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Pulling Information to a new sheet if a match

  1. #1
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    Pulling Information to a new sheet if a match

    Hi Again

    I've got this spreadsheet, it's quite large and will only get larger!

    On the sheet Everything, it will be a large data dump for various school subscriptions, and costings. At the moment I'm still figuring out how best to lay this out and actually navigate it easier. At the far right in BU to CB we have totals which we invoice/charge for the year - each column/service we charge separately.

    What I want to do is on another sheet Sheet1 is to create a finance tool, so that when a service is selected in a drop down in say B6 it will pull information from the Everything sheet (so if I selected Governor Services it will pull through the school, type, dfe, total amount for Governor Services, a supplier number and cost centre)

    If anything, this will help us to be a bit more efficient in setting up our billing.

    I've tried using INDEX and MATCH - however the results don't seem to start from row 3 and are more randomised!

    There is also the issue where, I don't think merged cells play well in formulas? The headers for the table, above them are merged cells which entitle each set of columns to show which service they represent.

    Any help would be appreciated for this tool - and any tips for a more user friendly database experience would also be welcomed!
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  2. #2
    Forum Moderator Glenn Kennedy's Avatar
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    Re: Pulling Information to a new sheet if a match

    A litle more info on where this stuff was (column IDs needed) would have been helpful. However, use variants of this array formula:

    =IFERROR(INDEX(Everything!B:B,SMALL(IF(Everything!$BV$3:$BV$302<>0,ROW(Everything!$BV$3:$BV$302)),ROWS(A$9:A9))),"")

    Array Formulae are a little different from ordinary formulae in that they MUST be confirmed in the FIRST CELL ONLY by pressing CTRL+SHIFT+ENTER to activate the array, not just ENTER. After that, the array can be dragged down as normal, to cover the desired range.

    You will know the array is active when you see curly brackets { } - or "curly braces" for those of you in the USA, or "flower brackets" for those of you in India - appear around the outside of your formula. If you do not use CTRL+SHIFT+ENTER you will (almost always) get an error message or an incorrect answer. Press F2 on that cell and try again.

    Don't type the curly brackets yourself - it won't work...
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    Glenn




    None of us get paid for helping you... we do this for fun. So DON'T FORGET to say "Thank You" to all who have freely given some of their time to help YOU

  3. #3
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    Re: Pulling Information to a new sheet if a match

    Sorry if I'm being really dumb, but I'm struggling to work out how that formula is working.

    I can see that it works, and can see how the array formula makes the difference.

    If I wanted to add the option to only show certain bits of info - could I do that? For instance, if on Sheet1 in B6 I chose Governor Services for a drop down list, the values of columns W to AD would only be pulled through?

    Sorry - if it's easier I'll try and knock up a smaller example sheet

  4. #4
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    Re: Pulling Information to a new sheet if a match

    Perhaps the following will help.
    1) A table of values is placed on sheet 1 in K2:T5
    2) Cell B6's data validation is linked to the values in K2:K5
    3) The values in D8:J8 are populated using: =INDEX($M2:$T5,MATCH($B6,$K2:$K5,0),COLUMN(A:A))
    Note that zeros are hidden using conditional formatting (font = white)
    4) The values in column A are populated using*:
    Formula: copy to clipboard
    Please Login or Register  to view this content.

    5) The values in columns B:C are populated using: =IFERROR(INDEX(Table1[Type],MATCH($A9,Table1[[School]:[School]],0)),"")
    6) The values in columns D:J are populated using:
    Formula: copy to clipboard
    Please Login or Register  to view this content.

    *Denotes an array entered formula which is confirmed as per directions in Glenn's post.
    Note that the formula in column A refers to a helper column (CC) on the Everything sheet.
    The helper column is populated using: =SUMPRODUCT((BU$2:BX$2=INDEX(Sheet1!L$2:L$5,MATCH(Sheet1!B$6,Sheet1!K$2:K$5,0)))*(BU3:BX3<>0))
    The helper column may be moved and/or hidden for aesthetic purposes.
    Let us know if you have any questions.
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    Consider taking the time to add to the reputation of everybody that has taken the time to respond to your query.

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