 22363 CrnAplString 0 22367 AsstString 0 22370 OrgNugget 22371 StrawNugget 0 22372 BlueBNugget 0 22373 CrnAplNugget 22377 AsstNugget 0 On Sat, 03 Sep 2005 00:28:42 GMT, "Conrad Carlberg" wrote: Hi baz, As I read the description of your situation, it sounds to me as though it's almost perfect for a pivot table that's based on a dynamic range. I say "almost" because you'd want to reconfigure the sales information as a true Excel list, with Store name in one column, Item name in another column, Sales data in one or more other columns (number of items and revenue), which week in another column. E.g.: Store Item Count Revenue Date A Pez 8 $100 6/09/05 A Trix 3 $20 6/09/05 B Pez 7 $92 6/09/05 etc. You don't describe your weekly sales report in detail, but a dynamic range could be defined, using Insert | Name | Define, as something like this for the RefersTo: =OFFSET($A$1,1,0,COUNTA($A:$A),COUNTA($1:$1)) This dynamically-defined range will redefine its address according to the number of alphanumeric values in column $A -- giving the number of rows in the range -- and the number of alphanumeric values in row $1 -- giving the number of columns in the range. When you get a new date in a column, the range will get wider. When and if you get a new item or store, the range will get taller. Now, base a pivot table on that named range. You could summarize sales by number of items and/or dollar amounts, for each item, for each store, for each week, simultaneously and without having to use worksheet functions. Another nice aspect is that you can call for a pivot chart that will summarize the data visually, without having to construct the chart manually. -- C^2 Conrad Carlberg Excel Sales Forecasting for Dummies, Wiley, 2005 "baz" wrote in message ... Please post response as email is bogus to prevent spam. I have posted this query to the misc board also. I just need some direction. I am using Excel 2003. I hope I am clear in my description of my need. I get a weekly sales report and want to roll the numbers up into a ROLL UP sheet. The roll up will be static but the weekly sheet is dynamic (can fluctuate in the reporting). Universal to both is a store number, a UPC (identifier), and amount sold. The weekly sales will appear across columns (for tracking purposes). Example: 06-09-05 data will appear in column D, 06-15-05 data will appear in column E, etc. The other info will be like shown down column A: (Store)101 Item 1 Item 2 Item 3 (Store)102 Item 1 Item 2 Item 3 In the roll up I want to put a function that will search the weekly data (I know I will have to change source page name in the function weekly) that will give me any sales for store 101 of the three items. Each week I will build a new function for the column I want the data to appear in. Now, items may have sales, so the store number would show up with item and amount, or if there are no sales store number may not appear on weekly report. I have tried to think this out but not sure how to proceed. Is this a Match function, an Index function, or a combo of both? I appreciate any help or solution. Thanks in advance, baz |
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Oops. In paragraph 5 of my lengthy reply (I do tend to go on) I wrote this:
Insert | Range | Define but I meant this: Insert | Name | Define. Sorry. In my own defense: a little later on when I start to describe the actual steps you'd take, I did get it right. -- C^2 Conrad Carlberg Excel Sales Forecasting for Dummies, Wiley, 2005 "baz" wrote in message ... Carl Source looks like this. The tab carrys the weekly date. This is week 6\9\05 so it will fill in the RollUp under that date. The next weeks numbers, a separate data sheet in the same format, will fill in the next week, etc.,etc.,etc. as I get the data. Area Store UPC Sold IDAHO 101 66097322361 2 IDAHO 101 66097322367 2 IDAHO 101 66097322371 4 IDAHO 101 66097322372 2 IDAHO 101 66097322377 1 IDAHO 102 66097322361 2 IDAHO 103 66097322361 9 IDAHO 103 66097322367 21 IDAHO 103 66097322371 19 IDAHO 103 66097322372 9 IDAHO 103 66097322377 8 IDAHO 119 66097322361 3 IDAHO 119 66097322367 3 IDAHO 119 66097322371 5 IDAHO 119 66097322372 6 IDAHO 119 66097322377 1 IDAHO 126 66097322361 1 IDAHO 126 66097322367 2 IDAHO 126 66097322371 2 IDAHO 126 66097322372 1 IDAHO 126 66097322377 1 IDAHO 130 66097322361 3 IDAHO 130 66097322363 22 IDAHO 131 