how to create a pivot table

8/6/2019 How to Create a PIVOT Table

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What is a PIVOT Table?

A PIVOT TABLE is an MS Excel feature which presents / shows mass of data (database) in a cu

- my definition

key features:Using PIVOT Table you can:

1. Summarize a database (no matter how big) in a tabular (a lot of forms to choos

2. Filter information to be presented in the table. Unlike the ordinary filtering - yo

3. Use / Apply formulas in the table - see examples

4. Pivot - which means manipulate or customize what data you want to see from t

How to create a PIVOT Table.

STEPS

The DATABASE must have

A. Proper Column Headings (There should be no blank colu

B. Consistent Data EntriesWhat I meant by DATA ENTRIES are the informations un

For Example - If you enter Ricardo Alido and Rickardo A

The PIVOT will read that as two separate / different entri

after creating a VALID DATABASE

1.1 Highlight the entire database (from G27:K40 in this example)

Example ( just add more details as this is only for the pu

Month of Sale Date of Sale Quantity Unit Price

January-09 January-09 10 10

February-09 February-09 20 10

March-09 March-09 30 10April-09 April-09 40 10

May-09 May-09 50 10

June-09 June-09 60 10

July-09 July-09 70 10

August-09 August-09 80 10

September-09 September-09 90 10

October-09 October-09 100 10

November-09 November-09 110 10

December-09 December-09 120 10

2. Go to the DATA MENU and choose PivotTable and PivotChart Report

By Default it is:

Microsoft Office Excel List or DatabasePivotTable

then next,

Select the range of data you want to include in the PivotTable.

Note: The range is important since the PivotTable will only p

Select "New Worksheet" or if you want "Existing Worksheet, then Finis

Once you're through with step 3 you will have a white sheet with no da

See "Example Blank Pivot" sheet for an example.

1. Before creating a Pivot table you must have a DATABASE



NOW WE CAN CREATE A PIVOTTABLE (COZ WE ALREADY

Mouse Pointer here!

STEP 1



after the above step..

Choose Ne

STEP 2

STEP 3



3. Format the Report^^

Go to "View" > "Toolbars" then check the PivotTable. You'll have this.

The icon inside the red box is the "Format Report" option. Just choose

Click Next

STEP 4



5. Arrange the Data in the Pivot using "Layout".

Before moving on let me introduce you to four areas in the PivotTable

Page Area

Row Area



This is how you get to the "PivotTable Layout".

Then, this will show.



If you're done arranging just click "OK".

Click here.

Arrange the dataas you wish by"Click and Drag".



stomizable tabular format.

from - thus, customizable) form.

can do this operation in a very EFFICIENT WAY.

e database - you can extract the data you want.

n headings - all columns with data under it have names or headings).

der the Column Headings

lido (or similar things like that - there would be(appears)multiple names for a single idea)

s - it is sensitive to spelling (as in, whatever you type - you get)

rpose of having an example database).

Amount Column Headings (there should be no blank ones)

100

200

300 or you may check "Example Database" sheet just so you have an idea of how l400

500

600

700

800

900

1000

1100

1200

resent data included in the range^^

h.

a in it. Though a certain list will be prompted.



Check "PivotTable" to show the toolbar below.

HAVE A VALID DATABASE). HERE IS HOW.

In this Figure: You have to go to the Data Menu > PivotTable and PivotChart R

Also in this example the mouse pointer is inside the database -

Note: When the mouse pointer is located within the database - the entire r



By default it's: Microsoft Office Excel List or Database and PivotTable checked.

Note: Here you specify the range.

The Markings here shows the range..

and since the mouse pointer is inside the database - the entire database is aut

xt.



You may choose to put your Pivot in a "New Worksheet" or an "Existing Work

In the Layout Option you can find and make the data arrangements that will ap

"Table 2" Format.

Click Finish



ayout.

