I'm trying to create an average by category in a pivot table. This is the first time I've created a pivot table so sorry if the answer is staring me in the face. My raw data looks like:
Date, Transaction type, Description, Paid out, Paid in, Balance, Category
Mar-13, Visa, SHOP, £4.44, , £X, Gifts
Mar-13, Visa, SHOP, £5.00, , £Y, Children
Mar-13, Visa, SHOP, £6.00, , £Z, Gifts
Mar-13, Visa, CLOTHES SHOP YORK, £8.00, , £A, Clothing
Mar-13, Visa, FOOD SHOP, £11.96, , £B, Food
My pivot table shows the information rolled up by Month and grouped by a category:
Row Labels Sum of Paid out Sum of Paid in Sum of Difference
2013
Jan £Jan £Jan £C
Food 1 2 -
Car 2 3 -
Cash 6 6
Feb £Feb £Feb £D
Food 1 2
Car 8 0
Cash 2 3
The categories/data is made up in this case, but the desired outcome I'm after is to get an annual average, informing me how much comes in/out on average across the year per category... looking something like:
Row Labels Sum of Paid out Sum of Paid in Sum of Difference
2013
Avg £AvgIn £AvgOut £AvgDiff
Food 1 2 -
Car 5 1.5 -
Cash 4 4.5
Jan £Jan £Jan £C
Food 1 2 -
Car 2 3 -
Cash 6 6
Feb £Feb £Feb £D
Food 1 2
Car 8 0
Cash 2 3
Is this possible to achieve using a pivot table, as I can't seem to find a way to this at the moment using Excel 2010.
Since it appears that your raw data is already grouped by month, you're able to do this pretty easily. You need to re-arrange your data, however -- the months and the categories need to be on different axes. For example, Category as ColumnLabels, with Values then Month as Row Labels. Then right-click one of the normal values for Paid Out, choose "Summarize Value As...", you'll see SUM is currently checked, just change to AVERAGE. Repeat for one of the Paid In values. The labels should change to help let you know if it worked.
Note that this will NOT work effectively if your source data comes in daily, for example. With only one entry per month, the SUM and the AVERAGE of the single entry are identical. This would not be the case if your raw data was daily (and you still grouped by month) -- you'd be switching from a monthly total to a daily average.
I am currently using LibreOffice, which is just the free version of Excel on a mac. It is basically the same thing, but anyways, do you see the top bar where it says =AVERAGE(B8,C8,D8)? Well, that is how you can incorporate the functions within the table. This is actually a pivot table I had to do for my Java class. All you have to do is click on the cell you want to edit, type =, the function name, (in your case, AVERAGE should be fine) and then any other kinds of functions you use. Hope this helps you out.
Related
After looking at a few similarish questions I figured I needed something more specific so asking here. I will start by explaining the situation:
The Setup
I have a Store which sells Cakes, Cookies and Wine. I have the weekly sales data of each product sorta like this:
Product ID
Product Name
Quantity
Value
Week Ending
1
Ginderbread
2
£4
13/01/22
2
Chocolate chip
5
£25
13/01/22
3
Red Wine Bottle
1
£10
13/01/22
4
Sponge Cake
3
£9
13/01/22
Currently every week's data is stored within the same table, with me using a Week filter to show only the week i'm interested in.
Using this Data I created PivotTables that shows the sales of each category, with the ability to drill down to show the specific products. Table looks something like this:
Category
Quantity
Value
Cakes
2
£4
Cookies
7
£29
Wine
1
£10
The issue
I now want to stick in a new calculated column that shows the Value as a %. E.g The total value for the previous table was £43, so Cookies is about 67%. If I drill down, it would show the Chocolate Chip record as 80% and Gingerbread as 20%
I imagine doing this would be easier if each individual week's data was on a different table, but I got a lot of weeks and I also want to do tables showing the sales for over a period of time. Plus I don't know of a way to merge the "value" and "quantity" columns, etc instead of having 1 for each week being shown.
any advice would be appreciated
Create an extra column in the source table (prior to filtering) entitled "perc" calculated as the corresponding value for each row divdied by the total value across all rows (se pic. / eqn. for first row below) --
=E2/$E$6
No calculated fields required - just include perc as the mesaure of interest in your pivot table, with value setting as 'sum':
The reason why this worked is because of the common denominator - which allows one to sum ratios on a 1:1 basis.
Devising a calculated field using the standard 'fields, items & sets' functionality for ordinary pivot tables would not be feasible / possible as far as I am aware. You would need to move into the realm of power pivots and data models - which is not too complicated (readily accesible directly from the field list per below) - however, I see this as unnecessary complication for the task at hand.
Side notes:
Using table names in your functions is sometimes more convenient when entering, albeit may appear tricky at first when reviewing - first eqn above becomes:
=[#Value]/Table1[[#Totals],[Value]]
I have a dataset in excel which shows headcount by employee level and which department each employee would fall under (sales, ops, or support). I would like to send a survey to each employee once every 26 weeks (2 times a year), but I would also like to keep sending surveys every week to ensure continuation of surveys to a certain amount of population split between sales, ops, and support departments based on their weight of the total population.
