Extracting/look up data from a list and select multiple instances

Hi all..

I have a situation that is a bit unique and interesting. I have a list of
account numbers that have invoices linked to them. From this vast list, I
have around 10 -15 different account numbers that I would like the invoice
numbers (and associated information) pulled from the list and put into
another area (on the same worksheet). The problem is that an account number
may appear multiple times in the list (have more than 1 invoice) and when I
do Vlookup or Vlookups it's only returning the first invoice. I would like
to have it look in the big list for the account number, and return all
instances associated with that account number.

Here's an example:

A B C D E
F G
1 090WEN111 111012 $20.00 Paper 4/25/05
090PAP112
2 090PAP112 112141 $100.00 Tissue 1/25/05
090TIM412
3 090PAP112 114571 $58.23 Paper 3/1/05
4 090TIM412 142577 $45.21 SANI 5/1/05

so in this example, columns A - E have all the info that comes from a
database report. Column G has a select list of accounts that I need the data
for. Instead of me having to go through hundreds of records, I would like to
have Excel find these records and place them into a separate area on the same
worksheet.

I know that this one is a bit long and drawn out but I really would
appreciate any help someone could offer... Thanks in advance!

You could use the AutoFilter command on the Data menu
Or the advanced filter to copy the selected invoices to another range.

Or better still store this information a database, it's this sort of thing
MS Access was made for.

Nick

"Candice H." <Candice [email protected]> wrote in message
news:[email protected]...
> Hi all..
>
> I have a situation that is a bit unique and interesting. I have a list of
> account numbers that have invoices linked to them. From this vast list, I
> have around 10 -15 different account numbers that I would like the invoice
> numbers (and associated information) pulled from the list and put into
> another area (on the same worksheet). The problem is that an account
> number
> may appear multiple times in the list (have more than 1 invoice) and when
> I
> do Vlookup or Vlookups it's only returning the first invoice. I would
> like
> to have it look in the big list for the account number, and return all
> instances associated with that account number.
>
> Here's an example:
>
> A B C D E
> F G
> 1 090WEN111 111012 $20.00 Paper 4/25/05
> 090PAP112
> 2 090PAP112 112141 $100.00 Tissue 1/25/05
> 090TIM412
> 3 090PAP112 114571 $58.23 Paper 3/1/05
> 4 090TIM412 142577 $45.21 SANI 5/1/05
>
> so in this example, columns A - E have all the info that comes from a
> database report. Column G has a select list of accounts that I need the
> data
> for. Instead of me having to go through hundreds of records, I would like
> to
> have Excel find these records and place them into a separate area on the
> same
> worksheet.
>
> I know that this one is a bit long and drawn out but I really would
> appreciate any help someone could offer... Thanks in advance!

Thanks for replying. The only thing about using filters is that I need to
create a pivot table from the data and I would have multiple (like 15)
different accounts to filter by.

MsAccess could be an option but once again, I am creating a pivot table
based on the data.

"Nick" wrote:

> You could use the AutoFilter command on the Data menu
> Or the advanced filter to copy the selected invoices to another range.
>
> Or better still store this information a database, it's this sort of thing
> MS Access was made for.
>
> Nick
>
> "Candice H." <Candice [email protected]> wrote in message
> news:[email protected]...
> > Hi all..
> >
> > I have a situation that is a bit unique and interesting. I have a list of
> > account numbers that have invoices linked to them. From this vast list, I
> > have around 10 -15 different account numbers that I would like the invoice
> > numbers (and associated information) pulled from the list and put into
> > another area (on the same worksheet). The problem is that an account
> > number
> > may appear multiple times in the list (have more than 1 invoice) and when
> > I
> > do Vlookup or Vlookups it's only returning the first invoice. I would
> > like
> > to have it look in the big list for the account number, and return all
> > instances associated with that account number.
> >
> > Here's an example:
> >
> > A B C D E
> > F G
> > 1 090WEN111 111012 $20.00 Paper 4/25/05
> > 090PAP112
> > 2 090PAP112 112141 $100.00 Tissue 1/25/05
> > 090TIM412
> > 3 090PAP112 114571 $58.23 Paper 3/1/05
> > 4 090TIM412 142577 $45.21 SANI 5/1/05
> >
> > so in this example, columns A - E have all the info that comes from a
> > database report. Column G has a select list of accounts that I need the
> > data
> > for. Instead of me having to go through hundreds of records, I would like
> > to
> > have Excel find these records and place them into a separate area on the
> > same
> > worksheet.
> >
> > I know that this one is a bit long and drawn out but I really would
> > appreciate any help someone could offer... Thanks in advance!
>
>
>

Hi Candice

Using advanced filter and copying the data to a different range would be
ideal for this.
You could specify the different accounts in your criteria range and then run
the filter.
Base your pivot table on the copied, filtered data and that should work.

