Trying to retain data in one part of my worksheet which comes from formula in another part

Murray Field

New Member
Joined
Jan 9, 2016
Messages
7
I have a worksheet setup to record household expenses and income (on a daily basis) and provide reporting at the same time. In part of the worksheet I record the daily expenses and income with totals at the bottom. I have very basic formula which adds up the daily amounts and gives a total for the month at the bottom. I then reference these cells in the part of the worksheet where I record the monthly totals. This works fine but when I come to the next month (which in my case will be February) I strike a problem. If I delete all the data for January with the idea of re-populating the worksheet with February's data then all the figures will disappear from the January month in the reporting section of the worksheet. The only way I can see around this, at the moment is to create another month section and reference those totals in the February section of the reporting part of the worksheet. You can imagine how big the worksheet would get if I had to do this for the whole 12 months of the year!

I have done the google thing and just gotten completely confused! I know what I am wanting to be done can be done but I don't have the knowledge, skill or time (for that matter) to do it without help.

Just in case any of you are wondering why don't I just get a personal accounting package off the web? Well, I have tried almost all of them and while some are very good I still keep coming back to Excel which I really love!!!

I have created a "view link" to my spreadsheet (I hope this works, this is the first time I've ever done this?) so you can see what I am trying to do (this may help in view of my above explanation may sound like rubbish) but I sure there is a way to do what I want it to do (cross fingers)...

https://onedrive.live.com/redir?page...GhB9O8gwm1Nxa8
 

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sheetspread

Well-known Member
Joined
Sep 19, 2005
Messages
5,117
This would be so much easier in what's conventionally known as a normalized database structure, like:

<b>Excel 2010</b><table cellpadding="2.5px" rules="all" style=";background-color: #FFFFFF;border: 1px solid;border-collapse: collapse; border-color: #BBB"><colgroup><col width="25px" style="background-color: #DAE7F5" /><col /><col /><col /><col /></colgroup><thead><tr style=" background-color: #DAE7F5;text-align: center;color: #161120"><th></th><th>A</th><th>B</th><th>C</th><th>D</th></tr></thead><tbody><tr ><td style="color: #161120;text-align: center;">1</td><td style="color: #333333;;">Date</td><td style="color: #333333;;">Account</td><td style="color: #333333;;">Group</td><td style="color: #333333;;">Amount</td></tr><tr ><td style="color: #161120;text-align: center;">2</td><td style="text-align: right;color: #333333;;">1/9/2016</td><td style="color: #333333;;">Salary</td><td style="color: #333333;;">Income</td><td style="text-align: right;color: #333333;;">10000</td></tr><tr ><td style="color: #161120;text-align: center;">3</td><td style="text-align: right;color: #333333;;">1/14/2016</td><td style="color: #333333;;">Taxi</td><td style="color: #333333;;">Expense</td><td style="text-align: right;color: #333333;;">-20</td></tr><tr ><td style="color: #161120;text-align: center;">4</td><td style="text-align: right;color: #333333;;">2/22/2016</td><td style="color: #333333;;">Health</td><td style="color: #333333;;">Expense</td><td style="text-align: right;color: #333333;;">-100</td></tr></tbody></table><p style="width:3.6em;font-weight:bold;margin:0;padding:0.2em 0.6em 0.2em 0.5em;border: 1px solid #BBB;border-top:none;text-align: center;background-color: #DAE7F5;color: #161120">Sheet1</p><br /><br />

You can then present the data in the two dimensional format you currently have or any other way.
 
Last edited:

Murray Field

New Member
Joined
Jan 9, 2016
Messages
7
This would be so much easier in what's conventionally known as a normalized database structure, like:

Excel 2010
ABCD
1DateAccountGroupAmount
21/9/2016SalaryIncome10000
31/14/2016TaxiExpense-20
42/22/2016HealthExpense-100

<colgroup><col style="width: 25pxpx"><col><col><col><col></colgroup><thead>
</thead><tbody>
</tbody>
Sheet1



You can then present the data in the two dimensional format you currently have or any other way.
Thank you for your response.

I will see what information I can find on "normalised database structure" as you suggest.