66097322361 1 IDAHO 131 66097322367 1 IDAHO 131 66097322371 2 IDAHO 131 66097322377 2 IDAHO 132 66097322377 1 IDAHO 138 66097322361 12 IDAHO 138 66097322367 8 RollUp Looks like this below. I want to be able to have values for say Store 101 fill into the proper cells in the Roll Up for store 101. Store 101 does not carry all items but this will be used for other areas that may carry different items so I'm thinking universality (relative range). I hope this is clearer. Thanks, Brad Store TL 2 Date Avg/Wk 6/9/2005 6/16/2005 6/23/2005 101 0 0 0 0 22360 Org String 22361 StrawString 0 22362 BlueBString 22363 CrnAplString 0 22367 AsstString 0 22370 OrgNugget 22371 StrawNugget 0 22372 BlueBNugget 0 22373 CrnAplNugget 22377 AsstNugget 0 102 0 0 0 0 0 22360 Org String 22361 StrawString 0 22362 BlueBString 22363 CrnAplString 0 22367 AsstString 0 22370 OrgNugget 22371 StrawNugget 0 22372 BlueBNugget 0 22373 CrnAplNugget 22377 AsstNugget 0 103 0 0 0 0 0 22360 Org String 22361 StrawString 0 22362 BlueBString 22363 CrnAplString 0 22367 AsstString 0 22370 OrgNugget 22371 StrawNugget 0 22372 BlueBNugget 0 22373 CrnAplNugget 22377 AsstNugget 0 119 0 0 0 0 0 22360 Org String 22361 StrawString 0 22362 BlueBString 22363 CrnAplString 0 22367 AsstString 0 22370 OrgNugget 22371 StrawNugget 0 22372 BlueBNugget 0 22373 CrnAplNugget 22377 AsstNugget 0 On Sat, 03 Sep 2005 00:28:42 GMT, "Conrad Carlberg" wrote: Hi baz, As I read the description of your situation, it sounds to me as though it's almost perfect for a pivot table that's based on a dynamic range. I say "almost" because you'd want to reconfigure the sales information as a true Excel list, with Store name in one column, Item name in another column, Sales data in one or more other columns (number of items and revenue), which week in another column. E.g.: Store Item Count Revenue Date A Pez 8 $100 6/09/05 A Trix 3 $20 6/09/05 B Pez 7 $92 6/09/05 etc. You don't describe your weekly sales report in detail, but a dynamic range could be defined, using Insert | Name | Define, as something like this for the RefersTo: =OFFSET($A$1,1,0,COUNTA($A:$A),COUNTA($1:$1)) This dynamically-defined range will redefine its address according to the number of alphanumeric values in column $A -- giving the number of rows in the range -- and the number of alphanumeric values in row $1 -- giving the number of columns in the range. When you get a new date in a column, the range will get wider. When and if you get a new item or store, the range will get taller. Now, base a pivot table on that named range. You could summarize sales by number of items and/or dollar amounts, for each item, for each store, for each week, simultaneously and without having to use worksheet functions. Another nice aspect is that you can call for a pivot chart that will summarize the data visually, without having to construct the chart manually. -- C^2 Conrad Carlberg Excel Sales Forecasting for Dummies, Wiley, 2005 "baz" wrote in message ... Please post response as email is bogus to prevent spam. I have posted this query to the misc board also. I just need some direction. I am using Excel 2003. I hope I am clear in my description of my need. I get a weekly sales report and want to roll the numbers up into a ROLL UP sheet. The roll up will be static but the weekly sheet is dynamic (can fluctuate in the reporting). Universal to both is a store number, a UPC (identifier), and amount sold. The weekly sales will appear across columns (for tracking purposes). Example: 06-09-05 data will appear in column D, 06-15-05 data will appear in column E, etc. The other info will be like shown down column A: (Store)101 Item 1 Item 2 Item 3 (Store)102 Item 1 Item 2 Item 3 In the roll up I want to put a function that will search the weekly data (I know I will have to change source page name in the function weekly) that will give me any sales for store 101 of the three items. Each week I will build a new function for the column I want the data to appear in. Now, items may have sales, so the store number would show up with item and amount, or if there are no sales store number may not appear on weekly report. I have tried to think this out but not sure how to proceed. Is this a Match function, an Index function, or a combo of both? I appreciate any help or solution. Thanks in advance, baz |
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