Page Area : is like a waiting list.. You can put here data you set aRow Area: contains column headings presented vertically.. We

Data Area: contains figures - only quantitative data are presente

Note you can arrange the data to present by JUST A CLICK AND DRata Area



How?Right Click the body of the PivotTable to show PivotTable Wizard.



large a database can be, that's just a part of the iceberg.



port to create a PIVOT

as a result when you go to Data Menu > PivotTable.. The entire range is highlighted automatica

ange is automatically covered. But when the mouse pointer is outside the database then you h



omatically highlighted.



heet".

pear in the Pivot. But I recommend to do the format first since the arrangements would only be



side for future use.lso have Column Area which presents Column Headings (includes Data under the Heading) Ho

d here.

AG^^.



lly.

ve to manually select the entire database - the range you want to include.



redone.



rizontally.



This is a valid Database since it has "Column Headings"^^, and no blank Column Heading - all headi

Month Date of Sale Agent Area Unit Qty Unit Price Amount

November-09 November 1, 2009 Elmer Luzon Product A 100 300 30,000

November-09 November 1, 2009 Rhea Visayas Product B 105 310 32,550

November-09 November 1, 2009Glenn Mindanao Product C 110 250 27,500November-09 November 1, 2009 Jerome Luzon Product D 115 400 46,000

November-09 November 1, 2009 Ric Visayas Product E 120 150 18,000

November-09 November 1, 2009Jenith Mindanao Product F 125 100 12,500



November-09 November 2, 2009Glenn Mindanao Product C 140 250 35,000

November-09 November 2, 2009 Jerome Luzon Product D 145 400 58,000



































You may also filterColumn Headings:Data > Filter >AutoFilter (ric)

You may also makeuse of Freeze Pane:Window > FreezePane. (ric)



November-09 November 10, 2009 Jenith Mindanao Product F 140 100 14,000



November-09 November 11, 2009 Glenn Mindanao Product C 200 250 50,000



November-09 November 11, 2009 Jenith Mindanao Product F 260 100 26,000November-09 November 11, 2009 Elmer Luzon Product A 280 300 84,000






































December-09 December 1, 2009Jenith Mindanao Product F 116 100 11,600

December-09 December 1, 2009 Elmer Luzon Product A 120 300 36,000

December-09 December 1, 2009 Rhea Visayas Product B 124 310 38,440



December-09 December 1, 2009Glenn Mindanao Product C 128 250 32,000

December-09 December 1, 2009 Jerome Luzon Product D 132 400 52,800

December-09 December 1, 2009 Ric Visayas Product E 136 150 20,400




December-09 December 2, 2009Glenn Mindanao Product C 152 250 38,000December-09 December 2, 2009 Jerome Luzon Product D 156 400 62,400

















































December-09 December 9, 2009Jenith Mindanao Product F 186 100 18,600December-09 December 10, 2009 Elmer Luzon Product A 192 300 57,600


December-09 December 10, 2009 Glenn Mindanao Product C 204 250 51,000



December-09 December 10, 2009 Jenith Mindanao Product F 222 100 22,200






December-09 December 11, 2009 Jenith Mindanao Product F 258 100 25,800December-09 December 11, 2009 Elmer Luzon Product A 264 300 79,200











December-09 December 20, 2009 Jenith Mindanao Product F 150 100 15,000December-09 December 21, 2009 Elmer Luzon Product A 170 300 51,000











December-09 December 30, 2009 Jenith Mindanao Product F 390 100 39,000December-09 December 31, 2009 Ric Luzon Product A 410 300 123,000



ngs should have Names.



After following step 3. You will have this.