This way, I am sending surveys every week to a tiny bit of my overall headcount but only repeating people every 26 weeks.
Can anyone please help on how to solve this in excel with a formula?
From attached sample data, how can I split the headcount to send surverys for 26 weeks straight but to different population every week and not repeat? This different population should be split by % of department out of total headcount. Meaning if I have 10 people every week and % split is 40% sales, 30% operations, and 20% support, the survey should be sent to 4 sales, 3 operations, and 2 support people. Please note that the 10 people and the %s may vary every week because of new hires and resignations.
Thank you!
Sample Data
In the data sheet, ceate a helper column D, where you hand out the numbers to each employee, label it MOD. Use the formula for each employee, enter to cell D2:
=MOD(ROWS(A$2:A2)-1;$H$2)+1
That way each employee is assign a number from 1 to whatever is in the cell H2, e.g. 26. Then contact list all employees with 1 and you have the first batch and so you continue each week to get to employees with 26 in 26 weeks. This way all get the survey but just once.
Of course the share of the individual depts cannot be achieved each time, as there are less employees in some. If you wanted to keeps the shares, some employees of the smaller departments would get the survey more times.
If you want to get some randomness into the order, just mix the order of MOD numbers, e.g. start with 7, continue with 23 etc.
I hope I got the question right, I am not sure in some parts.
So I have this issue, I have two tables one is employees, and another one is the projects.
Employees Table:
Year Name Type Jan Feb
2018 Kevin Salary 5000 2000
2018 Kevin Insurance 200 400
2018 Alex Salary 3000 4000
2018 Alex Insurance 300 400
Projects Table
Year Project_Name Employee_Name Jan_Hours_Worked Feb_Hours_Worked
2018 Apple Alex 7 5
2018 Apple Kevin 5 0
2018 LG Kevin 0 3
Now I am creating a result list of all the projects and costs recurred for them, what I need is for each project in Table 2 to find which employees are involved and then use that to find related costs for the employee from the Table 1 and calculate total costs for that project.
(e.g for project LG, I have Kevin working on that in Feb,for him company paid 4400(salary+insurance) in Feb and the costs recurred for the LG project would be 4400 divided by hours spent on the project which Kevin in total spent 3 hours; e.g.2 for the project Apple it would be the same but sum of Kevin's and Alex's costs from Jan and Feb, so Kevin: 5200/5 + Alex:3300/7 + 4400/5)
Now I have the formula to calculate this for 1 months which is something like this
=SUMPRODUCT(SUMIFS(Employees[Jan], Employees[Name],Project[Employee_Name], Employees[Year], 2018 )/Project[Jan_Hours_Worked],--(Project[Project_Name]=K14))
I need to find how to get the yearly result per project without repeating the formula 12 times, also with this formula, i get div to 0 error when an employee didn't work on particular months, so that needs to be sorted somehow. Any Help?
I suggest you to change how you store your data. If you can make some minor changes, then you can have an easy way to get the information you want, and also a Pivot Table with a summary of cost recurred for each proyect and which employee generated that cost.
IMPORTANT: For this answer to work, you must make sure that every Employee's Name is UNIQUE. If not, adapt the example trying to create
an Employee's ID or something.
Also, please, note i got a spanish version of Excel, so screenshots are in spanish but I will translate formulas :)
Ok, first of all, I changed the design of your table Employees. Creating a column for each month is kind of annoying. Use just a column to get the month. You can type the month in a cell just like 01/2018 and Excel will change it instantly to format mmm-yy (Jan-18)
This is how your Employees table should look:
The column TOTAL COST is just a sum of SALARY + INSURANCE. If you have any other concept, just add it as a column and modify the TOTAL COST COLUMN to include it.
Second, the table Project, I think it should be like this:
The column Employee Cost has an Array Formula.
IMPORTANT: Array formulas are inserted pressing CTRL+SHIFT+ENTER
The formula is (I used same names for tables, so copy-pasting should work for you):
=INDEX(Employees;MATCH(Project[[#This row];[Employee_Name]]&Project[[#This row];[Month]];Employees[Name]&Employees[Month];0);COLUMN(Employees[[#Headers];[TOTAL COST]]))
If you typed the formula right, you should see { at start and } at end.
The formula in Cost Recurred to Project is just a division of Employee Cost / Hours. Added an IFERROR when the hours worked are 0, then show 0.
=IFERROR(Project[[#This row];[Employee Cost]]/Project[[#This row];[Hours]];0)
And last step, your Pivot Table. Create one and organise it to get the sum per hours and month and proyect you want. You can get one like the one below:
As you can see,e.g. for project Apple, you can see that total cost is 2.391,43
but also you can see the cost of each Employee. Pretty cool I think.
I really hope you can modify the design of your data, because Excel is designed to work going down (I mean using rows) more than using columns. Excel 2007 got more than 1 million of rows and just around 16.000 columns, so it's designed to work vertically.
Hope this helps, or at least, give to you a clue of how to proceed :)
I am having some difficulty determining how to produce a calculation of averages that can be plotted on a PivotChart.