Murray
 

sheetspread

Well-known Member
Joined
Sep 19, 2005
Messages
5,117
Ok, and here's a longer example:

<b>Excel 2010</b><table cellpadding="2.5px" rules="all" style=";background-color: #FFFFFF;border: 1px solid;border-collapse: collapse; border-color: #BBB"><colgroup><col width="25px" style="background-color: #DAE7F5" /><col /><col /><col /><col /></colgroup><thead><tr style=" background-color: #DAE7F5;text-align: center;color: #161120"><th></th><th>A</th><th>B</th><th>C</th><th>D</th></tr></thead><tbody><tr ><td style="color: #161120;text-align: center;">1</td><td style="color: #333333;;">Date</td><td style="color: #333333;;">Account</td><td style="color: #333333;;">Group</td><td style="color: #333333;;">Amount</td></tr><tr ><td style="color: #161120;text-align: center;">2</td><td style="text-align: right;color: #333333;;">1/9/2016</td><td style="color: #333333;;">Salary</td><td style="color: #333333;;">Income</td><td style="text-align: right;color: #333333;;">10000</td></tr><tr ><td style="color: #161120;text-align: center;">3</td><td style="text-align: right;color: #333333;;">1/14/2016</td><td style="color: #333333;;">Taxi</td><td style="color: #333333;;">Expense</td><td style="text-align: right;color: #333333;;">-20</td></tr><tr ><td style="color: #161120;text-align: center;">4</td><td style="text-align: right;color: #333333;;">2/22/2016</td><td style="color: #333333;;">Health</td><td style="color: #333333;;">Expense</td><td style="text-align: right;color: #333333;;">-100</td></tr><tr ><td style="color: #161120;text-align: center;">5</td><td style="text-align: right;color: #333333;;">9/2/2016</td><td style="color: #333333;;">Health</td><td style="color: #333333;;">Expense</td><td style="text-align: right;color: #333333;;">-949</td></tr><tr ><td style="color: #161120;text-align: center;">6</td><td style="text-align: right;color: #333333;;">3/10/2016</td><td style="color: #333333;;">Vehicles</td><td style="color: #333333;;">Expense</td><td style="text-align: right;color: #333333;;">-596</td></tr><tr ><td style="color: #161120;text-align: center;">7</td><td style="text-align: right;color: #333333;;">3/5/2016</td><td style="color: #333333;;">Vacation</td><td style="color: #333333;;">Expense</td><td style="text-align: right;color: #333333;;">-989</td></tr><tr ><td style="color: #161120;text-align: center;">8</td><td style="text-align: right;color: #333333;;">2/29/2016</td><td style="color: #333333;;">Clothing</td><td style="color: #333333;;">Expense</td><td style="text-align: right;color: #333333;;">-864</td></tr><tr ><td style="color: #161120;text-align: center;">9</td><td style="text-align: right;color: #333333;;">2/27/2016</td><td style="color: #333333;;">Website</td><td style="color: #333333;;">Expense</td><td style="text-align: right;color: #333333;;">-940</td></tr><tr ><td style="color: #161120;text-align: center;">10</td><td style="text-align: right;color: #333333;;">5/30/2016</td><td style="color: #333333;;">Health</td><td style="color: #333333;;">Expense</td><td style="text-align: right;color: #333333;;">-1793</td></tr><tr ><td style="color: #161120;text-align: center;">11</td><td style="text-align: right;color: #333333;;">1/18/2016</td><td style="color: #333333;;">Health</td><td style="color: #333333;;">Expense</td><td style="text-align: right;color: #333333;;">-1170</td></tr><tr ><td style="color: #161120;text-align: center;">12</td><td style="text-align: right;color: #333333;;">8/2/2016</td><td style="color: #333333;;">Taxi</td><td style="color: #333333;;">Expense</td><td style="text-align: right;color: #333333;;">-1576</td></tr><tr ><td