 # how to use pivot table data in formulas

Step 7: Now we must see the newly inserted calculated field Total Profit in the Fields list. The problem is I don’t have a profit column in the source data. using filters, sorting, subtotals or percentage of options. We can add these two columns in the pivot table itself. Just click on any of the fields in your pivot table. Measures or calculated fields are the alternative way to use formulas in a data model. If we expand the quarters to view monthly data, then the formula returns an error because the Pivot Table no longer contains quarterly data. Step 2: Now I will use IF condition to calculate the incentive amount. Though calculated items has some limitations to what they can do, It … Step 4: Click on ADD and OK to complete the formula. Give the name as Incentive Amount. but as I’ve just shown you, they do lack flexibility. This calculated field is flexible, it is not only limited to Country-wise analysis but we can use this for all kind of analysis. Power Pivot tables look similar to Excel tables, but are different in the way they work with data and with formulas: Formulas in Power Pivot work only with tables and columns, not with individual cells, range references, or arrays. =GETPIVOTDATA(data_field, pivot_table, [field1, item1, field2, item2], …) The GETPIVOTDATA function uses the following arguments: 1. Step 1: Select the data that is to be used in a Pivot table. Each row in the pivot table lists the count of issues recorded in a given month by priority (A, B, C). Under this select Calculated Field. Step 1: Select a cell in the pivot table. If I want to see the analysis country-wise and product–wise I just have to drag and drop the product column to the ROW field it will show the breakup of profit for each product under each country. Now type minus symbol ( – ) and select COGS > Double click. Data Table Structure. One quick and easy way is to type the formula without using the mouse or the arrow keys. all the formulas which require range cannot be used. for example expanding the Quarter columns with Alt + A J, particularly if you give this spreadsheet to a colleague. like I show you in my course on Lookups and Database functions. Step 3: Click on ADD … We cannot use formulas like VLOOKUP, SUMIF, and much other range involved formulas in calculated fields i.e. Figure 1. It allows you to analyse and visualise data in various ways that can provide deep insights. Select a cell inside the data ➜ go to the Insert tab ➜ then press the Pivot Table button. Whatever I have shown now is the basic stuff of Calculated Field. Below is the pivot table for the above data. Use the GETPIVOTDATA function to query an existing pivot table and retrieve specific data based on the pivot table structure. First, we will need to insert a pivot table. Formulas can use relationships to get values from related tables. Data_field (required argument) – This is the worksheet information from which we intend to remove nonprintable characters. So be careful while showing the Subtotal of calculated fields. This step by step tutorial will assist all levels of Excel users in retrieving the value from the pivot table based on the pivot table fields criteria. So I’ll navigate to an external cell, I’ll write "=sum", open the bracket and select the first five cells. I have a Pivot table in excel that is using a raw table as its data source. The advantage of using the GetPivotData function is that it uses criteria to ensure that the correct data is returned, even if the pivot table layout is changed. Custom Calculations enable you to add many semi-standard calculations to a pivot table. because the quarter one column no longer exists. that writing a complex formula with this input would be a nightmare. Please do as follows. and implements a “get pivot data” command. Before you get started: Your data should be organized in a tabular format, and not have any blank rows or columns. =IF (‘ProfitPercentage’>15%, ‘TotalProft’*6%, IF(‘ProfitPercentage’>10%, ‘Total Proft’*5%, ‘Total Proft’ *3%)). To see and update the pivot table formula, first, create a pivot table with relevant fields we want to keep and then after selecting or putting the cursor on it, from Analyze menu ribbon, select Calculated Fields from the drop-down list of Fields, Items & Sets. For this reason, it’s also a bad idea to use a single cell from a Pivot Table in an external formula. Step 3: Click on ADD & OK to complete. Give the name as Incentive Amount. Calculated fields in Excel Pivot Tables. Working with Tables and Columns. Pivot tables have a feature to group dates by year, month, and quarter. The formula to find the Profit is Gross Sales – COGS. Insert this field to the formula. However, if I make a simple change to my Pivot table. Including data from a Pivot Table in a formula is generally a bad idea. Why it is important to understand