Sum multiple values in Index/Match function - excel

I am working on a distribution problem, analysing the volumes delivered to a set of stores (75 stores).
I have an Excel file as follows:
As you can see, each day does not contain the same stores, given that each store does not receive a delivery every day.
I want to get a new table that has the code of the store in the columns, and the information about volume and miles in the rows. Furthermore, I want to sum the values of the volumes given that they belong to the same store. In this example this would look like this:
As you can imagine, my spreadsheet is way bigger, having a total of 6500 rows and 800 columns. I was thinking about using the function combination of INDEX/MATCH, but I cannot see how to make it sum the multiple values for a given store in a given date.

While you need to extend this formula, you could use:
=SUMIF(INDEX($C:$F,MATCH($J2,$A:$A,0),),L$1,INDEX($C:$F,MATCH($J2,$A:$A,0)+MOD(ROW(),2)+1,))
if the table is build up like this:
From L2 you can simply drag down and to the left as needed ;)
EDIT
To also get the stores:
L1: {=MIN(IF(MOD(ROW($C$1:$F$6),3)=1,$C$1:$F$6))}
This is an array formula and must be entered without the {} but being confirmed with ctrl+shift+enter!
M1: =SUMPRODUCT(SMALL(IF(MOD(ROW($C$1:$F$6),3)=1,$C$1:$F$6),SUM((IF(MOD(ROW($C$1:$F$6),3)=1,$C$1:$F$6)<=L$1)*1)+1))
from M1 you can simply copy to the right.
And to get the dates (if non continuous or something like that)
J2: =MIN(A:A)
J3: =J2
J4: =SMALL(A:A,COUNTIF(A:A,"<="&J3)+1)
J5: =J4
then copy J4:J5 simply down :)

Dont put the stores in the columns, use VBA or similar to read the input files and normalize the data so that the output would be a table looking like
Store - Date - Volume - Miles
101 10/06/2016 520 120
102 11/06/2016 500 100
Then you can always lookup a store and date or pivot the data later.

Related

Auto populate a table based from datas from another table

this is the another version of my first question and I hope I can best explain my problem this time.
From the Table 1, I want to auto populate Table 2 based on this conditions and criteria (below)
From the example, I basically have 3 initial criteria, ON CALL, AVAILABLE, and BREAK
Now for the conditions, I want all Agents from status ON CALL, AVAILABLE, BREAK from Table 1 to be populated on Table 2 (optional: If possible, I wanted only to show agents that HAS a duration of 4 minutes and above from each status). My problem is I always refresh TABLE 1 so I can get an updated data. My goal here is to monitor our agents their current Status and Running Duration, and from that I only need to check on the table 2 so I would see right away who has the highest running duration from each status to be called out.
I only tried MAXIFS function but my problem with it, I can only show 1 result from each status.
What I wanted is to fully populate Table 2 from the data on Table 1. If this is possible with ROW function that would be great, because what I really wanted is a clean Table, and it should only load data if the criteria is met.
Thank you
Something you may be interested in doing is utilizing HSTACK. I am not sure how you are currently obtaining the Agents name in the adjacent column to the results but this would populate both the Agent along with the Duration.
=HSTACK(INDEX(A:C,MATCH(SORT(FILTER(C:C,(C:C>=TIMEVALUE("00:04:00"))*(B:B=H2),""),1,1),C:C,0),1),TEXT(SORT(FILTER(C:C,(C:C>=TIMEVALUE("00:04:00"))*(B:B=H2),""),1,1),"[h]:mm:ss"))
This formula checks Table 1 for any Agent with the status referenced in H2 (Available) that also has a time greater than or equal to 4 mins. It then sorts the results in ascending order and populates the Agent Name that is associated with it. It is dynamic and will produce a table like the following:
Just update the formula to check for "On Call" and "BreaK" as desired for the other two.
UPDATE:
As for conditional formatting, this is utilizing the custom formula posted in the comments. If the formatting of the times are of [h]:mm:ss then you would be looking to do something like this. Notice the 2 cells are highlighted for being between 4 mins and 5 mins.
This is an array solution that spill all the results at once. We use a user LAMBDA function GET to avoid repetition of the same calculation using as input parameter the status (s). The formula works for durations in time format or in text format with a minor modification. On cell E2 put the following formula for durations in time format:
=LET(GET, LAMBDA(s, FILTER(HSTACK(A:A, C:C), (B:B=s)
* IFERROR(C:C >= TIME(0,4,0), FALSE))),
IFERROR(HSTACK(GET("ON CALL"), GET("Available"), GET("Break")),""))
Here is the output:
For durations as text in hh:mm:ss format just replace: C:C >= TIME(0,4,0) with TIMEVALUE(C:C) >= TIME(0,4,0).
The GET function is reused to generate the result for each status. The last IFERROR call is used to remove #N/A values generated by HSTACK when the column doesn't have the maximum number of rows of the output.
The first IFERROR is used to treat the case when the value is not numeric, such has the header. This is because we are using the entire column as input range. Using entire columns produce more concise formulas with less maintenance effort, but it is less efficient, unless you have a good reason to have an open range. If you want to use a specific range instead for the data of the table, then you can remove it and update the ranges accordingly.

