This week in the Chandoo.org Forums, Greg asked the question, “I would like to conditionally format the data labels position to be above the plot line in a scatter plot if a certain cell contains ‘True’ and below the plot line if that cell contains ‘False’.”
Greg also wanted a Non-VBA Solution.
This post will describe how this is achieved as well as extend the idea into the fourth dimension.
All the charts in this post are available in the sample file: Download Sample File.
The Concept
The concept applied here to achieve the final result that Greg wants is that charts can use multiple data series.
These data series do not have to be visible but they can, at the same time, have Data Labels or other formatting applied.
The Application
First setup a set of data,
I have used values A to P as X Axis Labels and used a formula =Randbetween(10,20) in column C for the Y Values for the chart
Now add a Data Validation to a cell G3
Goto the Data, Data Validation Tab and select Data Validation
next add 2 columns
D3: =IF($G$3,C3,NA())
E3: =IF($G$3,NA(),C3)
Copy these down to Row 18
Select the Range B3:E18, note it includes the X Axis Labels and Headers
Now goto the Insert, Chart tab and select the chart type you want to use. I have chosen a Line Chart
Excel will draw a Chart with 3 series of lines
Now is a simple job of applying labels and formatting as applicable
The first thing to notice is that the chart has 3 series, Random Value, True and False
We can only see the True series, as it is in front of the Random Value series, The False series is hidden for now.
Select the True Series by Clicking on it
Then Right Click on it and Add Data Label
Excel adds the Data Labels to the True Series
Right click on any of the Data Labels and select Format Data Label
For the True values we will plot them above the Data Point
Change the values as shown above
Right click on the Data Series Line (the orange line) and select Format Data Series
Change the Line Type to No Line
The Orange line is gone and there is now a Blue Line, this is the Random Values series
Note we can still see the Data Labels for the True Series, even though the True Series Line is not visible
You can set or disable markers whilst you are here as well
Next select the False Series, by changing the Data Validation cell to FALSE
We can now see the False Data Series and the Random Values Series which is behind the Grey Line as before.
Right click the False Data Series, Add Data Labels
Then Right Click the New Data Labels and Change there settings to be below
Finally set the False Data Series Line Line Type to No Line
Now we can see the Rand Value series (Blue line) with the Data Labels showing for the False Series below the line
Change the Data validation from True to False and vice-versa and observe that Excel is only showing the series Labels for the Data Series which has values and doesn’t have #N/A errors in Columns D & E
So we are seeing 3 Series and 2 sets of Data Labels, it is just that we have set Two of the Line Types to No Line and Excel doesn’t display Series Values where the Value is the error value #N/A.
Now set the data Validation to True and select the Data Labels Font Color to Blue
Repeat the Process for the False Data Labels and set them to Red
Finally clean up the legend
Select the Chart, then click on the legend
Then click on TRUE and press the Delete Key
Repeat for the FALSE Legend
Our Final Chart
Change the Data Validation cell to True/False to verify that the system is working.
The techniques described above can be applied to most chart types.
Care must be taken with Column and Bar and other cumulative chart types.
Extensions
Having seen how Excel treats the #N/A error we can use that to create a number of variations for our Data Labels
Conditionally Format Data Labels above and below a set value
This is achieved by using a formula that applies to individual data points in each series
so that when a Data Point in a series (>15) is less than 15 it will return a #N/A error and not be displayed and also when a Data Point in a series (<=15) is greater than 15 it will return a #N/A error and not be displayed
Add a Third or more Set of Conditional Data Labels
This is achieved by simply adding a Fourth Data Series to the chart and adjusting the formulas as appropriate
Add Conditional Formatted Text Data Labels to Highlight Points
These are achieved by using the above techniques but instead of Displaying Values for the Data Label Series, we use the Value From Cells option
Add Conditionally Formatted Markers to Highlight Points
This is achieved by using the above techniques but alter the markers for the two helper Columns as well as the Data Labels
Explore
You can explore how these are constructed using the sample file.
All the above charts are shown in the sample file: Download Sample File.
Selecting Chart Series
One of the annoying aspects of dealing with charts and formatting individual series is the ability to select hidden or covered series
Fortunately there are a number of ways to get around this.
Use the arrows Keys
In older versions of Excel, you can select a Chart, then use the Up/Down arrow keys to cycle through all the chart objects.