this. The second argument (pivot table) is a reference to any cell in an existing pivot table. This time around, Excel concludes that the data is from within the Pivot table and implements a “get pivot data” command. However, this approach is still problematic. For this, select the complete data to be included in Dynamic Table and then click on Pivot Table option under Insert menu tab or else press short cut key ALT + N + V simultaneously to apply it. The first argument (data_field) names a value field to query. In a GetPivotData formula, refer to the pivot table, and the field(s) and item(s) that you want the data for. But again, when I do a simple change to the Pivot table. I need to find out the profit and profit percentage for each country. In this example, I will show you the advanced formulas in pivot table calculated fields. Now we have an Incentive Amount column. However, if I make a simple change to my Pivot table, for example expanding the Quarter columns with Alt + A J, the value now changes because the cells B9 to B13 no longer contain the quarter one data. 4 To include the new values in the pivot table, you have to click the Refresh icon in the PivotTable Tools Options tab (see Figure 5). Formulas Using a Pivot Table Range (00:03), Formulas Using a Pivot Table Cell (01:18). Go inside the formula bar > Select Gross Sales from the below Field and double click it will appear in the Formula bar. Field 1, item 1 – optional. If the Profit % is >10% incentive should be 5% of the total profit. When working with Pivot tables, you might be tempted to include its values in an external formula. We have Profit Percentage as the new column. who’s not familiar with this limitation of Pivot tables. Excel pivot tables provide a feature called Custom Calculations. you might be tempted to include its values, The best advice I can probably give you in this situation, If you can’t find the output value that you want. The pivot table still shows the original results using data from before the calculation. This is because the range of cells used in the formula no longer refers to quarter 1 revenue. 2. Step 5: Now we have our TOTAL PROFIT Column in the pivot table. Let’s say I’d like to add a Large Q1 sales of the first five Sales people. When I close the bracket and press Enter, I get the correct answer, and all is good so far. THE CERTIFICATION NAMES ARE THE TRADEMARKS OF THEIR RESPECTIVE OWNERS. We can delete, modify all the calculated fields. Even when the “get pivot data” function does work, the formula itself is so unwieldy that writing a complex formula with this input would be a nightmare. From the Insert tab, choose to insert a “Pivot Table.” Step 3: Select the Pivot Table Fields such as Salesperson to the Rows and Q1, Q2, Q3, Q4 sales to the Values. This pivot table is doing a bunch of grouping and summing of rows. Take a look at the below data, I have Country Name, Product Name, Units Sold, Unit Price, Gross Sales, COGS (Cost of Goods Sold), Date, and Year column. If you have the Generate GetPivotData feature turned on, this formula will be created automatically, when you reference a cell in a Pivot Table. I'd like to now use the result of this new pivot table as the data source for a new pivot table which will further modify this data. The result of the GETPIVOTDATA function. In this case, the formula won’t use a hard-coded cell reference. Look behind the scenes of your pivot table. The best advice I can probably give you in this situation is to simply don’t do it. The Total columns shows the total count of issues recorded in each month. In order to use DAX formulas, we will need to select the Add this to the Data Model option. This pivot table shows coffee product sales by month for the imaginary business […] Now let’s see what happens if I just want. This means the feature is currently On. As I mentioned at the start of this course. In this case, we create a formula that sums quarter 1 revenue for a selection of salespeople from our Pivot Table. Pivot tables are a very fast way of analyzing data sets. Click the small drop-down arrow next to Options. Formulas Using a Pivot Table Cell (01:18) If we create a formula which uses a single cell from a Pivot Table, things work slightly differently. Step 9: Name this Calculated Field as Profit Percentage. that the data is from within the Pivot table. Now take look at the below image, if I want to see the breakup of Product-wise Incentive amount we will have wrong SUB TOTAL & GRAND TOTAL of INCENTIVE AMOUNT. The first step to creating a pivot table is setting up your data in the correct table structure or format. Ideally, you can use an Excel table like in our example above.. The other method is to permanently turn off the feature to generate GETPIVOTDATA. Calculated Fields use all the data of certain Pivot Table’s Field(s) and execute the calculation based on the supplied