Excel - Combine data from multiple tables dynamically

I would like to combine three different tables in Excel. I am struggling with the fact that the tables can vary in length.
For example:
What I would like to achieve is all the tables' data in one table without empty spaces. So first the two entries from the first table then the three entries from the second table and lastly the entry from the third table. But the amount of rows in each table can vary.
How can I do this dynamically so when the amount of entries in the tables change it can handle this? I'm using Mac with Office365. Thanks!
EDIT:
Output with Ron Rosenfeld's solution, the range of the list goes down from cell 5 - cell 103. Could this be reduced to 5 - 15?:
If you have Excel 2019 or Office 365, with the FILTERXML and TEXTJOIN functions, you can use:
=FILTERXML("<t><s>" & TEXTJOIN("</s><s>",TRUE,Table1,Table2, Table3) & "</s></t>","//s[.!=0]")
If those zero's are really blanks, you can omit [.!=0] from the xPath argument, but it won't hurt to leave it there
Edit:
With MAC versions of Office 365 that do not have the FILTERXML function, I believe the following will work:
=LET(
a,299,
x,IF(SEQUENCE(99,,0)=0,1,SEQUENCE(99,,0)*a),
y,TEXTJOIN(REPT(" ",a),TRUE,Table19,Table20,Table21),
z, TRIM(MID(y,x,a)),FILTER(z,(z<>"0")*(z<>""))
)
Note the a parameter in the above function
Because of how the splitting algorithm works, the sequence for each cell will not always start at the beginning of a string.
Hence, if there are enough letters in the various strings, the start number may eventually get offset enough to cause a split in the wrong location
One fix is to use an arbitrarily large number of space's to insert.
99 is frequently large enough, but not for this data set.
299 seems to be large enough for the data set as shown in your actual data.
I believe the minimum number should be the sum of the lengths of all the characters in the original tables (including the 0's) plus one (1). But not sure of this.
You can certainly adjust it as needed
If the number becomes too large, you could run into the 32,767 character limitation. If that happened, an error message would occur.
So, if you wanted to compute a, dynamically, you could try something like:
=LET(
a,SUM(LEN(Table19[Column1]),LEN(Table20[Column1]),LEN(Table21[Column1]))+1,
x,IF(SEQUENCE(99,,0)=0,1,SEQUENCE(99,,0)*a),
y,TEXTJOIN(REPT(" ",a),TRUE,Table19,Table20,Table21),
z, TRIM(MID(y,x,a)),FILTER(z,(z<>"0")*(z<>""))
)
but no guarantees.
Assuming the data is in A:C, and empty cell is blank (not 0).
In E1 put :
=IF(ROW()>COUNTA(A:C),"",
INDEX(A:C,
IF(ROW()<=COUNTA(A:A),ROW(),IF(ROW()<=COUNTA(A:B),ROW()-COUNTA(A:A),ROW()-COUNTA(A:B))),
IF(ROW()<=COUNTA(A:A),1,IF(ROW()<=COUNTA(A:B),2,3)))
)
Idea : use row() to guide in selection in index. counta() is used guide converting 'row()' to usable index numbers. Also make the output cell blank "" for row() > counta(a:c).
Please share if it works/not.

