Use of Pivot Table

Open the file Scout Inventory.xlsx and place your cursor in any cell found inside the table or database
then select the icon for Pivot Table as shown below:

The screen below would appear:

Note: Pivot Table captured the range of cells subject for analysis. (see the Table/Range)

 Select the “New Worksheet” option to display the new pivot table in a new worksheet.
 The screen below would appear:

Notice the following:

 Those fields found on the upper right portion of the screen are the headers found in
your table/database;
 Also, on the screen below are the different areas: Report Filter, Row Labels, Column
Labels, and Values; and

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  The Pivot Field List would temporarily disappear if cursor is place outside the Pivot
Table pane. To view/access the Pivot Field List, simply place the cursor inside the Pivot
Table pane.

1. To display the Gross Sales covering the Calendar Years (CYs) 2012, 2013, and 2014, simply drag the
field Gross Sales to the Values area or select the check box besides the Gross Sales and
automatically it will the posted to the Values area. It is the default if the field has a numeric data
type.

Then, the screen below would be read as follows:

For Printing

This is the Total Gross Sales covering the CYs 2012 to 2014.

2. To display the Gross Sales for each CY drag the Date field to the Row Label. The screen below would
appear:

Note: Pivot would display the unique Dates and corresponding accumulated sales for each date.

Now, to display the Gross Sales for each year, do the following:

 Place your cursor on any cell (A5 to A186) found under the Row Labels column, right click the
mouse and select the Group option as shown below:

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  Select the Years option, then OK. The screen below would appear:

For Printing

 To display the Gross Sales per Quarter and per Month, simply select the Quarters and Months
options as shown below:

Notes: You also have the option to change the date coverage by simply providing the new dates on the
Start At and Ending At fields.

To change the view to Classic Pivot Table layout, right click the mouse, select Pivot Table
Option, go to Display Tab and check the Classic PivotTables layout (enables dragging of fields in
the grid) option as shown below:

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A new screen would appear as shown below:

Now, further filter our pivot table by dragging Customer’s Name field to the Report Filter area as shown
below:

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Notice the above activity, Report Filter the Customer’s Area would have a new appearance reflecting the
Customer’s Name as shown below:

Select the inverted triangle and enter “Council” on the search box then select the check box for “Select
Multiple Items” then click the OK button as shown below:

Pivot Table would perform an incremental search for all customers having the word “Council” in its
name. The resulting display would be similar to the screen below:

For Printing

These are the gross sales related to all Councils per Year, per Quarter, and per Month.

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To display the number of transactions per Council, select the “Sum of Gross Sales” found on the Value
Area, locate and select the inverted triangle, and select the Value Field Setting option as shown below:

The screen below would appear:

Select the “Count” option, then OK. The resulting screen is displayed below:

For Printing

Notice on the Row Area we now have three (3) fields (Years, Quarters, and Date fields). The Years field
is the Outermost and Date being the Innermost fields.

These fields could be further filtered by selecting the inverted triangle and provide the desired criteria.

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Should you desire to have a different perspective, you may also move the fields (Years, Quarters, and
Date) to a different location by simply dragging (e.g. the Year field found in cell A4 to C4)

Resulting screen:

You may also move the Quarters field to the Column Area by following the steps below:

First, remove the Date field found on the Row Labels by selecting the inverted triangle then select the
Remove field option (or you may drag the field to the Pivot table Field List)

Third, drag Quarters field found on the Row Labels area to the Column Label area as shown below:

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Resulting screen:

NOTE: For Printing

To display the details of the Qtr1 of Year 2012, simply double click on the cell B5 and pivot table would
create a new worksheet containing the details of the 292 transactions.

For presentation or reporting purposes, you may decide to insert an percentages of the number of
Transactions in relation to Grand Total by:

 Drag another instance of the Quarters field found on the Pivot Table Field List to the Values
Area;

 Select the inverted triangle of the field inserted above (Count of Quarters);

 Select the “Value Field Setting…” option;

 Select the tab “Show Values As”; and

 On the “Show value as” selection list, select “% of Grand Total” option, then select the OK as
shown below:

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Resulting screen:

We now have the total number of transactions and the corresponding percentages in relation to Grand
Total per Quarter per Year.
For Printing

To Clear all works performed

Select Options  Clear  Clear All

This would eliminate all works performed.

(or Drag the fields found in the Report Labels, Column Labels, Row Area, and Values one at a time)

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How to Perform Duplicate Tests

Place your cursor in any cell found inside the table or database then select the icon for Pivot Table as
shown below:

The screen below would appear:

Drag the Doc No. field to the Row Label and to the Value areas as shown below:

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Resulting screen:

Then, place your cursor on any cell (B5 to B23252) found in column B, right click the mouse, select
“Value Field Setting” option, then select the “Count” option as shown below:

On the resulting screen, any values greater than 1, it has duplicates. Use the Conditional Formatting to
highlight all records with more than 1 result.
For Printing
Note:

To view the details where duplicates exist, place the cursor on the cell containing values greater than 1
then double click the mouse. MS Excel will create a new worksheet displaying the affected records
where duplicate were detected.

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How to Perform Duplicate Tests

Following the procedures above, place your cursor on any cell (B3 to B23252) found in column B, right
click the mouse and select “Value Field Setting” option.

Then, go to “Summarize Values by” tab and select the “Average” option as shown below:

Then, select “Show Values As” tab, then on Base field selection list, select “Doc. No.” Then, on the Base
Item selection list, select the “(previous)” option, then press the OK as shown below:

On the resulting screen:

Any values greater than one (1) there is a gap. For Printing

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How to protect your Pivot Table from all unauthorized access

1. Display the worksheet that contains the Pivot Table.

2. Click Review  Protect Sheet.
3. Check the check box for Select Protect worksheet and contents of locked cells.

4. Type the password.

5. Select the “Use PivotTable report” option.
6. Retype the password.
7. Click OK.

That is All for now for fear of Information Overload.

Print a portion of the screen where you find a comment “For Printing”. Use the
Snipping Tool.

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