This is part 2 of 6 on Profit & Loss Reporting using Excel, 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
In this post we will learn how to setup the basic pivot table from that data.
First step is to create Pivot Table. Here is a video tutorial on making pivot tables.
My favorite for this type of Pivot it Classic Pivot Table layout. This is standard layout available in Excel 2003. You can change pivot table layout using following steps,
- Right click within PivotTable created in Excel 2007
- Click on PivotTable Options
- Select Display Tab
- Click Classic PivotTable layout (enables dragging of fields in the grid)
Here is a screen-cast showing how to switch pivot table layout.
Once you have got classic pivot layout, start adding data fields to it. Once you start dropping data field in pivot table it will start showing as different columns. However we need them in the rows rather than in columns. Check out screen cast on changing data from column labels to row labels
Here is a screen-cast showing how to change column label to row labels.
Data added by you will keep showing “Sum of” in addition to data field name. Like when you add sales field it will show as “Sum of Sales”.
You can change the “sum of x” to “x” by,
- Select all the row labels
- Press Ctrl+H – This will show Replace Dialogbox
- Type “Sum of” in find box without quotes
- Click on Replace all
PS: You cannot change “Sum of Sales” to “Sales”, you have to leave one space before, so we are changing it to ” Sales”.
Here is a screen-cast showing how to clear sum of from field labels.
Now we have a report which has major data available for preparing P&L Report. We need to add some calculated fields to it make it complete P&L report. We will do that in next post.
Download the Profit & Loss Pivot Table Excel File
Click here to download the file on todays example. Play with it. [here is a mirror of the file]
What Next?
In the next part of this series, learn how to add calculated fields to complete this P&L report.
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/
11 Responses to “Use Alt+Enter to get multiple lines in a cell [spreadcheats]”
@Chandoo:
One more useful trick.......
In a column you have no. of data in rows and need to copy in the next row from the previous row, no need to go for the previous rows but entering Alt + down arrow, you will get the list of data, (in asending order), entered in the previous rows...
This is another great tip. I use this all the time to make sense of some *very* long formulas. As soon as the formula is debugged I remove the break.
Great tip Chandoo!
I use this feature often and it has even gotten the, "how did you do that" response.
Thanks!
@Ketan: Alt+down arrow is an awesome tip. I never knew it and now I am using it everyday.
@Jorge, Tony: Agree... 🙂
[...] Day 1: Insert Line Breaks in a Cell [...]
how can we merge a two sheet.
excellent idea. Chandoo you are genious
Hi chandoo,
I have used ctrl+enter to break the cell. But I did not get the result.
Please tell me how can i break the cell in multiple lines.
Hi, Ranveer,
Its not Ctrl+enter to break the cell, use Alt+Enter to make it happen.
hi Chandoo....
how we can use Alt+Enter in multiple rows at the same time please reply hurry i have lot of work and have no time and i m stuck in this. 🙁
Alt+J worked once 🙁
So I found another more reliable way:
=SUBSTITUTE(A2,CHAR(13),"")
Where A2 is the cell that contains the line breaks which the code for it is CHAR(13). It will replace it with whatever inside the ""