How to extract specific text from a field in Excel?

I have the following sample of data where I want to extract a specific text from the Order description field.
For example:
There are 3 records of sales with the same Order ID and Invoice ID, however, the Order Amount does not reflect the true total for each of these sales records.
Is there a way for me to extract the cost of items out from Order Description column in Excel? Please do share the formulas if there is any!
Thanks!
Well, you could use FILTERXML:
Formula in B2:
=INDEX(FILTERXML("<t><s>"&SUBSTITUTE(SUBSTITUTE(A2,",","")," ","</s><s>")&"</s></t>","//s[starts-with(., '$')]"),1)
If you don't have Excel O365, you could strip off the INDEX(). I have it in there to take the first amount from the resulting array of amounts to prevent spilling it.
If all your data follows same structure (that means the price starts with $ and it ends with , ) you can do it like this:
=MID(A1;SEARCH("$";A1);SEARCH(", ";A1)-SEARCH("$";A1))
EDIT: Wrap everything inside a VALUE function, so the output will be a number.

excel if and if error formula that has used 140 times and it throws an errors saying we can use it only 64 times

I have 140 unique numbers and trying to find that through the list which can be used in vba
The formula works fine till 64 ifs are used, later I am having a trouble
=IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IFERROR(IF(FIND("5216",A2,1)>0,"00000A-5216",""),IF(FIND("5140",A2,1)>0,"00000B-5140","")),IF(FIND("5148",A2,1)>0,"00000C-5148","")),IF(FIND("5117",A2,1)>0,"00000D-5117","")),IF(FIND("5204",A2,1)>0,"00000E-5204","")),IF(FIND("5238",A2,1)>0,"00000F-5238","")),IF(FIND("5203",A2,1)>0,"00000G-5203","")),IF(FIND("5237",A2,1)>0,"00000H-5237","")),IF(FIND("5051",A2,1)>0,"5051","")),IF(FIND("0101",A2,1)>0,"0101","")),IF(FIND("0700",A2,1)>0,"0700","")),IF(FIND("3208",A2,1)>0,"3208","")),IF(FIND("3209",A2,1)>0,"3209","")),IF(FIND("3900",A2,1)>0,"3900","")),IF(FIND("3901",A2,1)>0,"3901","")),IF(FIND("5029",A2,1)>0,"5029","")),IF(FIND("5030",A2,1)>0,"5030","")),IF(FIND("5032",A2,1)>0,"5032","")),IF(FIND("5033",A2,1)>0,"5033","")),IF(FIND("5036",A2,1)>0,"5036","")),IF(FIND("5049",A2,1)>0,"5049","")),IF(FIND("5067",A2,1)>0,"5067","")),IF(FIND("5068",A2,1)>0,"5068","")),IF(FIND("5069",A2,1)>0,"5069","")),IF(FIND("5072",A2,1)>0,"5072","")),IF(FIND("5073",A2,1)>0,"5073","")),IF(FIND("5075",A2,1)>0,"5075","")),IF(FIND("5076",A2,1)>0,"5076","")),IF(FIND("5078",A2,1)>0,"5078","")),
IF(FIND("5079",A2,1)>0,"5079","")),IF(FIND("5080",A2,1)>0,"5080","")),IF(FIND("5081",A2,1)>0,"5081","")),IF(FIND("5082",A2,1)>0,"5082","")),IF(FIND("5083",A2,1)>0,"5083","")),IF(FIND("5090",A2,1)>0,"5090","")),IF(FIND("5094",A2,1)>0,"5094","")),IF(FIND("5095",A2,1)>0,"5095","")),IF(FIND("5100",A2,1)>0,"5100","")),IF(FIND("5106",A2,1)>0,"5106","")),IF(FIND("5124",A2,1)>0,"5124","")),IF(FIND("5125",A2,1)>0,"5125","")),IF(FIND("5126",A2,1)>0,"5126","")),IF(FIND("5147",A2,1)>0,"5147","")),IF(FIND("5150",A2,1)>0,"5150","")),IF(FIND("5151",A2,1)>0,"5151","")),IF(FIND("5155",A2,1)>0,"5155","")),IF(FIND("5156",A2,1)>0,"5156","")),IF(FIND("5157",A2,1)>0,"5157","")),IF(FIND("5158",A2,1)>0,"5158","")),IF(FIND("5159",A2