Recently I posted about how you could construct dynamic (cascading) dropdowns that could easily handle multiple levels, like this:
…and we saw that users could subsequently change upstream dropdowns in a way that would make downstream choices invalid, like this:
In my previous post I used some VBA to clear out any ‘downstream’ choices if anything ‘upstream’ changed:
Updated for 2024:
Please see my latest article on Dependent Drop-downs using XLOOKUP to implement a simpler and scalable technique. It works great when you have two or multiple levels and can be expanded to an entire table column or sheet column.
A much simpler alternative
My sample file drew on Roger Govier’s excellent approach on the Contextures website, which used two dynamic named ranges to feed the data validation lists, one called MainList and one called SubList. Roberto commented that you could achieve pretty much the same thing with no VBA and with just one validation formula. His approach is pure genius!
Here’s a sample file that utilizes Roberto’s approach:
Click here to download the file
This approach uses a validation formula with a couple of relative references in it. Relative references look for cells that are some predetermined distance left/right and up/down from the active cell. Here’s his formula, which was entered into the Name Manager while cell B8 was selected:
=IF(ISBLANK(Sheet1!C8),IF(DataEntry[#Headers] Sheet1!B:B = DataEntry[[#Headers],[Main Category]],OFFSET(ValidationLists[[#All],[Main Categories]],1,,COUNTA(ValidationLists[Main Categories])),OFFSET(ValidationLists,0,MATCH(Sheet1!A8, ValidationLists[#Headers],0)-1,COUNTA(OFFSET(ValidationLists,,MATCH(Sheet1!A8, ValidationLists[#Headers],0)-1,,1)),1)))
This formulas assumes:
- You use Excel Tables for both the Validation List and the data entry area, and so uses the associated Structured References that Table functionality allows.
- Your validation table is called ValidationLists
- Your data entry table where the dropdowns are is called table is called DataEntry.
- The column containing your initial dropdowns is called ‘Main Category’
- The validation list in your validation table that contains your initial categories is called ‘Main Categories’
You will have to amend this formula accordingly if your tables or initial columns have different names.
The relative reference in this formula checks both the cell to the immediate left AND the cell to the immediate right of your current selection. Entering relative references into the Name Manager can be tricky…you first need to select the cell where the formula was originally created – in this case B8 – before you fire up the Name Manager dialog box. (Note that it doesn’t actually matter whether your own file has anything in C8 or not, or whether in fact your dropdowns are somewhere else entirely…rather it’s just that the above formula happens to refer to A8 and C8, and because we want our formula to always reference the cell on the immediate left and immediate right, then we’ve got to select the cell B8 which is in the middle.
Excel Tables – known as ListObjects to VBA developers – were introduced in Excel 2007, and are a very powerful and simple way to store things like lists, chart data, and PivotTable data…especially if you might need to add more data to your spreadsheet at a later date, and want to avoid having to repoint all your formulas to include the additional data. If you’re not familiar with Excel Tables – or you don’t know what that Table1[#Headers] guff above means – then I strongly suggest you check out Chandoo’s Introduction to Structural References or give GOOGLE a spin.
How does this awesome beast work?
Let’s step through it, bit by bit. Note that I’ve put some extra spaces in after each opening formula bracket, purely so this formula will wrap nicely on your monitor. Excel just ignores these extra spaces, so don’t bother taking them out.
=IF(ISBLANK(Sheet1!C8),IF(DataEntry[#Headers] Sheet1!B:B = DataEntry[[#Headers],[Main Category]],OFFSET(ValidationLists[[#All],[Main Categories]],1,,COUNTA(ValidationLists[Main Categories])),OFFSET(ValidationLists,0,MATCH(Sheet1!A8, ValidationLists[#Headers],0)-1,COUNTA(OFFSET(ValidationLists,,MATCH(Sheet1!A8, ValidationLists[#Headers],0)-1,,1)),1)))
That first bit in bold above checks the cell on the immediate right. If that cell on the right is not blank, then that means that the user has already made ‘downstream’ selections. We don’t want the user to change this ‘upstream’ dropdown without clearing those out. Thanks to the IF statement, if that’s the case then none of the rest of the formula gets executed, and the formula just returns FALSE. Data validation can’t handle this FALSE, so users can click on the dropdown button all they like, but nothing will come up. Consequently, the user simply can’t change this ‘upstream’ selection until they’ve first cleared out any selections they previously made in the cells to the right. Pure genius.