This Box below sho

then, after applying some formats "Table 2" suggested. You'll have this.

then just arrange data in the "Layout" => right click body of the table > pivot table wizard > layout^^.



s all the data you have in your Database. See "Example Database Sheet"



THIS IS THE END RESULT:

Date of Sale (All) Pivot automatically creates subtotal for

Unit (All)

Month Area Agent Qty Average of Unit Price AmountNovember-09 Luzon Elmer 4,734 300 1,420,200

Jerome 3,746 400 1,498,400

Luzon Total 8,480 350 2,918,600

Mindanao Glenn 3,961 250 990,250

Jenith 4,004 100 400,400

Mindanao Total 7,965 177 1,390,650

Visayas Rhea 3,766 310 1,167,460

Ric 3,826 150 573,900

Visayas Total 7,592 230 1,741,360

November-09 Total 24,037 253 6,050,610

December-09 Luzon Elmer 3,100 300 930,000

Jerome 3,406 400 1,362,400

Ric 410 300 123,000

Luzon Total 6,916 348 2,415,400


Jenith 3,354 100 335,400

Mindanao Total 6,726 173 1,178,400

Visayas Rhea 3,236 310 1,003,160

Ric 3,464 150 519,600

Visayas Total 6,700 230 1,522,760

December-09 Total 20,342 251 5,116,560

Grand Total 44,379 252 11,167,170

What you can do with this?

This is the summary of the Database. You may add or take out some data you want.

You can also filter, sort and re-arrange the data (using the Column Headings).

SPECIAL NOTE: PivotTables cannot overlap each other^^, so put a space between Pivots..

Illustration

Say, the blue box is PivotTable 1 and t

Pivots should have spaces betweenspace here



not like this!

Continuation from Above

Date of Sale (All)

Unit (All)

Month Area Agent Qty Average of Unit Price Amount

November-09 Luzon Elmer 4,734 300 1,420,200

Jerome 3,746 400 1,498,400

Luzon Total 8,480 350 2,918,600


Jenith 4,004 100 400,400

Mindanao Total 7,965 177 1,390,650

Visayas Rhea 3,766 310 1,167,460

Ric 3,826 150 573,900Visayas Total 7,592 230 1,741,360

November-09 Total 24,037 253 6,050,610

December-09 Luzon Elmer 3,100 300 930,000

Jerome 3,406 400 1,362,400

Ric 410 300 123,000

Luzon Total 6,916 348 2,415,400


Jenith 3,354 100 335,400

Mindanao Total 6,726 173 1,178,400

Visayas Rhea 3,236 310 1,003,160Ric 3,464 150 519,600

Visayas Total 6,700 230 1,522,760

December-09 Total 20,342 251 5,116,560

Grand Total 44,379 252 11,167,170



every data added unto the Row Area. To change this scroll down. I'll show you.

Try moving the data, filtering and all^^.Click and Hold Agent and drag it to the left side of the Area^^.

You may also filter Agent names, say you only want to show the performance of Elmer^^, then

he red box the PivotTable 2.

them.



Steps

Step 1: Double click Area (as highlighted)

Step 2: Choose "None"

Step 3: Then OK



uncheck the other agents to show only Elmer's Performance.



What else can you do with PivotTable?

1. Format the data in the PivotTable.

say 2 decimal or 3 decimal places for totals

show " " (blank space) for error valuesshow subtotals

show data as percentage of another.

sort and filter.

2. Create a formula.

Here is how..

format data in the data area. say 2 decimal or 3

Just double click



format data in the data area. show " " (blank space) for error

then…



to show..

click options



show data as percentage of another..

(I copied this PivotTable in "End Result" sheet. Yes, you may copy a Pivot^^, just be

Date of Sale (All)Unit (All)

Area (All)

Month (All)

Agent Qty Average of Unit Price Amount

Elmer 7,834 300 2,350,200

Glenn 7,333 250 1,833,250

Jenith 7,358 100 735,800

Jerome 7,152 400 2,860,800

Rhea 7,002 310 2,170,620

Ric 7,700 155 1,216,500

Grand Total 44,379 252 11,167,170

Here is how to show data as percentage of another. What I'm going to do is show "Q