style="color: #161120;text-align: center;">13</td><td style="text-align: right;color: #333333;;">9/22/2016</td><td style="color: #333333;;">Salary</td><td style="color: #333333;;">Income</td><td style="text-align: right;color: #333333;;">10000</td></tr><tr ><td style="color: #161120;text-align: center;">14</td><td style="text-align: right;color: #333333;;">6/10/2016</td><td style="color: #333333;;">Vehicles</td><td style="color: #333333;;">Expense</td><td style="text-align: right;color: #333333;;">-347</td></tr><tr ><td style="color: #161120;text-align: center;">15</td><td style="text-align: right;color: #333333;;">3/12/2016</td><td style="color: #333333;;">Clothing</td><td style="color: #333333;;">Expense</td><td style="text-align: right;color: #333333;;">-1207</td></tr><tr ><td style="color: #161120;text-align: center;">16</td><td style="text-align: right;color: #333333;;">4/11/2016</td><td style="color: #333333;;">Clothing</td><td style="color: #333333;;">Expense</td><td style="text-align: right;color: #333333;;">-993</td></tr><tr ><td style="color: #161120;text-align: center;">17</td><td style="text-align: right;color: #333333;;">9/7/2016</td><td style="color: #333333;;">Website</td><td style="color: #333333;;">Expense</td><td style="text-align: right;color: #333333;;">-34</td></tr><tr ><td style="color: #161120;text-align: center;">18</td><td style="text-align: right;color: #333333;;">12/21/2016</td><td style="color: #333333;;">Salary</td><td style="color: #333333;;">Income</td><td style="text-align: right;color: #333333;;">10000</td></tr><tr ><td style="color: #161120;text-align: center;">19</td><td style="text-align: right;color: #333333;;">2/5/2016</td><td style="color: #333333;;">Vacation</td><td style="color: #333333;;">Expense</td><td style="text-align: right;color: #333333;;">-997</td></tr><tr ><td style="color: #161120;text-align: center;">20</td><td style="text-align: right;color: #333333;;">5/21/2016</td><td style="color: #333333;;">Vacation</td><td style="color: #333333;;">Expense</td><td style="text-align: right;color: #333333;;">-235</td></tr><tr ><td style="color: #161120;text-align: center;">21</td><td style="text-align: right;color: #333333;;">8/24/2016</td><td style="color: #333333;;">Health</td><td style="color: #333333;;">Expense</td><td style="text-align: right;color: #333333;;">-274</td></tr><tr ><td style="color: #161120;text-align: center;">22</td><td style="text-align: right;color: #333333;;">12/29/2016</td><td style="color: #333333;;">Salary</td><td style="color: #333333;;">Income</td><td style="text-align: right;color: #333333;;">10000</td></tr><tr ><td style="color: #161120;text-align: center;">23</td><td style="text-align: right;color: #333333;;">4/4/2016</td><td style="color: #333333;;">Taxi</td><td style="color: #333333;;">Expense</td><td style="text-align: right;color: #333333;;">-916</td></tr><tr ><td style="color: #161120;text-align: center;">24</td><td style="text-align: right;color: #333333;;">7/22/2016</td><td style="color: #333333;;">Salary</td><td style="color: #333333;;">Income</td><td style="text-align: right;color: #333333;;">10000</td></tr><tr ><td style="color: #161120;text-align: center;">25</td><td style="text-align: right;color: #333333;;">5/4/2016</td><td style="color: #333333;;">Salary</td><td style="color: #333333;;">Income</td><td style="text-align: right;color: #333333;;">10000</td></tr></tbody></table><p style="width:3.6em;font-weight:bold;margin:0;padding:0.2em 0.6em 0.2em 0.5em;border: 1px solid #BBB;border-top:none;text-align: center;background-color: #DAE7F5;color: #161120">Sheet1</p><br /><br />

