This is part 3 of 6 on Profit & Loss Reporting using Excel series, written by Yogesh
Data sheet structure for Preparing P&L using Pivot Tables
Preparing Pivot Table P&L using Data sheet
Adding Calculated Fields to Pivot Table P&L
Exploring Pivot Table P&L Reports
Quarterly and Half yearly Profit Loss Reports in Excel
Budget V/s Actual Profit Loss Report using Pivot Tables
This is continuation of our earlier post Preparing Pivot Table P&L using Data. We have learned to prepare Pivot Table P&L. The report prepared in last post has all the major data to prepare a P&L but it is not a complete P&L report. Now we will add calculated fields to make it a complete P&L. We will also format data points to make it a complete P&L report.
We need the following extra values in our P&L
- Gross Margin = Sales – Cost of Goods Sold
- Gross Margin % = Gross Margin / Sales
- Operating Expenses = Rent + Personnel Cost + Utilities + Consumables + Misc Exp
- Operating Profit = Gross Margin – Operating Expenses
- Operating Profit % = Operating Profit / Sales
Making these extra fields in Pivot Table using Calculated Fields Features:
Click on PivotTable Tools > Calculated Items to define a new calculated field. [tutorial: how to add calculated fields to pivot tables]
Check out below screencast. Just replace the Field Names and Formulas to add the rest of the calculated fields.
Once you have added all the calculated fields to Pivot Table, these will start showing at the end of PivotTable. You will need to drag them to their respective position on P&L
Now you are almost ready with your P&L report, only few steps more to format data are required. You may have noticed that % Fields are showing as zero as of now. This is because they are formatted as numbers instead of percentages.
Do not use standard cell formatting to format them, instead use Value Field Setting Option to format pivot table fields. This one is useful as it will show data always as per the format set for particular field. Use Percentage format for % fields and Accounting Format for other value fields.
Few More steps like formatting certain fields as bold and italics and your PivotTable P&L is ready, you can play with is as any other pivot table and start presenting on various dimensions with few clicks
Make sure that you have correctly setup “Preserve Cell Formatting on update” option under pivot table options. This will help you retain the same format while you play with your PivotTable P&L.
The Final Profit & Loss Pivot Report
Once you finish all the formatting and settings, this is how the final report should look like:
Download the profit and loss report excel file
Download the excel file and play with it to understand the techniques discussed in this post.
What Next?
In the next part of this series, we explore this pivot table further, Continue reading.
Added by PHD:
- Please share your feedback and ideas for this series using comments. Yogesh and I will reply to your questions. Also, say thanks if you like the idea and want to learn more.
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Yogesh is an accountant with 13 years of experience in India and abroad. His specialties are budgeting and costing, supplier accounting, negotiation of contracts, cost benefit analysis, MIS reporting, employees accounting. He writes about excel at http://www.yogeshguptaonline.com/
19 Responses to “How to Distribute Players Between Teams – Evenly”
An excellent solution, especially for large data sets.
Another solution without using solver would be to assign the player with the highest score to Team 1, the 2nd to team 2, 3rd to team 3, 4th to team 3, 5th to team 2, 6th to team 1, 7th to team 1 and it continues. This method would end up with a Std Dev of 0.001247219. This works best with a distribution with lower Std Dev for the dataset.
Full Disclosure: this is not my idea, remember reading something a few years ago. Think it may have been Ozgrid
thinking back I now remember why I read about it. About 10 years back I had to distribute around 300 team members into 25-30 odd teams. Used this method based on their performance scores. I used the method I described to do this and the distribution was pretty fair.
Solver would have saved me a ton of time though 🙂
I think the issue with you first Solver approach was that you took the absolute value of the sum of team deviations (which should always be zero except for rounding) instead of the sum of the absolute values (which is a reasonable measure of how unbalanced the teams are).
Here's another simple algorithm you could use: you start from the top (with players sorted from high to low), and at each step allocate the next player to whichever team has the smallest total so far. You can implement it dynamically with some formulas so it will update automatically when the data changes.
If the scores were more widely distributed (so that this might end up with not all teams the same size), you could add a constraint to only pick among the teams which currently have fewest players at each step, or just stop adding to any team when it hits its quota.
When I tried it on the sample, I got the three teams below, with a STDEV of 0.000942809 (i.e. about half of what Solver got to).
