Pull Current Month's Data Out of List - Repost

Hi! My original post just kind of slipped through the cracks.

I have a workbook that pulls sales from an Access database. The data is set
to update each time the workbook is opened. I created a summary worksheet
to look at the data tab and just show current month's sales by category
which is basically a formula for each row to make current sales visible and
then I have a simple Macro to sort the data. There are a few issues I have
here. First, I had to create formulas for thousands of rows to make sure I
have enough rows to cover data in the data tab, so if the sales totals
exceed the rows I have for the sales summary, then I miss sales. Second,
for some reason now, when the Access data updates, it messes up the formulas
in the summary tab and I get #ERR in the formulas. Third, my Macro just
sorts the data bring it to the top so the blank rows go to the bottom. I
have to sort in inverse order, so the summary is backwards.

A little background on formulas:
* I have named ranges for the Access data tab that are using OFFSET so all
data is included in the named range regardless of how many rows it fills.
* The formula in the summary is just a formula that looks at each row and
checks to see if it is within the current month and then shows the
description, date and sales price. If it is not in the current month, it is
just blank.
* The sort Macro just resorts the data range (about 2500 rows) descending so
the blanks go to the bottom rows.

What I would like to do is figure out a way to have the summary page just
find the monthly totals for that month in ascending order. Is there a way
to do this so I can avoid creating thousands of rows of formulas and just
have it fill in the data? I would prefer not to use autofilter.

Thanks!

Hi,
Is there any reason you aren't using VBA to to do the
extraction/summarising rather than use formulae - to avoid showing blank
rows?

Can you give a brief examples of both the raw data and the summary sheets
(I sssume there are these two sheets).

You could possibly use SUM or SUMPRODUCT to summarise data by MONTH,
CATEGORY etc.


"Karl Burrows" wrote:

> Hi! My original post just kind of slipped through the cracks.
>
> I have a workbook that pulls sales from an Access database. The data is set
> to update each time the workbook is opened. I created a summary worksheet
> to look at the data tab and just show current month's sales by category
> which is basically a formula for each row to make current sales visible and
> then I have a simple Macro to sort the data. There are a few issues I have
> here. First, I had to create formulas for thousands of rows to make sure I
> have enough rows to cover data in the data tab, so if the sales totals
> exceed the rows I have for the sales summary, then I miss sales. Second,
> for some reason now, when the Access data updates, it messes up the formulas
> in the summary tab and I get #ERR in the formulas. Third, my Macro just
> sorts the data bring it to the top so the blank rows go to the bottom. I
> have to sort in inverse order, so the summary is backwards.
>
> A little background on formulas:
> * I have named ranges for the Access data tab that are using OFFSET so all
> data is included in the named range regardless of how many rows it fills.
> * The formula in the summary is just a formula that looks at each row and
> checks to see if it is within the current month and then shows the
> description, date and sales price. If it is not in the current month, it is
> just blank.
> * The sort Macro just resorts the data range (about 2500 rows) descending so
> the blanks go to the bottom rows.
>
> What I would like to do is figure out a way to have the summary page just
> find the monthly totals for that month in ascending order. Is there a way
> to do this so I can avoid creating thousands of rows of formulas and just
> have it fill in the data? I would prefer not to use autofilter.
>
> Thanks!
>
>
>

Can you change the query in Access, so it only returns data for the
current month? Then, you wouldn't have to do any filtering in Excel.