Insert-Pivot Table-(drag Date into column label,Group and Account into row label, Amount into value labels, then right click on the first date, 1/9/2016, group, months, ok):

<b>Excel 2010</b><table cellpadding="2.5px" rules="all" style=";background-color: #FFFFFF;border: 1px solid;border-collapse: collapse; border-color: #BBB"><colgroup><col width="25px" style="background-color: #DAE7F5" /><col /><col /><col /><col /><col /><col /><col /><col /><col /><col /><col /><col /></colgroup><thead><tr style=" background-color: #DAE7F5;text-align: center;color: #161120"><th></th><th>A</th><th>B</th><th>C</th><th>D</th><th>E</th><th>F</th><th>G</th><th>H</th><th>I</th><th>J</th><th>K</th><th>L</th></tr></thead><tbody><tr ><td style="color: #161120;text-align: center;">3</td><td style="color: #333333;;">Sum of Amount</td><td style="color: #333333;;">Column Labels</td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td></tr><tr ><td style="color: #161120;text-align: center;">4</td><td style="color: #333333;;">Row Labels</td><td style="color: #333333;;">Jan</td><td style="color: #333333;;">Feb</td><td style="color: #333333;;">Mar</td><td style="color: #333333;;">Apr</td><td style="color: #333333;;">May</td><td style="color: #333333;;">Jun</td><td style="color: #333333;;">Jul</td><td style="color: #333333;;">Aug</td><td style="color: #333333;;">Sep</td><td style="color: #333333;;">Dec</td><td style="color: #333333;;">Grand Total</td></tr><tr ><td style="color: #161120;text-align: center;">5</td><td style="color: #333333;;">Expense</td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td></tr><tr ><td style="color: #161120;text-align: center;">6</td><td style="color: #333333;;">Clothing</td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;">-864</td><td style="text-align: right;color: #333333;;">-1207</td><td style="text-align: right;color: #333333;;">-993</td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;">-3064</td></tr><tr ><td style="color: #161120;text-align: center;">7</td><td style="color: #333333;;">Health</td><td style="text-align: right;color: #333333;;">-1170</td><td style="text-align: right;color: #333333;;">-100</td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;">-1793</td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;">-274</td><td style="text-align: right;color: #333333;;">-949</td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;">-4286</td></tr><tr ><td style="color: #161120;text-align: center;">8</td><td style="color: #333333;;">Taxi</td><td style="text-align: right;color: #333333;;">-20</td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;">-916</td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;">-1576</td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;">-2512</td></tr><tr ><td style="color: #161120;text-align: center;">9</td><td style="color: #333333;;">Vacation</td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;">-997</td><td style="text-align: right;color: #333333;;">-989</td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;">-235</td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;">-2221</td></tr><tr ><td style="color: #161120;text-align: center;">10</td><td style="color: #333333;;">Vehicles</td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;">-596</td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;">-347</td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;">-943</td></tr><tr ><td style="color: #161120;text-align: center;">11</td><td style="color: #333333;;">Website</td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;">-940</td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;">-34</td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;">-974</td></tr><tr ><td style="color: #161120;text-align: center;">12</td><td style="color: #333333;;">Expense Total</td><td style="text-align: right;color: #333333;;">-1190</td><td style="text-align: right;color: #333333;;">-2901</td><td style="text-align: right;color: #333333;;">-2792</td><td style="text-align: right;color: #333333;;">-1909</td><td style="text-align: right;color: #333333;;">-2028</td><td style="text-align: right;color: #333333;;">-347</td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;">-1850</td><td style="text-align: right;color: #333333;;">-983</td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;">-14000</td></tr><tr ><td style="color: #161120;text-align: center;">13</td><td style="color: #333333;;">Income</td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td></tr><tr ><td style="color: #161120;text-align: center;">14</td><td style="color: #333333;;">Salary</td><td style="text-align: right;color: #333333;;">10000</td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;">10000</td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;">10000</td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;">10000</td><td style="text-align: right;color: #333333;;">20000</td><td style="text-align: right;color: #333333;;">60000</td></tr><tr ><td style="color: #161120;text-align: center;">15</td><td style="color: #333333;;">Income Total</td><td style="text-align: right;color: #333333;;">10000</td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;">10000</td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;">10000</td><td style="text-align: right;color: #333333;;"></td><td style="text-align: right;color: #333333;;">10000</td><td style="text-align: right;color: #333333;;">20000</td><td style="text-align: right;color: #333333;;">60000</td></tr><tr ><td style="color: #161120;text-align: center;">16</td><td style="color: #333333;;">Grand Total</td><td style="text-align: right;color: #333333;;">8810</td><td style="text-align: right;color: #333333;;">-2901</td><td style="text-align: right;color: #333333;;">-2792</td><td style="text-align: right;color: #333333;;">-1909</td><td style="text-align: right;color: #333333;;">7972</td><td style="text-align: right;color: #333333;;">-347</td><td style="text-align: right;color: #333333;;">10000</td><td style="text-align: right;color: #333333;;">-1850</td><td style="text-align: right;color: #333333;;">9017</td><td style="text-align: right;color: #333333;;">20000</td><td style="text-align: right;color: #333333;;">46000</td></tr></tbody></table><p style="width:3.6em;font-weight:bold;margin:0;padding:0.2em 0.6em 0.2em 0.5em;border: 1px solid #BBB;border-top:none;text-align: center;background-color: #DAE7F5;color: #161120">Sheet2</p><br /><br />

(I also moved the subtotals to the bottom of each group through the subtotals section of the design menu)

There are drawbacks as well, such as having to set a custom sort order (Expense comes alphabetically before income and revenue), but you'll find this much more efficient overall. You can filter dates and other fields in place or to additional worksheets.
 
Last edited:

sheetspread

Well-known Member
Joined
Sep 19, 2005
Messages
5,117
Nice, and another word about the sorting, if you right click on Expense in the above example, sort, you can go Z-A to get income first, custom obviously isn't required for that.
 

Murray Field

New Member
Joined
Jan 9, 2016
Messages
7
I've got the Pivot Table up and running. Now I need to be able to save the totals on a month by month basis and have the results appear in a cashflow type worksheet. I also need to add %s. I don't know if you have yet had a look at my original worksheet on onedrive but it you look at it you will see what I am trying to do.
 

sheetspread

Well-known Member
Joined
Sep 19, 2005
Messages
5,117
You can either create another pivot table filtering the desired date or group by month and year to compare sideways. For percentages, go to the pivot table tools options tab and choose from "show values as".
 

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