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…)
- Add an extra field to my invoices to generate the number of days outstanding (=TODAY()-A3 (or invoice date)
- 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.
- Using this vlookup table, create a vlookup formula that returns the appropriate status for each invoice.
- 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.
- 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.
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.
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
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