Specifically, I wish to compare a Sales Rep's performance (gross profit by month/year) against all other reps (using an average) who are in a comparable role (the same workgroup) for a given period.
Let's just say the data structure is as follows:
SaleID SaleLocation SaleType SalesRep SaleDate WorkGroup SalesGP
1 Retail1 Car John A 01/01/2014 Sales $301
2 HQ Bike John A 01/01/2014 Sales $200
3 Retail1 Car Sam L 02/01/2014 Sales $1300
4 Retail2 Plane Sam L 02/01/2014 Sales $72
5 Retail2 Plane Vince T 03/01/2014 Admin $55
6 Retail2 Bike John A 04/01/2014 Sales $39
7 HQ Car Vince T 05/01/2014 Admin $2154
....etc
In the excel data model I've added calculated fields (that use a lookup table) for the sale date so that sales can be plotted by Month or Year (eg. =YEAR([SaleDate]) and =MONTH([SaleDate]))
As an example, let's say I want to plot someone's GP (Gross Profit) for a period of time:
My question is this......
How can I calculate an "average gross profit" that I can plot on the PivotChart? This "average gross profit" should be the average of all sales for the same period for the same workgroup.
In the example above, in the PivotChart I am wanting to plot an "average" series which plots the average GP by month for all SalesReps that are in the same Workgroup as John A ("Sales").
If my request isn't clear enough please let me know and I'll do my best to expand.
Zam, this should be quite easy. You just need to create a new calculated field that calculates the average for ALL sales rep.
Let me walk you through it:
I used your data table and then added it to my PowerPivot (Excel 2013). Then I created those calculated measures:
1. Sales Average:
=AVERAGE(SalesData[SalesGP])
2. Sales Average ALL -- this will calculate the average for ALL rows in the table and will be used in other calculations. Notice I used the first calculated field as the first parameter to make this flexible:
=CALCULATE([Sales Amount Average],ALL(SalesData))
3. Sales Comparison to Average. I wasn't sure what is your goal, but I made this one a bit more complex as I wanted to display the performance in percentage:
=IF([Sales Amount Average] > 0, [Sales Amount Average] / [Sales Average ALL] -1)
Basically, what this does is that first it checks if their an existing calculation for a sales representative, if so then it divides Sales Average for a given sales representative by the average sale amount for ALL sales representatives. And then I subtract 1 so the performance can be easily grasped just by looking at the percentages.
To make it easy-to-understand, I decided to use bar charts in conditional formatting instead of stand-alone pivotchart -- I believe it does exactly what you need:
In the picture above, the first table represents your data. The second table is the actual powerpivot table and shows what I have described.
Hope this helps!
EDIT
I didn't want to make things over-complicated, but should you want to remove the percentage total from Grand Totals row, use this calculation instead for the percentage comparison:
=IF(HASONEVALUE(SalesData[SalesRep]),
IF([Sales Amount Average] > 0,
[Sales Amount Average] / [Sales Average ALL] -1),
BLANK()
)
EDIT - ADDED AVERAGE COMPARISON FOR WORKGROUPS
To calculate the performance per workgroup instead of ALL sales representative, add those two measures:
4. Sales Average per Workgroup
=CALCULATE(AVERAGE(SalesData[SalesGP]),ALL(SalesData[SalesRep]))
This will calculate the average sale per workgroup (don't get confused with using SalesRep in ALL function, it's related to filter context).
5. Sales Diff to Average per Workgroup
=IF(HASONEVALUE(SalesData[SalesRep]),IF([Sales Amount Average] > 0, [Sales Amount Average] - [Sales Average per Workgroup]),BLANK())
This simply calculates the difference between average sale of given sales rep and the average sale per workgroup. The result could then look like this:
I have uploaded the source file to my public Dropbox folder.
This is driving me nuts.
I have a table of sales information based on dates as followed.
Date Price
1/1/12 5
2/1/12 5
12/1/12 5
Now i've used a pivot table firstly to group by week, then count the number of values for sales and tally up the Price as followed
Week Quantity Revenue
1/1/12 - 7/1/12 2 10
8/1/12 - 15/1/12 1 5
I have a 'quota' or desired quantity per week which is 3 and i'd like another column that subtracts 3 from the quantity to give me a difference like so.
Week Quantity Revenue Difference
1/1/12 - 7/1/12 2 10 -1
8/1/12 - 15/1/12 1 5 -2
I've tried adding a formula to do this but firstly i can't access the quantity column because its not a field and i can't work out the formula to make a field to replace the quantity column. Any ideas?
The only way I can figure to do it is to change the source data and add Quota and Quantity columns to it. The quota has to be calculated so that it adds up to the desired amount per week, in this case 3.
The formula for the quota calculation is:
=($F$2/7)/COUNTIF($A$2:$A$22,A2)
You can then make a calculated field, here shown as "Sum of Field 1":
This isn't a very manageable solution. And if you have multiple products and/or different quotas it will get uglier fast! But it's the best way I can see to do it with a pivot table.