Steps

1. You show "Qty" twice.

Date of Sale (All)

Unit (All)

Area (All)

Month (All)

Agent Qty Sum of Qty2Elmer 7,834 7,834

Glenn 7,333 7,333

Jenith 7,358 7,358

Jerome 7,152 7,152

Rhea 7,002 7,002

Ric 7,700 7,700

Grand Total 44,379 44,379

2. Then you double click "Sum of Qty2".

Date of Sale (All)

Unit (All)Area (All)

Month (All)

Agent Qty Sum of Qty2

Elmer 7,834 7834

Glenn 7,333 7333

Jenith 7,358 7358



Jerome 7,152 7152

Rhea 7,002 7002

Ric 7,700 7700

Grand Total 44,379 44379

then..

choose then "OK"



decimal places for totals

click number.

Name of the Data(Column Heading).

You may rename it.

You mayaverage it or count it.

these Column Headings and format the cell^^.



values and subtotals



You choose what you want to do^^ with the rest of the data.



sure to include the Page Area.

y" in Numbers and in Percentage.

Average of Unit Price Amount300 2,350,200

250 1,833,250

100 735,800

400 2,860,800

310 2,170,620

155 1,216,500

252 11,167,170

You'll see this after..

Average of Unit Price Amount

300 2,350,200

250 1,833,250

100 735,800



400 2,860,800

310 2,170,620

155 1,216,500 click here^^

252 11,167,170



.



Date of Sale (All)

Unit (All) Formula; Say you want to Know the Amount (Qty

Area (All) And NOTE further, withou

Month (All) Here is how..

Agent Qty Average of Unit Price

Elmer 7,834 300Glenn 7,333 250

Jenith 7,358 100

Jerome 7,152 400

Rhea 7,002 310

Ric 7,700 155

Grand Total 44,379 252

The Calculated Field Dialogue Box will appear

Name Field: The name of the Formula

You name it.

Formula: The Formula that you will create.

How?

You just have to highlight the field you want to use.



The Sales Amount Colum

Highlight then"Insert Field". ThenOK.



x Unit Price)

t the formula in the DATABASE.

Then Calculated Field

Highlight (Month, in this example) thenpress "Insert Field" then operations youwant to use ( "x", "/", "+", or "-". Then theother fields you want to use. Then "OK".

You may also adjust the fields or formulahere.



n will be added in your Pivot. You may then Modify or Delete the Formula after.

I just typed ( * ) thenInsert Unit Priceusing same steps asprevious illustration.



the

=sumif

=if can be used in "Aging of AR" and "Ending Inventory Costing" - unluckily my Excel

=vlookup

Ito lang maituturo ko sa 'yo kasi, ito lang ang generally useful kahit sa anong field, yung iba pwede

SUMIF (similar with COUNTIF only that the latter only counts the items which meets the criteria)

example:

Expenses Amount

Depreciation 100

Selling 170

Administrative 240

Depreciation 310

Selling 380

Administrative 450

Depreciation 520Selling 590

Administrative 660

Depreciation 730

Selling 800

Administrative 870

5,820

Say you want to know the total of these 3 different expenses..

Depreciation 1,660 =SUMIF($B$14:$B$25,"Depreciati

Sellings 1,940 =SUMIF($B$14:$B$25,"Selling",$

Administrative 2,220 =SUMIF($B$14:$B$25,"Administr 5,820

IF

I'll try to remember the Aging

Simple Example

Name Age Category

Ricardo 45 Junior =IF(C39>60,

Richard 60 Junior

Ric 75 Senior

Chard 18 Junior

Kado 90 Senior

imagine you have millions of name and you are asked to categorize those names as either "Senior"

Sample Aging

Sales Amount Date of Sale Terms Due Date Collections

100,000 January 6, 2010 30 days February 5, 2010 0

200,000 November 6, 2009 30 days December 6, 2009 0

300,000 October 13, 2009 30 days November 12, 2009 0

400,000 August 7, 2009 30 days September 6, 2009 0

you may ask why "Depreciation"excel cannot read non-numericayou have to tell it that what youa text by enclosing it into "the t(even space)"