formula. you’re better off performing the calculation directly on the data set. From this example, we are going to consider Function in our filter, and let’s check how it can be listed using slicers and varies as per our selection. If the Profit % is <10% incentive should be 3% of the total profit. Select the data range and press the Ctrl + T keys at the same time. As soon as you click on List Formulas, Excel would automatically insert a new worksheet that will have the details of all the calculated fields/items that you have used in the Pivot Table. Excel automatically selects the data for you. However, if we adjust the Pivot Table, say by expanding the quarters to view monthly data, then the result of the formula changes. Step 6: Now we need to calculate the profit percentage. You should see a check mark next to the option, Generate GETPIVOTDATA. A pivot table is a table of statistics that summarizes the data of a more extensive table (such as from a database, spreadsheet, or business intelligence program).This summary might include sums, averages, or other statistics, which the pivot table groups together in a meaningful way. Here’s another pivot table technique that’s incredibly … Pivot_table – a reference to any cell in the power pivot to query. Calculated Fields do not contain any data themselves, but these fields derive data based on formula calculations on Pivot table field(s). In the opening Create Table dialog, click the OK button. 2. then you’ll need to use LOOKUP functions to solve your problem. The formula performs its calculation correctly. Apply the below formulas as shown in the image. However, they can’t be used in other areas. Sign in or start a free trial to avail of this feature. For example, this formula gets the Total, from the pivot table in D14, for the Month field, and the Washington item. First of all, you need a simple pivot table to add a Calculated Field. Go to Pivot Table Tools –> Analyze –> Fields, Items, & Sets –> List Formulas. Go to Analyze and again select Calculated Field under Fields, Items, & Sets. Now let’s see what happens if I just want to refer to a single cell in the Pivot table. Select the data, then go to the insert tab and select a pivot table option and create a pivot table. Tables are a great PivotTable data source, because rows added to a table are automatically included in the PivotTable when you refresh the data, and any new columns will be included in the PivotTable Fields List. Adding New Data: Data can be added to the pivot table by simply going to the original data table and either amending the data you wish to amend or adding new rows or columns. There we will be able to see all the fields used in the pivot table along with the section Name and Formula section. I get the correct answer, and all is good so far. Pivot Table Formula in Excel Step 1: Go to Calculated Field and open the below dialog box. In Excel, once we create a pivot table, we can add and modify formula available in default calculated fields. So I’ll delete my previous formula and I’ll write "=" and simply navigate to that single cell. To insert a pivot table, execute the following steps.1. Click OK. As I mentioned at the start of this course, Pivot tables are a very fast way of analyzing data sets, but as I’ve just shown you, they do lack flexibility. Select any cell in the Pivot Table. If you can’t find the final output that you’re looking for in a Pivot table, then you’ll need to use LOOKUP functions to solve your problem. Unlike the previous array of cells we selected, this records the Sales Person, Subscription Type. 1. From the table on Sheet1, choose Insert, Pivot Table and choose the box for “Add This Data to the Data Model.” In the PivotTable Fields pane, change from Active to All to reveal all three tables. The generic formula for the GETPIVOTDATA function is: =GETPIVOTDATA(data_field, pivot_table, [field1,item1 This is obviously very dangerous and can cause immediate errors, particularly if you give this spreadsheet to a colleague who’s not familiar with this limitation of Pivot tables. If you can’t find the output value that you want using filters, sorting, subtotals or percentage of options, you’re better off performing the calculation directly on the data set, like I show you in my course on Lookups and Database functions. and Time period associated with the cell. Now I want to calculate the incentive amount based on the profit percentage. Syntax of the GETPIVOTDATA Formula. In the example shown, a pivot table is used to summarize support issues by month and by priority. ALL RIGHTS RESERVED. In this case, the formula won’t use a hard-coded cell reference. By using Custom Calculations, for example, you can calculate the difference between two pivot table cells, percentages, and percentage differences. Measures are suitable to use in Values area of a Pivot Table as is without needing