Here’s what that looks like:
Sweet! Okay, let’s take a look at the rest of the formula:
=IF(ISBLANK(Sheet1!C8),IF(DataEntry[#Headers] Sheet1!B:B = DataEntry[[#Headers],[Main Category]],OFFSET(ValidationLists[[#All],[Main Categories]],1,,COUNTA(ValidationLists[Main Categories])),OFFSET(ValidationLists,0,MATCH(Sheet1!A8, ValidationLists[#Headers],0)-1,COUNTA(OFFSET(ValidationLists,,MATCH(Sheet1!A8, ValidationLists[#Headers],0)-1,,1)),1)))
That bit in bold above checks whether the dropdown is the Main Category column. It does this using the INTERSECT operator, which is a space between two references (in this case of DataEntry[#Headers] B:B the INTERSECT operator is the space between DataEntry[#Headers] and the column reference B:B. Such a space tells Excel to go to the overlap or intersection of those two references, which in this case is the junction between the header row and the column that our dropdown is in.
- If the current dropdown is in the Main Category column, then this bold bit:
=IF(ISBLANK(Sheet1!C8),IF(DataEntry[#Headers] Sheet1!B:B = DataEntry[[#Headers],[Main Category]],OFFSET(ValidationLists[[#All],[Main Categories]],1,,COUNTA(ValidationLists[Main Categories])),OFFSET(ValidationLists,0,MATCH(Sheet1!A8, ValidationLists[#Headers],0)-1,COUNTA(OFFSET(ValidationLists,,MATCH(Sheet1!A8, ValidationLists[#Headers],0)-1,,1)),1)))
…serves up just the list containing our initial categories (i.e. ‘Fruit’, ‘Vegetables’, or ‘Other Stuff’ in this example). - If the current dropdown is not in the Main Category column, then this bold bit:
=IF(ISBLANK(Sheet1!C8),IF(DataEntry[#Headers] Sheet1!B:B = DataEntry[[#Headers],[Main Category]],OFFSET(ValidationLists[[#All],[Main Categories]],1,,COUNTA(ValidationLists[Main Categories])),OFFSET(ValidationLists,0,MATCH(Sheet1!A8, ValidationLists[#Headers],0)-1,COUNTA(OFFSET(ValidationLists,,MATCH(Sheet1!A8, ValidationLists[#Headers],0)-1,,1)),1)))
…serves up the particular list relevant given the previous choice made in the dropdown to the left.
Wicked, eh!
Normally I don’t advocate the use of volatile functions such as OFFSET if there is a non-volatile alternate (and you’ll hear more about volatility from me in a forthcoming post). But as Roberto points out in his original comment, in this case it doesn’t matter…choices made via dropdowns are not considered volatile by Excel, even if the formulas used to populate that dropdown are volatile.
Like Roger’s approach, Roberto’s approach can handle any number of cascading levels, provided all the category names are unique. All you need to do is simply add the new subcategories to the right hand side of the validations table.
Thanks Roberto…I learned a lot from those comments. Readers, be sure to visit the Frankens Team and check out the crazy things Roberto, Kris & Gábor get up to with Excel.
Download the sample file
Here’s a sample file that utilizes Roberto’s approach:
Click here to download the file
Updates
Check out the updated 2024 version of this technique with XLOOKUP. The formulas are much simpler and it works with any level of validations.
You may also want to check out my good pal Doug Glancy’s approach to this. His version of dependent dropdowns uses Conditional Formatting to alert the user, and ultimately, the analyst, that something is amiss. Be sure to say hi to him in the comments while you’re there, and to subscribe to his blog. Anyone who makes up sample files about fictional International Pie Lovers Associations deserves our eyeballs!
About the Author.
Jeff Weir – a local of Galactic North up there in Windy Wellington, New Zealand – is more volatile than INDIRECT and more random than RAND. In fact, his state of mind can be pretty much summed up by this:
=NOT(EVEN(PROPER(OR(RIGHT(TODAY())))))
That’s right, pure #VALUE!
66 Responses to “Budget vs. Actual Charts – 14 Charting Ideas You can Use”
[...] Update: Check out the results at Budget vs. Actual Charts [...]
Hi there:
I'm interested in understanding exactly how contestants #'s 1, 8 got their surplus or shortfall to show up at the top of the bar (is this overlapped or stacked somehow) and change colour? I hope this makes sense. I've tried to find samples and I can see contestant 8 (cuboo) may have used something called graphomate but I can't use this.