Karl Burrows wrote:
> Hi! My original post just kind of slipped through the cracks.
>
> I have a workbook that pulls sales from an Access database. The data is set
> to update each time the workbook is opened. I created a summary worksheet
> to look at the data tab and just show current month's sales by category
> which is basically a formula for each row to make current sales visible and
> then I have a simple Macro to sort the data. There are a few issues I have
> here. First, I had to create formulas for thousands of rows to make sure I
> have enough rows to cover data in the data tab, so if the sales totals
> exceed the rows I have for the sales summary, then I miss sales. Second,
> for some reason now, when the Access data updates, it messes up the formulas
> in the summary tab and I get #ERR in the formulas. Third, my Macro just
> sorts the data bring it to the top so the blank rows go to the bottom. I
> have to sort in inverse order, so the summary is backwards.
>
> A little background on formulas:
> * I have named ranges for the Access data tab that are using OFFSET so all
> data is included in the named range regardless of how many rows it fills.
> * The formula in the summary is just a formula that looks at each row and
> checks to see if it is within the current month and then shows the
> description, date and sales price. If it is not in the current month, it is
> just blank.
> * The sort Macro just resorts the data range (about 2500 rows) descending so
> the blanks go to the bottom rows.
>
> What I would like to do is figure out a way to have the summary page just
> find the monthly totals for that month in ascending order. Is there a way
> to do this so I can avoid creating thousands of rows of formulas and just
> have it fill in the data? I would prefer not to use autofilter.
>
> Thanks!
>
>


--
Debra Dalgleish
Excel FAQ, Tips & Book List
http://www.contextures.com/tiptech.html

The worksheet provides monthly sales over several years and this worksheet
just pulls current months sales.

"Debra Dalgleish" <[email protected]> wrote in message
news:[email protected]...
Can you change the query in Access, so it only returns data for the
current month? Then, you wouldn't have to do any filtering in Excel.

Karl Burrows wrote:
> Hi! My original post just kind of slipped through the cracks.
>
> I have a workbook that pulls sales from an Access database. The data is
> set
> to update each time the workbook is opened. I created a summary worksheet
> to look at the data tab and just show current month's sales by category
> which is basically a formula for each row to make current sales visible
> and
> then I have a simple Macro to sort the data. There are a few issues I
> have
> here. First, I had to create formulas for thousands of rows to make sure
> I
> have enough rows to cover data in the data tab, so if the sales totals
> exceed the rows I have for the sales summary, then I miss sales. Second,
> for some reason now, when the Access data updates, it messes up the
> formulas
> in the summary tab and I get #ERR in the formulas. Third, my Macro just
> sorts the data bring it to the top so the blank rows go to the bottom. I
> have to sort in inverse order, so the summary is backwards.
>
> A little background on formulas:
> * I have named ranges for the Access data tab that are using OFFSET so all
> data is included in the named range regardless of how many rows it fills.
> * The formula in the summary is just a formula that looks at each row and
> checks to see if it is within the current month and then shows the
> description, date and sales price. If it is not in the current month, it
> is
> just blank.
> * The sort Macro just resorts the data range (about 2500 rows) descending
> so
> the blanks go to the bottom rows.
>
> What I would like to do is figure out a way to have the summary page just
> find the monthly totals for that month in ascending order. Is there a way
> to do this so I can avoid creating thousands of rows of formulas and just
> have it fill in the data? I would prefer not to use autofilter.
>
> Thanks!
>
>


--
Debra Dalgleish
Excel FAQ, Tips & Book List
http://www.contextures.com/tiptech.html

I am not opposed to using VBA. It was just created using formulas
originally.

The raw data from Access consists of columns of sales division, salesperson,
item number, sales date and price. I added a column to the right to include
a column for a count (Basically "1" if cells to left have data and blank if
empty) for subtototals on other worksheets.

The sales worksheet is the same data just showing the current months data
only arranged in a sort order of division, salesperson, sales date. What I
did here was create formula in each column to basically show the data if the
database worksheet had corresponding current month data and blank if it was
from another period and then created a simple Macro to sort the data as
stated. I basically ended up sorting descending so the blanks went to the
bottom, so my data is reversed, but it was much easier that way.

Thanks!

"Toppers" <[email protected]> wrote in message
news:[email protected]...
Hi,
Is there any reason you aren't using VBA to to do the
extraction/summarising rather than use formulae - to avoid showing blank
rows?