Once you had the object you wanted Press Ctrl+F1 to bring up it’s format Properties
Unfortunately Microsoft in its wisdom has removed this functionality in recent versions of Excel, so try it, If it works, Enjoy, If it doesn’t keep reading
Use the Tab Menu
If you select a Chart you will see two extra menu items on the Tab Menu
These are the Chart Design and Chart format Tabs
Select the Chart Format Tab
Then Goto the Drop down on the Far Left of the Tab
It contains a list of all the available Chart Objects,
Select the Chart Object you want, then press Ctrl+1 to bring up the format options
Use the Chart Format Menu
If you select a Chart and select any part of the chart press Ctrl+1 and the Format Menu for that object is shown
Now use the small drop down just under the Format Title and select the Object you wish to change
Warning
Despite being able to use the Excel =NA() function to force an #N/A error, which is ignored by Excel, future versions of Excel maybe about to change this behavior.
Some people using the Excel 365 Insider Fast Edition are noticing a new Dialog option.
So keep in mind if all of a sudden this behavior changes, you may have upgraded Excel and introduced this new menu
You can read more about how to use this new functionality here:
http://www.exceluser.com/excel_dashboards/two-business-uses-for-excels-new-chart-feature.html
Comments
If you have any other ideas about how to use this functionality let us all know in the comments below
34 Responses to “Find Quarterly Totals from Monthly Data [SUMPRODUCT Formula]”
Chandoo,
Very nice post. In most cases I would use a formula such as yours so that copying is automatic. But for instructional purposes, consider this alternative for the Q1:
=SUMPRODUCT((MONTH(B$4:B$15)={1,2,3})*C$4:C$15)
Besides being shorter, this formula is crystal clear in function. Then for the other quarters you would just change the array constants to the months of that quarter. For example, Q2:
=SUMPRODUCT((MONTH(B$4:B$15)={4,5,6})*C$4:C$15)
Now I know there are a lot of accountant types out there that think using constants in a formula is some sort of heresy. I think that idea is silly. If the formula is clear and maintainable, constants are ok by me. But if this idea shakes anyones soul, these constants could easily be encapsulated in named formulas and then the formula above could look like this:
=SUMPRODUCT((MONTH(B$4:B$15)=Quarter1)*C$4:C$15)
The SUMPRODUCT function is truly magical, as you put it. This article goes into some advanced uses:
http://www.excelhero.com/blog/2010/01/the-venerable-sumproduct.html
Regards,
Daniel Ferry
excelhero.com
I have a column of dates(xx/xx/xx) on a sheet that represents when a task is completed. How do I code a formula on a separate sheet(Summary Page) of the total number of completions within a quarter?
ie;
Task Date Completed
task1 02/05/14
task2 04/01/14
task3 08/01/14
I need a formula that scans that column and then adds the number of tasks completed within each quarter of the year.
Chandoo,
as usual, great tip.
Ever since i read this post, I am struggling with a table that has the same layout as the example, and I wanted to add the totals per year and per Q, years as rows, Qs as columns. The first thing I've noticed is that I had to add the double minus to the roundup portion in order to make it work, even my dates ARE dates...but what i cannot figure out is how to summarize by year. I've tried adding a Year(a1:a20)=2010 to the sumproduct, but it returns 0, and I have the Pivot table below to prove that wrong (aaah, how easy was to have that with the pivot table....!!)
btw, I was playing around with PTs, adding calculated fields and items to solve variations between Actuals and Budgets and Prior Years. Once you get the formulae right, it's sooooo easy to do, and the results are awesome !!!
all the best,
Martín
Amended Chandoo's formula to add a year and it worked fine.
SUMPRODUCT((YEAR($B$4:$B$15)=2010)*(ROUNDUP(MONTH($B$4:$B$15)/3,0)=ROWS($E$4:F4))*$C$4:$C$15)
Chandoo
I generally do quarters in the same way galthough I would have changed the number format of cells E4:E7 to Q0, so that I could reduce to formula length by referring directly to these cells. SUMPRODUCT((ROUNDUP(MONTH($B$4:$B$15)/3,0)=E4)*$C$4:$C$15).
I like Daniel's suggestion of a named range. Great site.
Thanks Chandoo,
I use a tbl to create relationshipp for each period to its quartile
Jan Q1
Feb Q1
Mar Q1
Create a lookup in a helper column to lookup the correct quartile.
Use Sumif on the column with the quartile
Best regards,
Winston
@Daniel: Excellent insights as always. I am finding SUMPRODUCT formula really really powerful.
I didnt know that we can write conditions like ={1,2,3}. I remember trying that but it didnt work. thanks for telling me how to do it. I like your idea of named ranges. It will keep things simple and also let the reports to easily transformed if one needs to change Q1 from JAN-MAR to APR-JUN.
@Martin: See Alan's comments. Also, I liked your question, so I am doing a follow up post on it today. Refer to it to find out how you can get quarterly totals from multi-year monthly data.
@Alan: Very good tips. Thank you. Infact, in the download file you would find the formula to be slightly different. I used ROWS() so that I need not change the values for each quarter. I guess either technique works fine.
