Time-Saving Calculations

Transcription

1 Time-Saving Calculations Jean Lacoste Virginia Tech VGFOA 2016 Spring Conference

2 Time-Saving Calculations IF Function SumIF and SumIFs Functions 3-D Cell References Vlookup Function Pivot Tables

3 IF Function Purpose: fill cell by selecting between two courses of action Implementation: Notes: Use function wizard to build function

4 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, 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.

5 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.

6 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

7 SumIF Demo 1. How much did we pay Lowes? 2. What is the total payroll expense?

8 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

9 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?

10 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

11 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.)

12 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

13 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 High is 5000 or greater

14 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.

15 Pivot Tables Purpose: summarize large amounts of data with grouping, filtering & sorting Implementation: Notes: name each column in single cell

16 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.

17 Extra Topics: Conditional Formatting Freeze Panes Print Titles

18 Conditional Formatting Purpose: Conditional Formatting is used to dynamically apply formatting based on the contents of a cell. Implementation: Notes: Select entire range first.

19 Conditional Format for Emphasis

20 Conditional Format for Graphics Data Bars Color Scales Icon Sets

21 Conditional Formatting Demo 1 Highlight all amounts greater than $15,000 by making the background of those cells light blue.

22 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.

23 Freeze Panes Purpose: Freeze Panes is used to keep headings with the data it describes. Implementation: Notes: Cursor position is critical.

24 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

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

26 Print Titles (continued)

27 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.