This is last part of 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 Quarterly and Half yearly P&L using grouping option. You can also do budget v/s actual comparison using Pivot Tables.
For this we have to add one more column to our data. I have added column Data Source to the end of data table. Existing data is marked as Actual and I have added more data rows which are marked as Budget. You can download new file with updated data and basic Pivot P&L
File : Updated Data with Budget.xls [mirror]
We will convert this basic P&L report into Budget V/s Actual Comparison with following steps
Step 1 – Change data source / increase data range
Click PivotTable Tools > Change Data Source
Update Table range as Data!$A$1:$O$481.
Now your P&L report will show single figure which included budget and actual both. We will separate them in our next steps.
Step 2 – Separate Budget and Actual by adding Data Source filed to the column area
You can drag and show Budget column before the Actual . Hide the GrandTotal column by right click on GrandTotal > Click Remove GrandTotal
Step 3 – Add calculated item
Select Data Source filed then Click PivotTable Tools > Formulas > Calculated Item
In case you forget to select Data Source filed on PivotTable , calculated item will remain disabled. So make sure that you have selected Data Source filed before getting calculated item option
You may get error message like above saying “This PivotTable report field is grouped. You cannot add calculated item to grouped filed.”
This is due to grouping we have done in our PivotTable, you will need to ungroup all those fields before adding calculated item.
Once you have ungrouped all the grouped fields you will be able to add calculated item.
- Name : Variance
- Formula : Actual – Budget
- Click Add > OK
Now your budget vs actual PivotTable P&L Report is ready.
Do not forget to hide GrandTotal Column otherwise Pivot Table will add values of calculated item ( Variance) also to it. PivotTable Report treats calculated item as another row. So you need to be careful while using them, avoid using total values. These can mislead you.
The final Budget vs. Actual Profit Loss Report:
The final version of the report should look like this:
Download Final Budget vs. Actual Pivot Report
Click here to download the pivot report example file and play with it. [Mirror]
What Next?
This is final post on this series.
Meanwhile, make sure you have read the first 5 parts of this series – Data sheet structure, Preparing P&L Pivot Table, Adding Calculated Fields, Exploring Profit Loss Report Pivot and Quarterly and Half yearly Profit Loss Reports in Excel.
Also check out the Excel Pivot Tables – Tutorial, Pivot Table Tricks, Grouping Dates in Pivot Reports and Budget vs. Actual Charts articles to get more ideas
Thank you Yogesh:
- Many Thanks to Yogesh for these excellent posts on Pivot Reports. He used his industry knowledge, expertise to teach us several valuable lessons. Thank you Yogesh.
- Please share your feedback and ideas for this series using comments. Yogesh and I will reply to your questions.
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/
24 Responses
I’d suggest simply using the subtotal function and filtering the data using the Win/Loss column. You get the same results and the formula is more comprehensible.
@John
That is one option.
There are times however when you want to see the whole data table or a filtered subset and still want to produce summary reports against an unfiltered field.
Is there a particular reason why you are using a comma and the unary (–) operator for the second array in the SUMPRODUCT formula? It seems to work the same if you were to string the arrays together using the asterisk (*). The advantage is that SUMPRODUCT treats the entire string of arrays as a single array.
@Mathew
Your correct, There is no difference.
I thought it may have been easier to explain this method.
Is there a way to do this on a large set of data? As in ~100,000 rows? When I try I get an error because the formula becomes too long. It says the max length of a formula is 8,192 characters. Excel 2010.
How do I incorporate a specific text within a cell for the second array. For instance, – -(C7:C13=”Apple”)
when I chose a specific text the formula does not work.