@Winston: Thanks for sharing your technique. Using helper columns is a fine option too. It keeps the formulas clean and simple. I was just curious and investigated to find if there is a formula that would avoid helper columns.
Chandoo, I learn so much from your posts. Thank you for this!
I was wondering, how would this get applied to a dashboard with a dynamic date slider?
Right now I show sales for the week, month, and year based on the date I choose. I've yet to discover how to calculate quarterly numbers based on my date selection.
My date is determined by: =DATE(2018,12,31)+7*(A2-1) with A2 updating based on the slider.
Sales This Month is calculated as: =SUMPRODUCT((MONTH(Data[Order Date])=MONTH(D2))*(Data[Sales Amount])) with D2 containing the date formula above.
ANy suggestions?
Thanks for your question Jason.
It seems you have data at date (or even lower level). In such cases, you need either two conditions or probably SUMIFS to solve this. For example with SUMIFS,
=SUMIFS(data[sales amount], data[order date],">="&quarter_start, data[order date],"<"&quarter_end) where quarter_start = date(year(a2), choose(month(a2), 1,1,1,4,4,4,7,7,7,10,10,10), 1) and quarter_end = date(year(a2), choose(month(a2), 4,4,4,7,7,7,10,10,10,13,13,13), 1) can work.
How about if we have the data in weeks and we want to roll it up in Q1, Q2, Q3, Q4
will this work for Q1:
=SUMPRODUCT((MONTH(B$4:B$15)={1,2,3,4,5,6,7,8,9,10,11,12,13})*C$4:C$56)
nice article to use the new things on the excel to calculate the needed ports...The use of tables shows the image view than the wordings, since images are easily recorded in the mind of users than the words to be read...
[...] Quarterly data in a formula May 4, 2010 at 9:12 AM | In General | Leave a Comment Tags: month, formulas, flag, quarter, sumproduct Chandoo wrote a post about combining the power of SUMPRODUCT with a small mathematical trick in order to calculate a quarterly sum from a monthly data table. [...]
I have an issue, much different yet has some similarities...
I have two worksheets... 'Summary' worksheet and 'Stop pays' worksheet.
The summary sheet has the $ amount of checks paid each week. (example. A1= 1/1/10, B1= $100,000.00; A2= 1/8/10, B2= $120,000.00, A3= 1/15/10, etc...for 52 weeks)
On the stop pays sheet is a list format of each check that was voided at a later date... (example. column A= original check date, column B= check voided amount, column C= void date. A2= 1/1/10, B2= -$100.00; A3 = 1/1/10, B3= -$150.00; A4= 1/1/10, B4= -50.00; etc...)
On the summary sheet in C1, I need to calculate the total checks actually paid out. I have been trying to use combinations of SUMPRODUCT with VLOOKUPS, but can't get anything to work. The result in C1 should $99,700.00
Any thoughts, all help is appreciated. Thanks, Kyle
@Kyle
Give this a try in Summary!C1 and copy down
=SUM($B$1:B1)+SUMPRODUCT(1*('Stop Pays'!A2:A100<=Summary!A1)*('Stop Pays'!$B$2:$B$100))
@Kyle... you can use sumif formula...
Assuming your summary sheet is in range A1:B10, stop pays sheet is in range A1:B20.
in summary c1 write = b1 - sumif('stop pays'!$a$1:$a$20,a1,'stop pays'!$b$1:$b$20)
Read more about sumif formula here: http://chandoo.org/wp/2008/11/12/using-countif-sumif-excel-help/
@Hui. Thanks, but for some reason this only worked for the first row (C1), when I copied down the results werent accurate.
@Chandoo. This seems to work perfectly. Thank you.
Thanks again.
@ Kyle
Chandoo's formula is giving the amount each month (Cheques - Stop Pays)
Mine is giving a running total from 1/1/10 to the date in Summary!Column A
I have monthly data in one sheet and want to calculate quarterly and annual data is two other sheets. all monthly data is arranged across columns. so A1 is jan 2000, b1 is feb 2000, c1 is march 2000 and so on.
Please help
@Priyank: Assuming your months are (in date format) in A1:X1 and corresponding values are in A2:X2, you can calculate quarterly totals like this:
=SUMPRODUCT((ROUNDUP(MONTH(A1:X1)/3,0)=1)*(A2:X2)) for Q1. Modify it to get Q2... etc.
you can use similar logic with YEAR() to get yearly totals.
This formula is not working properly in one of my sheets with horizontal cash flows using columns instead of rows. For example, Q1 only sums M1 and Q2 is summing up M2:M4. It doesn align propoerly. The formula works if I create a simple test using same format in excel but not in the model. Can I send the excel to someone?
