## Doing the “total spend this year”, “total spend this month” shuffle using SumIFS

Published on September 23, 2014 by in Excel | Case Studies, Excel | Excel for Small business, Excel | General

Crunchin’ da numbers

Recently I went in to do some training with a new manager who had been tearing his hair out with his Excel sheet.

The spreadsheet had already been set up for him and the previous incumbent had done some interesting array formula variations using If and Sum – and it worked fine actually. The only problem was that this new user had no idea how to amend or fix this formula. He need a-rray of sum(ifs)shine…sorry.

I decided to show him how to use the SUMIFS function to do exactly the same thing – only easier and no fancy CSE (Ctrl-Shift-Enter) moves as required to create an array formula….

The only data he really required was to show the spend to date for the year (and you can see that formula in the Spent Year to Date sheet. I could have set it up as a table but I wanted to make sure he understood what we had done here so 5000 rows allows lots of room for expansion.

Couple of things to note:

1. All the criteria ranges have to be the same “height” i.e. 4:5000. Because alas, the SUMIFS won’t work otherwise…
2. All the criteria ranges are fixed in this question (i.e. I used F4 to fix them) but the criteria1 is not because I needed that to change as I copied it down.
3. You can check the answers by using the Filter option (click in list – Data – Filter)

Of course I got home and found myself idly wondering – well what if he needed the months as well. So I thought I’d experiment with that – as you do…

So I found I had to add another column to extract the month from the date which I added to the Month column

=TEXT(A4,”mmmm”)

Then in the Spent Month by Month sheet, I put the months across the top and entered the following formula:

=SUMIFS(‘Procurement list’!\$D\$4:\$D\$5000,’Procurement list’!\$B\$4:\$B\$5000,\$A4,’Procurement list’!\$E\$4:\$E\$5000,’Spent month by month’!B\$3)

A quick way to enter the formula is to:

1. Highlight the entire sheet (B4:M24 in the Spent Month by Month sheet)
2. Enter the formula in the white cell (because I started highlighting at the top, this is where I had a white cell)
3. Press Ctrl and Enter
4. This will enter the formula in the entire highlighted area…

## Excel Products for Sale

Here are products from some of my favourite Excel authors and bloggers. Please note these are affiliate links so I do earn a small commission from every sale.

## MrExcel.com

Mr. Excel (aka Bill Jelen) is one of the Excel gurus. I love his stuff. He also has a slightly bonkers delivery (What! Excel! Fun!)  that I thoroughly enjoy. And of course anyone who calls his Excel publishing book company Holy Macro! gets my vote.

## MyExcelOnline.com

### Xtreme Pivot Tables course

This is a very comprehensive course on pivot tables. It includes videos and workbooks. There are over 200 hours of videos on it and it takes you from having no knowledge of pivot tables to being a power user. If you know everything in this course, you know an awful lot about pivot tables. John explains the concepts in bite size chunks so they are easy to follow and even provides a tutorial spreadsheet so you can track your progress. This would be money well spent. If you would like to become the go-to person in your organisation for pivot tables, this would be an excellent starting point.

He also has a useful Pivot Table webinar…

This is also a useful chart helper.

## Debra Dalgleish – Contextures.com

Master 30 Excel functions in 30 days –This is a rather brilliant e-book which covers 30 functions including Vlookup,Match, offset. It includes an Excel file, e-book and links to videos that shows you how to do it – all for the princely sum of \$10. What I particularly like about it are her descriptions, explanations and what the limitation of each function is. Highly recommended. If you want to upgrade your Excel skills this is a very worthwhile investment.

#### Excel UserForms for Data Entry

The Excel UserForms for Data Entry ebook kit will take you through the steps to build a UserForm that stores data on a hidden worksheet. No programming skills are required — everything is explained in simple steps, with written instructions, screen shots, videos and workbooks.

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-save and apply default pivot table settings
-clear old items from an Excel pivot table
-change all the data fields from the Count function to the Sum function

## Calculating correct age for competitions with a cut off date

Published on September 9, 2014 by in Excel Functions | Useful, Excel | Case Studies

Got presented with an interesting dilemma recently. If you (or your children or any children you know) compete in anything there is usually an age cut off point. For example my son competes in music competitions and the cut off date for each year is 1st January i.e. if you are 17 on the 1st January of the current year, then you are competing in the 15-18 category. Even though at the time of the initial competitions (usually May) you may actually be 18.  So if you just had one child, that would be find but if you were running a class, that could be more problematic.