@RB
I am not sure what is the issue as if I use the sample data in the post the following work fine
Count:
=SUMPRODUCT(SUBTOTAL(3,OFFSET(C7:C13,ROW(C7:C13)-MIN(ROW(C7:C13)),,1)), –(C7:C13=”L”))
Sum:
=SUMPRODUCT(SUBTOTAL(3,OFFSET(C7:C13,ROW(C7:C13)-MIN(ROW(C7:C13)),,1)),(C7:C13=”L”)*(D7:D13))
You may want to check that there are no leading or trailing spaces in your list of Apples
I should have given a better explanation. Heres my situation. I have a column with cells filled with names like Column 1, Column 2, Pier 1, Pier 2, etc. If the cell just contained Pier and searched for that it works. But because it has other characters in the cell its not recognizing the pier. So how can I extract specific characters of a string of text in this formula?
Hopefully this was a better explanation
Hello-
This formula works pretty well for me except that it slow down excel and prevents some of my macros from working. I was wondering if there was a way to program this in VBA so that excel isn’t always trying to recalculate it. I would like to use a push of a button to get it to run then paste in a cell.
Thanks!
I am trying to sum filtered data in a column, but would want to ignore the negative values in the column. How to go about doing this?
@Akshay
Why not just add a filter to that column to only show the values greater than zero?
The negative values are required for reporting purposes, but their effect on the total is distorting the required output. Please advise.
@Akshay
I’d suggest making a post in the Chandoo.org Forums
http://forum.chandoo.org/
Attach a sample file to simplify the task
I have this working for counting and summing, however, I have a list and for the second array, I need a criteria. That is, I’m looking for b13:b200=”01.??.??” or =left((a1,2) or something like that. These types of criteria matches do not appear to work as I get a blank as a result.
Thanks!
@Bob
As your formula b13:b200=”01.??.??” looks like you are trying to check the first day of the month of the range
What about trying Day(B13:B200)=1
Hai Experts,
i understood this formula well and working fine in MS Excel 2013
but when the same am trying to place in google Spreadsheet it shows error as
“SUMPRODUCT has mismatched range sizes. Expected row count: 1. column count: 1. Actual row count: 2014, column count: 1.” and as a result #VALUE! Appears in cell.
Can anyone please help me how would i get it done in Google Spread sheet
or is there any other formula as a substitute for this.
Thank you very much.
thanks for providing this.. but why does excel keeps on prompting Circular referencing in cell D3?
@Vivek
I don’t know
I just downloaded the file and it is working fine and not showing that error
Goto the Formulas, Calculation Options Tab and check that Calculation is set to Automatic
What version of Excel and Windows are you using ?
I know that this forum is for MS Excel, but I am trying to help someone who is working in Google Sheets. The below formula works in Excel but Google Sheets returns:
“SUMPRODUCT has mismatched range sizes. Expected row count: 1. column count: 1. Actual row count: 39000, column count: 1.” and as a result #VALUE! Appears in cell.
This is the same problem asked by Srichirin above. Does anyone know if there is a formula for Google Sheets that will replicate what MS Excel does?
=SUMPRODUCT(SUBTOTAL(3,OFFSET($C$6:$C$39500,ROW($C$6:$C$39500)-MIN(ROW($C$6:$C$39500)),,1)),- -($C$6:$C$39500=H1),($D$6:$D$39500))
Trying to find a SUMPRODUCT formula that counts the word Closed by date for the last 7 days in a filtered list.
=COUNTIF(M:M,”>”&TODAY()-7) works ok for unfiltered count Column M contains Closure dates (blank if open) and Column L is Status Open or Closed
@ Terry
Please ask the question at the Chandoo.org Forums
https://chandoo.org/forum/
Please attach a sample file to ensure a quicker more accurate answer
I used this formula and worked like a charm! But, now I’ve been requested to use it but adding not one but two criteria in the same formula. For instance the sum I was doing added negative and positive numbers. I’ve been asked to use the exact same formula but adding that only positive numbers were considered… any idea on how to do this?
How exactly do you do sum filtered cells when two criteria are need not just one?
Thank you so much brother literally I have been struggling since morning to get the sum of the filtered category, however, after reading your blog attentively i got my solution, so thanks a lot once again.