1,000,000 0

VLOOKUP

File / Excel 1 / Database 1 In a separat

Code Meaning Value (whatever) / Head100 Taxation Elmer

101 Cost Accounting Glenn

102 Audit Rhea

103 Operations Jerome

104 Technical Roy

105 Maintenance Ric

106 Admin Mylyn

107 Security Jamesfer

hehe

That's All^^.



Files were deleted by my previous employer before I left.

mo search sa internet or mag F1 (help) ka.

on",$C$14:$C$25) You have questions with absolute and moving referenc

$14:$C$25) - we just add "$" - dollar sign to the cell address to mak

tive",$C$14:$C$25)

Senior","Junior")

or "Junior". Seniors are 60+ years old.

A B C D

Balance Current >30 days >60 days >90 days

100,000 100,000 D

200,000 200,000 D

300,000 300,000 D

400,000 400,000 D

? It's becausel entries, so're entering isext you want

by the way;Formula to have an automatic dateadjustment is "=today()" it will updatethe day daily.



1,000,000 0 0 0 1,000,000

Excel, you only have codes and you want to know the meaning and who's the head in that depart

Code Meaning Head106 Admin Mylyn =VLOOKUP(F58,$A$58:$C$65,3,FALSE)

104 Technical Roy

101 Cost Accounting Glenn Lookup Value Value you want to fin

103 Operations Jerome Table Array Table where you wan

110 #N/A #N/A Column Index The column number

105 Maintenance Ric Range Lookup false = accurate ( will

102 Audit Rhea

107 Security Jamesfer

Note that if you have 2 similar codes, vlookup would only choose 1 from the two.



?

e it absolute. Press F1 for more explanation if needed. Aram na it nim for sure hehe



ent^^.

d

t to look at

ou where you want to extract data

return "#N/A" if not found) and true (if you want to return the result nearest to what you're looki



ng for)



Beginning Inventory Deliveries TGAS

Qty U/P Amount Qty U/P Amount Qty U/P

Product A 0 0 100 560 56,000 100 560

Product B 0 0 200 570 114,000 200 570

Product C 0 0 300 580 174,000 300 580Product D 0 0 400 590 236,000 400 590

Total 0 #DIV/0! 0 1,000 580 580,000 1,000 580

Beginning Inventory Deliveries TGAS

Qty U/P Amount Qty U/P Amount Qty U/P

Product A 25 560 14,000 500 565 282,500 525 565

Product B 41 570 23,370 400 575 230,000 441 575

Product C 38 580 22,040 300 585 175,500 338 584

Product D 40 590 23,600 250 600 150,000 290 599

Total 144 576 83,010 1,450 578 838,000 1,594 578



Sales Pull Out Ending Inven

Amount Qty U/P Amount Qty U/P Amount Qty U/P

56,000 50 1,120 56,000 25 560 14,000 25 560

114,000 150 760 114,000 9 570 5,130 41 570

174,000 250 696 174,000 12 580 6,960 38 580236,000 350 674 236,000 10 590 5,900 40 590

580,000 800 725 580,000 56 571 31,990 144 576

Sales Pull Out Ending Inven

Amount Qty U/P Amount Qty U/P Amount Qty U/P

296,500 75 3,953 296,500 10 565 5,648 440 565

253,370 165 1,536 253,370 50 575 28,727 226 575

197,540 265 745 197,540 30 584 17,533 43 585

173,600 175 992 173,600 15 599 8,979 100 600

921,010 680 1,354 921,010 105 580 60,887 809 573



tory

Amount

14,000

23,370

22,04023,600

83,010

tory

Amount

248,600

129,950

25,155

60,000

463,705

how to create a pivot table

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