VGFOA 2016 Spring Conference

Time-Saving Calculations Jean Lacoste Virginia Tech

Time-Saving Calculations

• IF Function

• SumIF and SumIFs Functions

• 3-D Cell References

• Vlookup Function

• Pivot Tables

IF Function

Purpose: fill cell by selecting between two courses of action

Implementation: Notes: Use function wizard to build function

IF Function Demo 1

1. Display the word BIG if the entry in the

check register has an amount greater than $4,000. Display nothing if the amount is less than or equal to $4,000

2. Let’s take a look at the effects of a 10% increase in payroll expenses. If the transaction is a payroll expense, display the amount adjusted by the increase; otherwise, display the unadjusted amount.

IF Function Demo 2

1. Create a new column to label each transaction’s affect on the balance. Entries with a check # should be labelled DECREASE and entries without a check # should be labelled INCREASE.

2. Add an IF function to the Balance column. If the Vendor is DEPOSIT, the Amount should be added to the Balance; otherwise, the Amount should be deducted.

SumIF Function

Purpose: total only part of selected range dependent on a logical test

Implementation: =SUMIF ( range, criteria, sum range ) Notes: Use function wizard to build function

SumIF Demo

1. How much did we pay Lowes?

2. What is the total payroll expense?

SumIFs Function

Purpose: total only part of selected range dependent on more than one logical test

Implementation: =SUMIFS ( sum range, criteria range 1, criteria 1, criteria range 2, criteria 2 ) Notes: Use function wizard to build function

SumIFs Demo

1. How much did we pay for COGS from

Lowes? (This does not include tools.)

2. What is the total payroll expense for Craig Howery?

3-D Cell References

Purpose: Referencing cells from a different worksheet

Implementation: SheetName!Range Notes: • Same cell on several sheets = Sheet1:Sheet4!A1

• Select sheets and cells with point and click

method rather than typing

3-D Cell References Demo

Repeat previous demonstration but put totals on separate worksheet. 1. How much did we pay Lowes?

2. How much did we pay for COGS from

Lowes? (This does not include tools.)

VLookup Function

Purpose: fill cell by selecting from among any number of choices

Implementation: requires lookup table Notes: setup lookup table first & give it a

range name

VLookup Function Demo 1

1. Display the vendor number in the check

register next to each vendor’s name.

2. Add a new column to label each transaction amount HIGH, MED or LOW based on the following ranges:

• Low is less than 1000 • Medium is 1000-4999 • High is 5000 or greater

VLookup Function Demo 2

For each transaction, display the account number in the check register next to the account description. Start by setting up the lookup table correctly. Remember to give the lookup table a range name.

Pivot Tables Purpose: summarize large amounts of data with

grouping, filtering & sorting

Implementation:

Notes: name each column in single cell

Pivot Tables Demo

1. Total payments by account.

• Start by cleaning up the dataset. • Remember to filter out Balance & Deposit rows.

2. Total payments by vendor.

3. Limit Vendor payments to Payroll Expenses.

4. Limit Vendor Payroll payments to Jan-Jun.

5. Total payments by Account and Vendor.

Extra Topics:

Conditional Formatting Freeze Panes Print Titles

Conditional Formatting

Purpose: Conditional Formatting is used to dynamically apply formatting based on the contents of a cell.

Implementation: Notes: Select entire range first.

Conditional Format for Emphasis

Conditional Format for Graphics

Data Bars Color Scales Icon Sets

Conditional Formatting Demo 1

Highlight all amounts greater than $15,000 by making the background of those cells light blue.

Conditional Formatting Demo 2

1. Distinguish the deposits by making the text green and bold. Challenge: Format the whole row green and bold, not just the Vendor cell.

2. Use graphics (data bars, color scales, icon sets) to group transaction amounts into different categories.

3. Challenge: Format any duplicate check numbers in bright read.

Freeze Panes

Purpose: Freeze Panes is used to keep headings with the data it describes.

Implementation: Notes: Cursor position is critical.

Freeze Panes

Demo 1

1. Freeze: • Column Headings • Beginning Balance • Check Numbers • Dates

2. Unfreeze Panes

Demo 2

1. Freeze only top row

2. Unfreeze Panes

3. Freeze top row and first column

Print Titles

Purpose: Print Titles is used to display row and column headings on all pages of printed output.

Implementation:

Print Titles (continued)

Print Titles

Demo 1

1. Ensure the column headings and beginning balance print on each page.

2. Ensure the check number prints on all pages.

Demo 2

1. Ensure the column headings print on each page.

2. Ensure the check number and date print on each page.