Nick


"Candice H." <[email protected]> wrote in message
news:[email protected]...
> Thanks for replying. The only thing about using filters is that I need to
> create a pivot table from the data and I would have multiple (like 15)
> different accounts to filter by.
>
> MsAccess could be an option but once again, I am creating a pivot table
> based on the data.
>
> "Nick" wrote:
>
>> You could use the AutoFilter command on the Data menu
>> Or the advanced filter to copy the selected invoices to another range.
>>
>> Or better still store this information a database, it's this sort of
>> thing
>> MS Access was made for.
>>
>> Nick
>>
>> "Candice H." <Candice [email protected]> wrote in message
>> news:[email protected]...
>> > Hi all..
>> >
>> > I have a situation that is a bit unique and interesting. I have a list
>> > of
>> > account numbers that have invoices linked to them. From this vast
>> > list, I
>> > have around 10 -15 different account numbers that I would like the
>> > invoice
>> > numbers (and associated information) pulled from the list and put into
>> > another area (on the same worksheet). The problem is that an account
>> > number
>> > may appear multiple times in the list (have more than 1 invoice) and
>> > when
>> > I
>> > do Vlookup or Vlookups it's only returning the first invoice. I would
>> > like
>> > to have it look in the big list for the account number, and return all
>> > instances associated with that account number.
>> >
>> > Here's an example:
>> >
>> > A B C D E
>> > F G
>> > 1 090WEN111 111012 $20.00 Paper 4/25/05
>> > 090PAP112
>> > 2 090PAP112 112141 $100.00 Tissue 1/25/05
>> > 090TIM412
>> > 3 090PAP112 114571 $58.23 Paper 3/1/05
>> > 4 090TIM412 142577 $45.21 SANI 5/1/05
>> >
>> > so in this example, columns A - E have all the info that comes from a
>> > database report. Column G has a select list of accounts that I need
>> > the
>> > data
>> > for. Instead of me having to go through hundreds of records, I would
>> > like
>> > to
>> > have Excel find these records and place them into a separate area on
>> > the
>> > same
>> > worksheet.
>> >
>> > I know that this one is a bit long and drawn out but I really would
>> > appreciate any help someone could offer... Thanks in advance!
>>
>>
>>

Assuming that Columns A through E contain your data, and that the first
row contains your headers/labels, try the following...

First, define the following reference...

Insert > Name > Define

Name: AcctNum

Refers to:

=Sheet1!$G$2:INDEX(Sheet1!$G$2:$G$65536,MATCH(REPT("z",255),Sheet1!$G$2:$
G$65536))

This will allow you to enter one or more account numbers in Column G,
starting from G2, without having to adjust its range reference in the
formula.

Then, enter the following formulas...

H1: enter 0 (zero)

H2, copied down:

=IF((A2<>"")*(ISNUMBER(MATCH(A2,AcctNum,0))),LOOKUP(9.99999999999999E+307
,$H$1:H1)+1,"")

I1:

=LOOKUP(9.99999999999999E+307,H:H)

J2, copied down:

=IF(ROW()-ROW(J$2)+1<=$I$1,MATCH(ROW()-ROW(J$2)+1,H:H,0),"")

K2, copied across and down:

=IF(N($J2),INDEX(A:A,$J2),"")

Note that Columns H, I, and J can be hidden, if you so wish.

Hope this helps!

In article <[email protected]>,
"Candice H." <Candice [email protected]> wrote:

> Hi all..
>
> I have a situation that is a bit unique and interesting. I have a list of
> account numbers that have invoices linked to them. From this vast list, I
> have around 10 -15 different account numbers that I would like the invoice
> numbers (and associated information) pulled from the list and put into
> another area (on the same worksheet). The problem is that an account number
> may appear multiple times in the list (have more than 1 invoice) and when I
> do Vlookup or Vlookups it's only returning the first invoice. I would like
> to have it look in the big list for the account number, and return all
> instances associated with that account number.
>
> Here's an example:
>
> A B C D E
> F G
> 1 090WEN111 111012 $20.00 Paper 4/25/05
> 090PAP112
> 2 090PAP112 112141 $100.00 Tissue 1/25/05
> 090TIM412
> 3 090PAP112 114571 $58.23 Paper 3/1/05
> 4 090TIM412 142577 $45.21 SANI 5/1/05
>
> so in this example, columns A - E have all the info that comes from a
> database report. Column G has a select list of accounts that I need the data
> for. Instead of me having to go through hundreds of records, I would like to
> have Excel find these records and place them into a separate area on the same
> worksheet.
>
> I know that this one is a bit long and drawn out but I really would
> appreciate any help someone could offer... Thanks in advance!