,1)>0,"5159","")),IF(FIND("5194",A2,1)>0,"5194","")),IF(FIND("5195",A2,1)>0,"5195","")),IF(FIND("5196",A2,1)>0,"5196","")),IF(FIND("5205",A2,1)>0,"5205","")),IF(FIND("5227",A2,1)>0,"5227","")),IF(FIND("5228",A2,1)>0,"5228",""))IF(FIND("5229",A2,1)>0,"5229","")),IF(FIND("5234",A2,1)>0,"5234","")),IF(FIND("5241",A2,1)>0,"5241","")),IF(FIND("5242",A2,1)>0,"5242","")),IF(FIND("5243",A2,1)>0,"5243","")),IF(FIND("5244",A2,1)>0,"5244","")),IF(FIND("5254",A2,1)>0,"5254","")),IF(FIND("5255",A2,1)>0,"5255","")),IF(FIND("5267",A2,1)>0,"5267","")),IF(FIND("5269",A2,1)>0,"5269","")),IF(FIND("5271",A2,1)>0,"5271","")),IF(FIND("5278",A2,1)>0,"5278","")),IF(FIND("5280",A2,1)>0,"5280","")),IF(FIND("5286",A2,1)>0,"5286","")),IF(FIND("5297",A2,1)>0,"5297","")),IF(FIND("5305",A2,1)>0,"5305","")),IF(FIND("5306",A2,1)>0,"5306","")),IF(FIND("5310",A2,1)>0,"5310","")),IF(FIND("5315",A2,1)>0,"5315","")),IF(FIND("5316",A2,1)>0,"5316","")),IF(FIND("5318",A2,1)>0,"5318","")),IF(FIND("5321",A2,1)>0,"5321","")),IF(FIND("5322",A2,1)>0,"5322","")),IF(FIND("5324",A2,1)>0,"5324","")),IF(FIND("5325",A2,1)>0,"5325","")),IF(FIND("5326",A2,1)>0,"5326","")),IF(FIND("5327",A2,1)>0,"5327","")),IF(FIND("5328",A2,1)>0,"5328","")),IF(FIND("5336",A2,1)>0,"5336","")),IF(FIND("5337",A2,1)>0,"5337","")),IF(FIND("5339",A2,1)>0,"5339","")),IF(FIND("5341",A2,1)>0,"5341","")),IF(FIND("5350",A2,1)>0,"5350",""))IF(FIND("5351",A2,1)>0,"5351","")),IF(FIND("5352",A2,1)>0,"5352","")),IF(FIND("5353",A2,1)>0,"5353","")),IF(FIND("5356",A2,1)>0,"5356","")),IF(FIND("5357",A2,1)>0,"5357","")),IF(FIND("5358",A2,1)>0,"5358","")),IF(FIND("5359",A2,1)>0,"5359","")),IF(FIND("5360",A2,1)>0,"5360","")),IF(FIND("5361",A2,1)>0,"5361","")),IF(FIND("5362",A2,1)>0,"5362","")),IF(FIND("5363",A2,1)>0,"5363","")),IF(FIND("5378",A2,1)>0,"5378","")),IF(FIND("5379",A2,1)>0,"5379","")),IF(FIND("5380",A2,1)>0,"5380","")),IF(FIND("5381",A2,1)>0,"5381","")),IF(FIND("5382",A2,1)>0,"5382","")),IF(FIND("5383",A2,1)>0,"5383","")),IF(FIND("5389",A2,1)>0,"5389",""))IF(FIND("5390",A2,1)>0,"5390","")),IF(FIND("5392",A2,1)>0,"5392","")),IF(FIND("6000",A2,1)>0,"6000","")),IF(FIND("6001",A2,1)>0,"6002","""")),IF(FIND("6003",A2,1)>0,"6003","")),IF(FIND("6004",A2,1)>0,"6004","")),IF(FIND("6005",A2,1)>0,"6005","")),IF(FIND("6006",A2,1)>0,"6006","")),IF(FIND("6653",A2,1)>0,"6653","")),IF(FIND("6654",A2,1)>0,"6654","")),IF(FIND("6655",A2,1)>0,"6655","")),IF(FIND("6656",A2,1)>0,"6656","")),IF(FIND("6657",A2,1)>0,"6657","")),IF(FIND("9202",A2,1)>0,"9202","")),IF(FIND("9401",A2,1)>0,"9401","")),RIGHT(A2,3,4))"
the result should return the number mentioned and I am planning to sort them in ascending order.
The value in A2 looks like PMGAG5216GC, PMG005216GC, PMGVV5140GC, PMG005140GC, PMGVV5148GCW, PMGAG5117GCW, PMG005117GCW, PMGAG5204GCB, PMG005204GCB, PMGAG5238GCB, PMGVV5238GCB, PMG005238GCB, PMGAG5203GCB, etc. these are some sample order numbers that are being updated and the numbers 5238 is a number that I have to find from that order to sort them in ascending order. In the same way, I have 140 numbers that have to found to sort them accordingly. The 4 digit numbers are fixed in the orders and it should be one from the 140 number list that I had mentioned