Can you give a brief examples of both the raw data and the summary sheets
(I sssume there are these two sheets).

You could possibly use SUM or SUMPRODUCT to summarise data by MONTH,
CATEGORY etc.


"Karl Burrows" wrote:

> Hi! My original post just kind of slipped through the cracks.
>
> I have a workbook that pulls sales from an Access database. The data is
> set
> to update each time the workbook is opened. I created a summary worksheet
> to look at the data tab and just show current month's sales by category
> which is basically a formula for each row to make current sales visible
> and
> then I have a simple Macro to sort the data. There are a few issues I
> have
> here. First, I had to create formulas for thousands of rows to make sure
> I
> have enough rows to cover data in the data tab, so if the sales totals
> exceed the rows I have for the sales summary, then I miss sales. Second,
> for some reason now, when the Access data updates, it messes up the
> formulas
> in the summary tab and I get #ERR in the formulas. Third, my Macro just
> sorts the data bring it to the top so the blank rows go to the bottom. I
> have to sort in inverse order, so the summary is backwards.
>
> A little background on formulas:
> * I have named ranges for the Access data tab that are using OFFSET so all
> data is included in the named range regardless of how many rows it fills.
> * The formula in the summary is just a formula that looks at each row and
> checks to see if it is within the current month and then shows the
> description, date and sales price. If it is not in the current month, it
> is
> just blank.
> * The sort Macro just resorts the data range (about 2500 rows) descending
> so
> the blanks go to the bottom rows.
>
> What I would like to do is figure out a way to have the summary page just
> find the monthly totals for that month in ascending order. Is there a way
> to do this so I can avoid creating thousands of rows of formulas and just
> have it fill in the data? I would prefer not to use autofilter.
>
> Thanks!
>
>
>

You could even modify the query into a parameter query: in MS Query
create a prompt filter (in MS Query it does not matter what you put as a
prompt). When you are back in Excel in the last stages of the query
creation you select to obtain the parameters (month) from a cell address..

This is fairly straightforward once you do it.



Debra Dalgleish kirjoitti:
> Can you change the query in Access, so it only returns data for the
> current month? Then, you wouldn't have to do any filtering in Excel.
>
> Karl Burrows wrote:
>
>> Hi! My original post just kind of slipped through the cracks.
>>
>> I have a workbook that pulls sales from an Access database. The data
>> is set
>> to update each time the workbook is opened. I created a summary
>> worksheet
>> to look at the data tab and just show current month's sales by category
>> which is basically a formula for each row to make current sales
>> visible and
>> then I have a simple Macro to sort the data. There are a few issues I
>> have
>> here. First, I had to create formulas for thousands of rows to make
>> sure I
>> have enough rows to cover data in the data tab, so if the sales totals
>> exceed the rows I have for the sales summary, then I miss sales. Second,
>> for some reason now, when the Access data updates, it messes up the
>> formulas
>> in the summary tab and I get #ERR in the formulas. Third, my Macro just
>> sorts the data bring it to the top so the blank rows go to the bottom. I
>> have to sort in inverse order, so the summary is backwards.
>>
>> A little background on formulas:
>> * I have named ranges for the Access data tab that are using OFFSET so
>> all
>> data is included in the named range regardless of how many rows it fills.
>> * The formula in the summary is just a formula that looks at each row and
>> checks to see if it is within the current month and then shows the
>> description, date and sales price. If it is not in the current month,
>> it is
>> just blank.
>> * The sort Macro just resorts the data range (about 2500 rows)
>> descending so
>> the blanks go to the bottom rows.
>>
>> What I would like to do is figure out a way to have the summary page just
>> find the monthly totals for that month in ascending order. Is there a
>> way
>> to do this so I can avoid creating thousands of rows of formulas and just
>> have it fill in the data? I would prefer not to use autofilter.
>>
>> Thanks!
>>
>>
>
>