Excel: Challenging formula sought for counting records - excel

Question

I am looking for some help with a formula. On my 'data' sheet, I have data in the format below:
A B C D E F G H I J
1 UID RecordType HCode AdmittedDate Forename Surname DOB Sex STDate RDate
2 87962 STAsses STIV1 01/01/2012 Mark Jones 13/07/1978 Male 09/12/2012
3 89658 Transfer GLSI2 01/01/2012 Alison Aitken 20/12/1956 Female 08/07/2013
4 84563 Discharge JHOP1 01/01/2012 David Beckham 09/08/1987 Male 08/07/2013
5 89654 STAsses STGE1 01/01/2012 Andrew Macbeth 27/09/1976 Male 08/07/2012
6 89867 Transfer KIND1 01/01/2012 George Deas 08/05/1989 Male 08/07/2013
7 87962 Transfer STIV1 01/01/2012 Mark Jones 13/07/1978 Male 04/03/2013
8 89654 Transfer STGE1 01/01/2012 Andrew Macbeth 27/09/1976 Male 12/08/2012
On my 'report' sheet, I have the following table set up:
B C D E F
4 HospCode RecordType Jul-12 Aug-12 Sep-12
5 STGE1 Assessments
6 Transfers
7 Discharges
8
I would like to do 2 things.
In D5, E5, F5, a formula is needed to return the number of 'STAssess' records for HCode 'STGE1' from the data sheet, which were completed in the month shown in D4 of the 'report' sheet (Jul-12). The dates for these records are in column I of the data sheet - 'STDate'.
I've tried using SUMPRODUCT which works to an extent, but I'm having difficulty bringing back records only completed in July. I need the formula to be dynamic in that it only brings back results for the month entered in D4 (so a date range built into the formula isn't doing the job).
In D5, E5, F5, I need to bring back the number of records from the 'data' sheet, which have 'Transfer' in column B (RecordType), 'STGE1' in column C (HCode) and a date in column J (RDate) which falls in the month specified on D4 of the 'report' sheet (Jul-12).
Anyone got any ideas? The data sheet is actually going to be an external .csv file which can't be manipulated. I don't mind using other hidden sheets to do any sorting that needs to be done, provided that this can be setup so that when the data is brought in, no extra work has to be done.
Thanks!

Answer 1

For both of your questions you can use COUNTIFS. It is easier to understand (for me) and compatible with Excel 2007 and newer.
First question:
=COUNTIFS(DATA!B:B,"STAsses",DATA!C:C,$B5,DATA!I:I,">="&D$4,DATA!I:I,"<"&DATE(YEAR(D4),MONTH(D4)+1,1))
Second question:
=COUNTIFS(DATA!B:B,"Transfer",DATA!C:C,$B5,DATA!J:J,">="&D$4,DATA!J:J,"<"&DATE(YEAR(D4),MONTH(D4)+1,1))
And these formulas can be dragged across your needed range.

Answer 2

Here is an example formula that you could use for the D5 cell, does that point you in the right direction?:
{=SUM(IF($B$2:$B$8=$B14,IF($C$2:$C$8=$A14,IF($D$2:$D$8=C$13,1,0),0),0))}
This is an array function so you must enter it without the {} at each end and use Ctrl + Shift + Enter to enter the formula.

Answer 3

If your summary table looks like
HospCode RecordType 12-Jul 12-Aug 12-Sep
STGE1 STAsses 1 0 0
STGE1 Transfer 0 1 0
STGE1 Discharges 0 0 0
And your data is in a table called Table1, then in D5
=SUMPRODUCT((Table1[HCode]=$B5)*(Table1[RecordType]=$C5)*(MONTH(Table1[STDate])=MONTH(D$4)))
I'm not sure what you mean by 'bring back', but assume you mean that you want to show it when RecordType = column C and when the RecordType = "Transfer" and the RDate is in the right month. Then
=SUMPRODUCT((Table1[HCode]=$B5)*(Table1[RecordType]=$C5)*(MONTH(Table1[STDate])=MONTH(D$4)))+SUMPRODUCT((Table1[HCode]=$B5)*(Table1[RecordType]="Transfer")*(MONTH(Table1[RDate])=MONTH(D$4)))