Team 1: John, Hugo, Tom, Josh, Eric, Zane, Charles, Andrew
Team 2: Barry, Michael, Kenny, Joe, Xavier, Patrick, Oliver, William
Team 3: Henry, Steven, Ben, Frank, Kyle, Edward, Cameron, Lachlan
Thanks for sharing!
Hi,
I was looking at all the solutions and this is closest to what I intended to do. I am dividing a bunch of players into 3 soccer teams. Players availability is also a factor while deciding the teams.
So the steps the excel needs to do is as follows:
1) In availability column if "yes" go to next
2) Equally divide 'Goalkeepers', 'Strikers', 'Defenders' basis their quality
So the end result gives each 3 teams a balance of players playing at different positions.
Can this be done on Google spreadsheet with only availability as an input from the user and rest calculates by itself.
Sorry for asking such a pointed question, but I have been struggling to find a solution for it for sometime now!
Hi Ishaan,
I am working on a similar problem at the moment, so I am wondering if you ever found a solution and if you are willing to share what you did.
Hi everyone, this is a variation of the famous Knapsack Problem https://en.wikipedia.org/wiki/Knapsack_problem.
I had to use a VBA implementation recently as part of a problem, where we ar trying to allocate teams of an organization into different locations (we are a large company with many different team). The goal was to optimally allocate teams to individual buildings without putting too many teams into one building and not splitting teams apart.
As we had around 400 teams of different sizes, solver couldn't handle it anymore. Luckily there is a Knapsack algorithm implementation in VBA readily available on the internet :).
I also went with a heuristic approach first!
An interesting mathematical solution but what if Eric and Xavier can't stand each other or Patrick is best friends with Steven - the real life problems that effect "even" teams.
@Joe
You can add more criteria like
If Eric and Xavier can't stand each other
=OR(AND(E15=1,E16=1),AND(F15=1,F16=1),AND(G15=1,G16=1))
It must be False
If Patrick is best friends with Steven
=OR(AND(E5=1,E17=1),AND(F5=1,F17=1),AND(G5=1,G17=1))
It must be True
Note that the 2 formulas above are exactly the same
except for the ranges
One must be True = Friends
One must be False = Not Friends
Nice Post!
Just one question What if number of players are not even or equally divisible.
Nice post Hui!
I download your workbook and just try to change in options the Precision Restriction from 10E-6 to 10-8 and the Convergence from 10E-4 to 10E-10. The process take almost the same time, but the results was great.
The standard deviation I got was 0,000471.
Team 1: John, Tom, Kenny, Frank, Eric, Xavier, Edward, Zane
Team 2: Steven, Hugo, Ben, Joe, Josh, Oliver, Cameron, William
Team 3: Barry, Henry, Michael, Kyle, Patrick, Charles, Andrew, Lachlan
Great application of Solver! Thanks for the link!
Great explanation. Well done... However, I tried with 6 teams of 4 players and solver never did finish.
How about vba code for the same data set.
I have 3 column A B C wherein A has text and B has number Wherein C is blank. And in C1 been the header C2 where I want the name to come evenly distributed the number which is in Column B.
My Lastcolumn is 1000.
Sorry if I'm being slow here, but how is 'Team Score' calculated? I've gone through the explanation several times but it seems to just appear.
@Hrmft
This process uses the Solver Excel addin
Solver is effectively taking the model and trying different solutions until it gets a solution that meets all the criteria
Then solver puts the solution into the cell and moves to the next cell
So yes it appears to "just appear"
Hi ! Thank you so much ! Works great 🙂
I cannot get the fourth Equation to work in my excel spreadsheet
You have =($E$2:$G$25=0)+($E$2:$G$25=1)=1 as a SUMIF solution, I have, =($F$2:$H$13=0)+($F$2:$H$13=1)=1 as my solution but it does not work. The only thing I changed is the ranges. Any suggestions?
Thank you.
Jim
I cannot get the fourth Equation of TURE or FALSE statements to work in my excel spreadsheet You have =($E$2:$G$25=0)+($E$2:$G$25=1)=1 as a SUMIF solution, I have, =($F$2:$H$13=0)+($F$2:$H$13=1)=1 as my solution but it does not work. The only thing I changed is the ranges. Any suggestions?
Sorry I left some of it out in the previous question,
Thank you. Jim