I need to create a bar chart that shows budget, and actual variance whether it be a surplus or a shortfall and I would like make it look like option 1 or 8 above but haven't a clear idea how to do it...any help would be greatly appreciated!
Regards..Linwe
[...] heute können alle Beiträge auf “Pointy Haired Dilbert” gesichtet und bis zum 12.04. bewertet werden. Falls mein Vorschlag - Nr. 8 - gefällt, freue ich [...]
Danken Sie Excel friend!
#6 is the best here. Simple, no extraneous visual effects.
I was all set to vote for #9...until I noticed its lack of y-axis labels. So I have to go with #6 also.
I think #6,#9 is enough .
#9 is my favorite
Nice data/ink ratio 😉
I agree with Jon - #6 for me.
8 & 14
I go for # 9 (simple) and #14 (complete)
I go for cuboo #8
cheers
#6 for overview at a glance / top management
#8 for deeper analysis / those who need more detailed information
#14 although I think you only need the bottom panel and I then would stack the Center charts vertically to make Center comparisons easier.
#10 gets my vote.
If there is a second place, then #14
denise
Hi, if I was not wrong, Samples 3,4 and 5 were created using Tableau software and not Excel. For more information on Tableau you might want to visit http://www.tableausoftware.com/. It was initially designed by Prof. Pat Hanrahan and his PhD students. I am not their salesperson but I thought someone might want to know more about this particular technology.
Hi Tin Seong Kam:
Thanks - I have looked at Tableau before. I have also found the means to reproduce something similar to chart 8 without using graphomate, and also chart 7. I proposed chart 9 as well but the overlap is confusing to some.
I am really not too concerned about showing actual budget figures but the variance in $ and % is important for my particular use. That is why I gravitate to the charts that seem to easily tell us that we have a surplus or a shortfall.
Thanks!
Linwe
11, 6, 9 (presque pareil)
7 pour la clarté
cuboo #8 ist my favorite
best regards...
8
8 is fantastic
I prefer N#8 - N# 1,7 & 8 use the settings of Rolf Hichert...
6 : The GURU (read "Jon Peltier ") has spoken,
SOO easy on eyes!
Hi Chandoo,
I liked Cuboo's submission. So #8 gets my vote.
Regards,
Sumit
Number 8 by far. Even though it's not part of the data display, the comments feature sells me. Variance explanations are as important as the actual variances.
I visually prefer #8, but #3 is really easier to understand, even if it lacks a lot of information (inverting budget/actual), legend, etc...
[...] All in all there are several great entries suggesting a good variety to present budget vs. actual performance. Go check them out. [...]
[...] reshape, zoo by learnr A reader of a Pointy Haired Dilbert blog enquired about best ways to visualise budget vs. actual performance. In response PHD challenged his blog readers to contribute their visualisations made using Excel or [...]
anyone willing to post their xls for these? Some really excellent exmaples.
To avoid the summary execution of the person presenting these to an executive team these charts must handle overspending as well as underspending, be comprehensible in 5 seconds and show the key fact clearly. The key fact isn't budget or actual - it's the magnitude of the gap!
Therefore:
#14 for nailing the key fact and being able to handle overspending. The winner therefore.
#6 for nailing speed-reading and being able to handle overspending, but somewhat obscuring the key fact. Second place.
#8 for nailing information depth and aesthetics. Third place.
I really wanted #8 to win, but that's the technician's view not the end-user's.
[...] Todas as contribuições podem ser vistas no seguinte endereço: Budget vs. Actual Charts – 14 Options You can Use Posted on April 5th, 2009 http://chandoo.org/wp/2009/04/05/budget-vs-actual-charts/ [...]
Social comments and analytics for this post...
This post was mentioned on Twitter by NancyJHess: I like to explore fav tweets of those I follow. Here is one from DutchDriver http://twurl.nl/17eiap Creative visual charts: Budget vs Actual...
number 8
clean, full of info, qualitative as well as quantitative
Hi,
I Like 4 chart in above as per the following ratings:-
no 1# -> 14***
no 2# -> 7***
no 3 # -> 8**
no 4# -> 1.3**
I will be greateful if someone can send me the process of making all above 4 charts.
Virender
[...] Budget vs. Actual Values in Charts – 14 more options [...]
[...] Budget vs. Actual – 14 charting options [...]
Does anyone know what type of chart #6 is (chart name?)? Also, how do I create this is Excel 2007?
