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Help with creating two charts from unusual data layout

  1. #1
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    Help with creating two charts from unusual data layout

    Hi,

    I'm trying to create two charts in Excel and unfortunately I've hit a brick wall with both. These are both to compare our budget against our actual spend. The budget and actual spend figures are both in a worksheet which our finance team maintain, here's a screenshot of how it looks for the first few months (the actual spreadsheet covers three financial years).

    Capture.PNG

    The Spent figure is the amount which we've actually paid for, and the Anticipated Spend is that figure plus the cost of some items which we've ordered but haven't paid for yet. The hidden columns are different departments, but it's only the figures in column M which I need. The 2.5m figure at the top of column M is the budget, I think that'll need to move for the charts to work.

    The first chart I'm trying to create is a simple Line chart. I want three lines - one with the budget (it'll remain the same from month to month, but will change between financial years), one with the Spend and one with the Anticipated Spend, similar to the screenshot below.

    CAPTURE2.PNG

    The second chart I'm trying to create is a column chart with the same three figures, but with the budget column behind the other two, similar to the screenshot below (excuse the terrible use of MS Paint!)

    CAPTURE3.PNG

    Unfortunately the way the data is laid out is making this difficult. I can create charts where it's a simple "one row heading, one column heading, a value in each" table, but the month and Spend/Anticipated Spend labels both being the column headings (and the month not appearing next to one of those) has confused me. I can't change the table layout, since it's used by a lot of people for various different purposes.

    Can anyone help with how I can create these charts?

    Thanks

  2. #2
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    Re: Help with creating two charts from unusual data layout

    1) On another sheet (or the same sheet) create a table, with four headings:

    Date Budget Spent Anticipated Spend
    For Date, use
    =INDEX('Sheet Name'!A:A,ROW('Sheet Name'!A1)*2)
    For Budget, use
    ='Sheet Name'!$M$1
    For spent, use
    =INDEX('Sheet Name'!M:M,ROW('Sheet Name'!A1)*2)
    For Anticipated Spend, use
    =INDEX('Sheet Name'!M:M,ROW('Sheet Name'!A1)*2+1)

    For all of these, I am assuming that the sheet with the table is named "Sheet Name" - then copy those four formulas down to pull all of your data, and use that table as the source of your graph.

    2) I don't know of a way to do that - look at http://peltiertech.com/ - Jon is the best graph maker that I know of, so you may get some ideas or tips there.
    Bernie Deitrick
    Excel MVP 2000-2010

  3. #3
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    Re: Help with creating two charts from unusual data layout

    That's great, thank you for your help!

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