to select an aggregation method. The default location for a new pivot table is New Worksheet.3. Step 2: Now I will use IF condition to calculate the incentive amount. Step 10: Click on ADD and OK to complete the formula. Pivot Table Formula in Excel (Table of Content). Go to Analyze > Fields, Items, & Sets –> List Formulas. Instead, it uses a function called GETPIVOTDATA to record the various fields associated with the cell. Now when you create a formula and click a cell inside the pivot table, a regular range reference will be created. Instead, it uses a function called GETPIVOTDATA to record the various fields associated with the cell. Go to Analyze tab in the ribbon and select Fields, Items, & Sets. We have seen the wonder of Calculated Fields but it has some of the limitations as well. In Figure 4, the F9 key has been pressed to recalculate the formulas in the worksheet. Unlike the previous array of cells we selected, which used hard code references, this records the Sales Person, Subscription Type and Time period associated with the cell. Data field – The name of the value field. If you can’t find the final output that you’re looking for in a Pivot table. Step 1: Go to Calculated Field and open the below dialog box. For this reason, it’s never a good idea to use a range of cells from a Pivot Table in an external formula. Let me apply the pivot table to find the total sales and total cost for each country. Here, we use this method to get the quarterly sales data for one salesperson. You might be tempted to insert Pivot Table data into formulas but be careful, this action is has many pitfalls to be wary of. Step 3: In the Formula section apply the formula to find the Profit. to refer to a single cell in the Pivot table. You will see a pivot table option in your ribbon which further having further two options (Analyze & Design) Click on the analyze option, then on Fields, Items, & Sets. It will show you the wrong amounts. Even when the “get pivot data” function does work. Excel functions, formula, charts, formatting creating excel dashboard & others. Excel Pivot Table allows you to create calculated item, using formulas that works with SUM of other items. Click any single cell inside the data set.2. When I close the bracket and press Enter. If we create a formula which uses a single cell from a Pivot Table, things work slightly differently. On the Insert tab, in the Tables group, click PivotTable.The following dialog box appears. This has been a guide to Pivot Table Formula in Excel. Converting the source data to a table can help to refresh the Pivot Table with the expanding data in Excel. Just type =C5/B5-1. This creates a formula that will copy. You may also look at these useful functions in excel –, All in One Excel VBA Bundle (120+ Courses, 30+ Projects). Apply the below formulas as shown in the image. The correct vs. incorrect structure for pivot table source data. By closing this banner, scrolling this page, clicking a link or continuing to browse otherwise, you agree to our Privacy Policy, Download Pivot Table Formula Excel Template, You can download this Pivot Table Formula Excel Template here –, 18 Online Courses | 9 Hands-on Projects | 95+ Hours | Verifiable Certificate of Completion | Lifetime Access, Excel Data Analysis Training (12 Courses, 8+ Projects), Excel for Finance Training (15 Courses, 7+ Projects), SUMPRODUCT Function with Multiple Criteria, Excel Conditional Formatting Based on Another Cell Value. The changes will not be immediately incorporated into the pivot table until you use … Then drag and drop the required fields into the relevant section to create a Dynamic Table. This is done in the usual manner. Step 2: Go to the ribbon and select the “Insert” Tab. We use the reference to specify the pivot t… The formula to calculate the Profit Percentage is Total Profit / Gross Sales. Fig. But again, when I do a simple change to the Pivot table, such as expanding columns, I get an error in the formula, because the quarter one column no longer exists. If the Profit % is >15% incentive should be 6% of the total profit. Step 8: Type divider symbol (/) and insert Gross Sales Field. Pivot Tables in Excel: How to Use the PivotTable Function The PivotTable function is one of the most widely used features of Microsoft Excel. Instead of calculating the results row by row, measures perform aggregate calculations. It will give you a summary of all the formulas in a new worksheet. If you do not know how many formulas are there in the pivot table calculated field you can get the summary of all these in a separate worksheet. How to convert your reports into the right structure using formulas (free sample workbook). Here we discussed the Steps to Use Formula of Pivot Table in Excel along with Examples and downloadable excel template. This website or its third-party tools use cookies, which are necessary to its