Rule of thumb, if you see yourself nesting anything deeper than 5 or 6 levels, stop and take the time to see if there wouldn't be a more easily maintainable way to do the same thing. Hitting hard limits (e.g. 64 levels of nesting) is rarely a sign that things are done in an optimal fashion.
PMGAG5216GC PMG005216GC PMGVV5140GC PMG005140GC PMGVV5148GCW PMGAG5117GCW PMG005117GCW PMGAG5204GCB PMG005204GCB PMGAG5238GCB PMGVV5238GCB PMG005238GCB PMGAG5203GCB
Assuming the format is consistently the same, you can grab the 4 characters starting at the 6th position, and then verify if these 4 characters exist in a lookup table that contains the 140 values you're interested in. The MID function can be used to do this.
You could leverage the fact that VLOOKUP in the first column of the lookup table would return the lookup value itself, and a lookup failure would be #N/A, so wrapping it with IFERROR to turn that into an empty string would look like this:
=IFERROR(VLOOKUP(MID(A2,6,4),theLookupTable[TheLookupColumn],1,FALSE),"")
Now, if looks like some of the values need a prefix e.g. "00000A-"; include that prefix (with the dash, so you don't have to conditionally add it in the formula) in the lookup table (say, in some [Prefix] column) where it's needed, and just concatenate it after the lookup.
=IFERROR(VLOOKUP(MID(A2,6,4),theLookupTable[TheLookupColumn],1,FALSE) & VLOOKUP(MID(A2,6,4),theLookupTable[#[TheLookupColumn]:[ThePrefixColumn]],2,FALSE),"")
Better if you can turn the MID(A2,6,4) part into a helper cell instead of computing it twice - use that MID function on your source data to populate the lookup table.
The lookup table might look like this:
TheLookupColumn ThePrefixColumn
5216 00000A-
5140 00000B-
5148 00000C-
...
3901
...
Sort the table by TheLookupColumn, and the lookups should be pretty fast.
If you just want to show the first number from your lookup list which is contained in any given order number you can do something like this:
It's an array formula so you need to enter it using Ctrl + Shift + Enter
Assumes there can be only one match per order number and that none of the items in your lookup list are substrings of another item (though a workaround for that would be to sort your lookup list in descending order of item length)

How to find the index of remaining columns if the data is repetitive

I have a data entry like thisData entries
Now, i need to find the smallest 10 values and also get the corresponding person and area and date along with it.
I used SMALL functoin to find the least 10 values. Then I used the index and match functions for getting their corresponding row entries. The problem is since some data entries are being repetitive, these functions are giving the row of the first 2 for all the remaining 2s. How to solve this
In F2 use Rank like this, so you have unique numbers:
=RANK(C2,$C$2:$C$21,1)+ROW()/1000
in G2 use Small, to pull the smallest of the ranked numbers and copy down 10 rows.
=SMALL($F$2:$F$21,ROW(A1))
Now you can pull person, date, real hours and area with an index match in H2, copied across and down.
=INDEX(A$2:A$21,MATCH($G2,$F$2:$F$21,0))

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