Yesterday we were calculating our Washington trip expenses and it occurred to me that if there is an excel template where I could enter the trip expenses and who paid what to find out how much we need to pay up / collect, it would be great. I looked around for few seconds, couldn’t find anything. So I went ahead and built expense sharing worksheet on google docs. Feel free to use it for sharing your trip / party / picnic / apartment expenses.
Here is how I have done it.
- First I have created a list of people who need to share. Just for simplicity I have limited the no to 10. You can edit the excel and change it if you want.
- Then I have created an expense table like the one shown below. The requirements for this are simple, (1) should be able to capture descriptions of each spending (2) should be able to specify who footed the bill (3) should be able to mention the amount (4) should be able to exclude people from sharing a particular expense. Again, for simplicity sake I have limited the number of people who can be excluded from sharing an expense to 4. You can always edit this and change the formula accordingly.
- Now next to the list of people I have added 3 columns to show (1) how much that person has already paid (2) how much is his/her share (3) what is the difference.
- The formula for (1) how much already paid is straight forward sumif(), the formula for a particular person’s share is something like this,
If the row has a person
(total expenses / no.of people) – (total expenses excluded for this person / no. of people)
else “0”The actual formula involved sumif() over the four columns since each expense can be excluded for maximum of 4 people.
- Once I have entered data the output looked something like this,
Hence both Yerry Jang and Dointy Paired Hilbert need to collect 237 $ and 90 cents from Barren Wuffet, Gill Bates and Beff Jezos put together. Not bad 😉
How to use it?
Just save the expense sharing excel sheet from google doc [or download the expense sharing excel sheet] to your machine / account. Enter the expenses in columns B,C and D. Enter the people names in column L. Incase you need to exclude any one from a particular line item, just enter their number (it will be next to the person’s name in column K]. As you enter the expense details, the Column O displays the actual dues.
Feel free to comment / extend / share / suggest. Your turn…
13 Responses to “Using pivot tables to find out non performing customers”
To avoid the helper column and the macro, I would transpose the data into the format shown above (Name, Year, Sales). Now I can show more than one year, I can summarize - I can do many more things with it. ASAP Utilities (http://www.asap-utilities.com) has a new experimental feature that can easily transpose the table into the correct format. Much easier in my opinion.
David
Of course with alternative data structure, we can easily setup a slicer based solution so that everything works like clockwork with even less work.
David, I was just about to post the same!
In Contextures site, I remember there's a post on how to do that. Clearly, the way data is layed out on the very beginning is critical to get the best results, and even you may thinkg the original layout is the best way, it is clearly not. And that kind of mistakes are the ones I love ! because it teaches and trains you to avoid them, and how to think on the data structure the next time.
Eventually, you get to that place when you "see" the structure on the moment the client tells you the request, and then, you realized you had an ephiphany, that glorious moment when data is no longer a mistery to you!!!
Rgds,
Chandoo,
If the goal is to see the list of customers who have not business from yearX, I would change the helper column formula to :
=IF(selYear="all",sum(C4:M4),sum(offset(C4:M4,,selyear-2002,1,columns(C4:M4)-selyear+2002)))This formula will sum the sales from Selected Year to 2012.
JMarc
If you are already using a helper column and the combox box runs a macro after it changes, why not just adjust the macro and filter the source data?
Regards
I gotta say, it seems like you are giving 10 answers to 10 questions when your client REALLY wants to know is: "What is the last year "this" customer row had a non-zero Sales QTY?... You're missing the forest for the trees...
Change the helper column to:
=IFERROR(INDEX(tblSales[[#Headers],[Customer name]:[Sales 2012]],0,MATCH(9.99999999999999E+307,tblSales[[#This Row],[Customer name]:[Sales 2012]],1)),"NO SALES")
And yes, since I'm matching off of them for value, I would change the headers to straight "2002" instead of "Sales 2002" but you sort the table on the helper column and then and there you can answer all of your questions.
Hi thanks for this. Just can't figure out how you get the combo box to control the pivot table. Can you please advise?
Cheers
@Kevin.. You are welcome. To insert a combo box, go to Developer ribbon > Insert > form controls > combo box.
For more on various form controls and how to use them, please read this: http://chandoo.org/wp/2011/03/30/form-controls/
Thanks Chandoo. But I know how to insert a combobox, I was more referring to how does in control the year in the pivot table? Or is this obvious? I note that if I select the Selected Year from the PivotTable Field List it says "the field has no itens" whereas this would normally allow you to change the year??
Thanks again
worked it out thanks...
when =data!Q2 changes it changes the value in column N:N and then when you do a refreshall the pivottable vlaues get updated
Still not sure why PivotTable Field List says “the field has no itens"?? I created my own pivot table and could not repeat that.
Hi, I put the sales data in range(F5:P19) and added a column D with the title 'Last sales in year'. After that, in column D for each customer, the simple formula
=2000+MATCH(1000000,E5:P5)
will provide the last year in which that particular customer had any sales, which can than easily be managed by autofilter.
Somewhat longer but perhaps a bit more solid (with the column titles in row 4):
=RIGHT(INDEX($F$4:$P$19,1,MATCH(1000000,F5:P5)),4)
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