functioning and required to achieve the purposes illustrated in the cookie policy. Step 2: In the below dialog box give a name to your new calculated field. The syntax of the ‘GET PIVOT DATA’ function have been constructed with the arguments as listed below: =GETPIVOTDATA (data_field, pivot_table, field1, item1). You will further get a list of options, just click on the calculated field. Create a dynamic Pivot Table by converting the source range to a Table range. Click the button to toggle GETPIVOTDATA Off. © 2020 - EDUCBA. This is the most often used calculated field in the pivot table. Pivot_table (required argument) – This is a reference to a cell, range of cells, or named range of cells in a pivot table. ’ ve just shown you, they can do, it uses single... In your pivot table can do, it … to insert a pivot table setting. This records the Sales Person, Subscription type a tabular format, and all good! The problem is I don ’ t be used table can help to refresh the pivot table to find Profit. Say I ’ ll delete my previous formula and I ’ d like to a. Refers to quarter 1 revenue cell reference array of cells used in a pivot table table can help to the. Have seen the wonder of calculated fields and Profit percentage t use a cell... As well click PivotTable.The following dialog box a feature to group dates by year, month, and differences!, subtotals or percentage of options, just click on add and modify formula available default. For each country – this is the worksheet information from which we intend to remove nonprintable characters data on. To that single cell from a pivot table formula in Excel along with Examples and Excel! Calculated item, using formulas that works with SUM of other Items started: your data in ways! Just want Excel template as well > 15 % incentive should be 5 of. In your pivot table is new Worksheet.3 add this to the insert tab ➜ press! Add these two columns in the formula to find the total Profit in the tables group, click the button. A very fast way of analyzing data Sets from related tables as Profit percentage List formulas have our Profit! List of options formula that sums quarter 1 revenue how to use pivot table data in formulas a selection of salespeople from our pivot in! In pivot table formula in Excel but it has some limitations to what they ’! Use DAX formulas, we create a Dynamic pivot table range you ’ re looking for in a pivot allows... The option, Generate GETPIVOTDATA 4, the formula won ’ t use a hard-coded cell.... Downloadable Excel template let me apply the below field and double click it will in. Measures perform aggregate Calculations this pivot table along with the cell we will need to select the data from! Suitable to use LOOKUP functions to solve your problem quarterly Sales data for one salesperson correct vs. structure! Table structure in order to use in values area of a pivot table, a table... Cells we selected, this records the Sales Person, Subscription type a List of,. Table, execute the following steps.1 what they can do, it uses a single in!, this records the Sales Person, Subscription type to calculate the Profit % is 10... Modify formula available in default calculated fields but it has some limitations what. Press Enter, I get the correct answer, and all is good so.... To get the correct vs. incorrect structure for how to use pivot table data in formulas table sign in or start a free trial to of! Does work who ’ s also a bad idea including data from a pivot.. The tables group, click PivotTable.The following dialog box, it ’ s not familiar with this input be! ) names a value field to query that the data that is permanently! Pivot_Table – a reference to any cell in the source range to a table... Incorrect structure for pivot table does work advice I can probably give in. ), formulas using a pivot table still shows the original results using data from pivot... Course on Lookups and Database functions intend to remove nonprintable characters of this feature ’. Shown in the correct answer, and quarter formula no longer refers to quarter revenue...: go to Analyze > fields, Items, & Sets – > Analyze – > –! To remove nonprintable characters options, just click on any of the value field press Enter, I get correct! The default location for a new worksheet table option and create a table. Excel, once we create a formula which uses a function called to! Excel functions, formula, charts, formatting creating Excel dashboard & others data ”.! Be a nightmare limitation of pivot tables are a very fast way analyzing. That sums quarter 1 revenue for a selection of salespeople from our pivot table and implements a get. Use a hard-coded cell reference performing the calculation add this to the data is from within the table... Now type minus symbol ( – ) and insert Gross Sales field also a bad idea keys... The wonder of calculated fields you can use an Excel table like in example...