@Shazbot
I'd call it a Column and Bar chart, but don't get hungup on names
To make it try this:
Setup the chart as a Clustered Column Chart
Change the Series so there is 100% overlap, ie: One column is in front of the other
Change the Budget series to a line chart
Set the line color to none
Set the marker style to a Flat Line
Change the marker width to make it the same width as the bar
Change colors and other chart properties to suit
Does anyone have an idea on how to create chart #1?
Thanks
Caroline, please see the german page: http://www.hichert.com/de/software/exceldiagramme/55
there you can find the original example for nr1.
best regards,
stefan
Caroline
This is a Clustered Stacked Column Chart
Which has the column under the Shortfall/Excess colored the same as the Budget
Have a look here
http://chandoo.org/forums/topic/question-about-budget-v-actual
&
http://peltiertech.com/WordPress/clustered-stacked-column-charts/
Hi,
Is it possible to get the source files like the other visualisation challenge (on sales).
Thanks,
Vijay
Dear Chandoo,
I discovered your site by pure chance and I am really thrilled about it and I am learning a lot.
Is it possible to post the source file for this visualisation challenge?
Thanks,
Vijay
[...] Budget vs. Actual Charts in Excel [...]
Dear Chandoo,
How do I create Chart #10 (comparing Budget vs Actual Performaces) by cost center by quarter without the cumulative performance. Do you have an actual example that I could use?
Thanks,
Greg
HI
Does anyone can help me to a to create chart #7? I'm beginer in excel , I started to work two weeks ago and my boss ask me to follow the budget/actual until the end of the year.
SO I really need your help.
Thanks in advance
p.s Sorry for my english ( i'm french)
@OKI, Greg
I have made a mockup of #7 and #10
It is available at:
http://chandoo.org/wp/wp-content/uploads/2009/04/Bud-Act-visualizaion-challenge-7+10..xlsx
#10 is a straight, Pivot Chart/Table but the data has been rearranged to get it into the pivot table
#7 is 2 charts, being a simple Bar Chart and a Scatter Chart with 100% Error Bars
I have used Named Formulas for the two charts.
HELLO Hui
Thanks you very much for your hepl , i really appreciate
Have I nice week
Hi,
I was wondering how can you replicated chart 1.3? The bars looked like there overlapped on two different axis?
Tony
I think 1 & 3 are good.
Hi Chandoo,
Please can you provide a link of the excel sheet for 1. Chart "3 colors and everything is clear"
I would like to drill into the spreadsheet and learn the secrets as how the chart was made.
Many thanks,
Sawan
@Sawan
It is probably 12 seperate charts, I will assume snapped to the underlying cells to ensure they are the same size
The left 3 Charts have a vertical Axis
The bottom 4 Charts have a horizontal Axis
The remainder have no axis
The remaining text maynot be part of the charts but is probably cell content
Saludos,
Como puedo descargar estos maravillosos ejemplos para estudiarlos y analizarlos deseo aprender a realizar este tipo de graficas en Excel.
Gracias,
Dear Chandoo and Hui,
Please would you help me (step by step if possible) to create Chart #8?
Many thanks in advance!
Dear Chandoo,
I think chart #8 is really great. Would really appreciate if you can show basic step to create it.
Thanks 🙂
Hi all,
Is there any step by step tutorial to recreate the the chart #1 please?
Would really appreciate if someone could show me how it done.
Regards
Sawan
Can someone tell me how do you create chart number 2? Thanks!
Am I the only one that can not display any of the images? Would love to take a look at these. This is the ONLY page on the whole website I have had this issue with. 🙁
Dear All,
how can i create chart # 7? is there any link where i can subscribe to your website by paying a certain amount. i want to learn some good excel techniques.
please let me know.
Cant see the images 🙁
Where can I find the link to download some of the above charts?? these are extremely usefull chart and would like to utilize the same.
Waiting for the reply.
Thanks..
I am interested for # 1,6,7,8,9,10,11 its very exciting for me .
Hi,
Just wanted to check, is there any possibility that pivot table or drop down work in power point?
Regards
Satyapal
@Satyapal... you can only use static images or slide animations in Power Point. Not features like pivot tables or drop downs. However, you can embed the entire workbook (or sheet) in a presentation. When clicked this will just open Excel so your users can play with the data.
Is there any instalment kind of facility available for joining the online course of Rs.12000/-.
Regards
Ramesh N
Hi,
I badly want to replicate #10. Can someone help me.. I've checked google to help but I can't figure out how to add the total 🙁
Regards,
Tim