So this is what I did. Here is the file: age-calculation-with-cut-off

I set up a helper cell to show the cut off point. (that’s in cell D1)

I used the formula:

=DATE(YEAR(TODAY()),1,1)

Essentially, this will always show the current year: Year(today()), the Month number (1 in this case) and Day (1 in this case again). But if the cut off changed, you could change the day and month here. e.g. if the new date was 12th February, your revised formula would read as follows: =DATE(YEAR(TODAY()),2,12)

Then I used the lesser known DateDif function to calculate the difference between the date of birth  and the cut off point in years.  I put this formula in cell B3 and copied it down.

=DATEDIF(A3,\$D\$1,”y”)

A3 = date of birth

\$D\$1 = cell with cut off date

“y” = shows the answer in years.

I also added in a vlookup function which referenced the correct competition a child should be entered into. This looks up the child’s age. Then compares it to an age on the Competition Look-up sheet and returns the second column i.e. Competition Category.

## Excel Products for Sale

Here are products from some of my favourite Excel authors and bloggers. Please note these are affiliate links so I do earn a small commission from every sale.

## MrExcel.com

Mr. Excel (aka Bill Jelen) is one of the Excel gurus. I love his stuff. He also has a slightly bonkers delivery (What! Excel! Fun!)  that I thoroughly enjoy. And of course anyone who calls his Excel publishing book company Holy Macro! gets my vote.

## MyExcelOnline.com

### Xtreme Pivot Tables course

This is a very comprehensive course on pivot tables. It includes videos and workbooks. There are over 200 hours of videos on it and it takes you from having no knowledge of pivot tables to being a power user. If you know everything in this course, you know an awful lot about pivot tables. John explains the concepts in bite size chunks so they are easy to follow and even provides a tutorial spreadsheet so you can track your progress. This would be money well spent. If you would like to become the go-to person in your organisation for pivot tables, this would be an excellent starting point.

He also has a useful Pivot Table webinar…

This is also a useful chart helper.

## Debra Dalgleish – Contextures.com

Master 30 Excel functions in 30 days –This is a rather brilliant e-book which covers 30 functions including Vlookup,Match, offset. It includes an Excel file, e-book and links to videos that shows you how to do it – all for the princely sum of \$10. What I particularly like about it are her descriptions, explanations and what the limitation of each function is. Highly recommended. If you want to upgrade your Excel skills this is a very worthwhile investment.

#### Excel UserForms for Data Entry

The Excel UserForms for Data Entry ebook kit will take you through the steps to build a UserForm that stores data on a hidden worksheet. No programming skills are required — everything is explained in simple steps, with written instructions, screen shots, videos and workbooks.

The PivotPower Premium add-in saves you time and effort, when working with Excel pivot tables. For example, you can quickly:
-save and apply default pivot table settings
-clear old items from an Excel pivot table
-change all the data fields from the Count function to the Sum function

## 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.

## Excel Products for Sale

Here are products from some of my favourite Excel authors and bloggers. Please note these are affiliate links so I do earn a small commission from every sale.

## MrExcel.com

Mr. Excel (aka Bill Jelen) is one of the Excel gurus. I love his stuff. He also has a slightly bonkers delivery (What! Excel! Fun!)  that I thoroughly enjoy. And of course anyone who calls his Excel publishing book company Holy Macro! gets my vote.

## MyExcelOnline.com

### Xtreme Pivot Tables course

This is a very comprehensive course on pivot tables. It includes videos and workbooks. There are over 200 hours of videos on it and it takes you from having no knowledge of pivot tables to being a power user. If you know everything in this course, you know an awful lot about pivot tables. John explains the concepts in bite size chunks so they are easy to follow and even provides a tutorial spreadsheet so you can track your progress. This would be money well spent. If you would like to become the go-to person in your organisation for pivot tables, this would be an excellent starting point.

He also has a useful Pivot Table webinar…

This is also a useful chart helper.

## Debra Dalgleish – Contextures.com

Master 30 Excel functions in 30 days –This is a rather brilliant e-book which covers 30 functions including Vlookup,Match, offset. It includes an Excel file, e-book and links to videos that shows you how to do it – all for the princely sum of \$10. What I particularly like about it are her descriptions, explanations and what the limitation of each function is. Highly recommended. If you want to upgrade your Excel skills this is a very worthwhile investment.

#### Excel UserForms for Data Entry

The Excel UserForms for Data Entry ebook kit will take you through the steps to build a UserForm that stores data on a hidden worksheet. No programming skills are required — everything is explained in simple steps, with written instructions, screen shots, videos and workbooks.

The PivotPower Premium add-in saves you time and effort, when working with Excel pivot tables. For example, you can quickly:
-save and apply default pivot table settings
-clear old items from an Excel pivot table
-change all the data fields from the Count function to the Sum function