## Aging debtors analysis | Using Today() and vlookups or how to know who you need to send to the Sopranos

Published on June 2, 2014 by in Excel Pivot tables | Introduction, Excel | Case Studies, Excel | Useful tricks

I was recently teaching a class on Powerpivot and the subject came up of how to use Excel to construct an aging analysis. The person had already created some serious serious formulas to do what he needed to do so no point in re-inventing the wheel. His big interest was how to do all that in Powerpivot.

To that end, I suggested he have a look at this article…

But his question got me thinking…how would I do that

So this is what I came up with. You can download the file here: Aging debtors’ analysis. I have to say for me I like to break these formulas down into separate segments ( they are easier to trouble shoot that way…)

1. Add an extra field to my invoices to generate the number of days outstanding (=TODAY()-A3 (or invoice date)
2. Create a vlookup table (see Debtor Lookup) which allocates a specific status to days. As you will see, I watch way too many Mafia programmes…. Important point to note about that is that Range Lookup should be left blank or enter true as you are referencing a range of days…not a specific number of days.
3. Using this vlookup table, create a vlookup formula  that returns the appropriate status for each invoice.
4. The aging analysis sheet uses pivot tables (here is the first tutorial in my pivot table series) to generate totals. Note that I manually re-ordered the listings to give the most logical one i.e. Current at the top.
5. Obviously as the days and invoice mount up, all you need to do is click on Refresh (Options – Refresh) in the pivot table to give you the most up to date profile.

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