Thanks,
Marc
Item 01-Mar 02-Mar 03-Mar 04-Mar Tot.
Soap 24 12 15 13 (E5-F5)+(G5-F5)+(G5-H5)
Ketchup 12 10 8 14
Tea 10 8 5 8
Soup 12 7 9 11
Coffee 22 26 14 13
Hi!!,
I need your help in fixing above problem.
I do get day day wise closing stock of my company.To get day sales have to
substract today's no from prev.day's no. But sometimes today's no is big due to receipt of stock.That time I need to substract prev.day's no from today'no. Pls see formula in tot column.Like this I have to do for 31 days and 250 items.I want one formula in one cell give final result(tot)by satisfying above conditions else I have to punch a formula in above column which is boring ang time consuming.Thanks in advance.
Hi Chandoo et al,
My question builds on the post regarding quarterly totals from monthly data. I'm having trouble getting the formula to work when the time period I want quarterly totals for exceeds 12 months. In my case, I have 240 months and need these to be collapsed into 60 quarters. Any suggestions? Or should I simply cut and paste the formula for each 12 month period?
thanks
Hi Chandoo,
I have a similar problem, but with a twist. I often compare actual and budget data where the actuals are in one range with Jan-Dec data and the budget is another range with Jan-Dec data.
The problem I have is that at the beginning of the year I know the budget for all 12 months, so my range is populated for Jan-Dec. The actual data is populated as we complete those months.
Here's the rub: when caluclating totals for Oct, say, the formula to retrieve Q4 data needs to be smart enough to NOT include the November and December budget amounts, which are already populated in the table.
how can I do the same using SQL query?plz help
[…] Find Quarterly Totals from Monthly Data [SUMPRODUCT Formula] | Chandoo.org - Learn Microsoft Excel O… […]
How do we use this for getting totals for the latest qtr? anybody?
My challenge is I don't want to use a helper column. Want to derive the latest qtr and then average the numbers for that qtr . Ex this gives an error :
AVERAGEIF((ROUNDUP(MONTH($A$2:$A$7)/3,0),(ROUNDUP(MONTH(MAX($A$2:$A$7))/3,0)),B2:B7))
Hi
I am arranging a spread sheet for work but am struggling with a date function. we have customers in our service for up to 2 yrs, however we have to calcuate the number of days they have been in service each quarter. For example Q1 will run from 15/01/15 to 06/04/15 but my customer could have joined on 03/09/14 ... i don't want to calulate all the days just the days in the quarter... which should be upto 91 days max. Can any one help at all?
Dear all
I can see your formula and I think it works perfectly for what I want to achieve, ie pull quarterly figures from a range showing monthly data. There's only one problem. I cannot follow how the sumproduct formula is working in this case. Could anyone please help with an explanation on what is going on in that formula so I can hopefully be able to apply it.
Thanks
Hi,
I need to come up with a way to show the current quarters info, this would be run off the month end date.
For example: If the month end date is 28.2 then I need to bring back Jan data and Feb data or if the end date was 31.3 I would need to total Jan, Feb and Mar data.
I am thinking of creating unique references such as the quarter plus which month it is in the quarter ie if it was feb, the unique reference would be Q12 (Q1 for the quarter and 2 for the month as it is the 2nd month in the quarter). Would I need to use an index or offset formulae.........
Any help would be appreciated.
Greetings,
Can we make this a little more involved just month and sales results.
What if I have the following columns:
Vendor Name
Market
Line of Business
Month
Sales
Now I want to calculate the average quarterly sales by vendor, Market, and Line of Business
Hello Hesham... thanks for your question. You should use Pivot Tables for such things. See here for a getting started guide - https://chandoo.org/wp/excel-pivot-tables-tutorial/
Im a little confused, I have the following table of sales
Sales Sheet
ColA=dates(dd/mm/yyyy)
ColE=amount(total amount of sales in $)
eg
A E
11/02/2020 $20.00
01/01/2020 $15.00
03/12/2020 $16.00
05/07/2020 $23.00
etc etc
Report Sheet
I want to report the running total of sales for each quarter and update the figures here as more get added
Cell B2= Quarter1 total
Cell B5= Quarter2 total
Cell B8= Quarter3 total
Cell B11= Quarter4 total
How do I read the Sales Sheet column A selecting all dates for each quarter and sum total them in The Report sheet. I have tried mucking about with your formula but I just keep getting errors, any help much appreciated
I have problem Statement, my data are monthly i need to do comparison at QTD level say i am second quarter May (so my data should only pick April and May total) and( when in June it should pick Apr+ May +June) - can i your help on this
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
1 2 3 4 5 6 7 8 9 10 11 12