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Budgeting Plan Vs Actual Tracker - Trouble with layout and need for calculated fields.|Power Pivot|Excel Forum|My Online Training Hub

You are here: Home / Budgeting Plan Vs Actual Tracker - Trouble with layout and need for calculated fields.|Power Pivot|Excel Forum|My Online Training Hub
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Budgeting Plan Vs Actual Tracker - Trouble with layout and need for calculated fields.
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Glyn Owen

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May 30, 2021 - 6:33 pm
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Hello everyone,

I'm new to the forum but finding the resources super helpful.

I require some help relating to the layout of a monthly budget vs spend tracker that I am building. I want to see a monthly view of the planned spend, any additional upweight spend and the pacing amount or completed spend against each month. The Pivot would allow me to have a detailed view of each activity but also just an overview of the top line figures. I'm stuck on how to lay this out - please see attached file and image.

Attempt at pivot and calc rows neededImage Enlarger

I made an attempt to build the pivot but need to add in calculated rows which I'm guessing I need to do in the data sheet. Do I have separate rows for planned, upweight and actual data or does the data relating to a particular activity all go on one row? Is there a general rule to follow here. This is what I mean:

data tableImage Enlarger

Any help this weekend greatly appreciated.

Thanks

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Mynda Treacy
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May 31, 2021 - 9:09 am
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Hi Glyn,

Welcome to our forum! Your images didn't upload properly, so I'm not sure what they refer to and I can't see what the issue is in your file. You said "The Pivot would allow me to have a detailed view of each activity but also just an overview of the top line figures." but I don't understand what you mean by the part in bold font.

Mynda

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Glyn Owen

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May 31, 2021 - 8:13 pm
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Here are the images again:

Pivot — ImgBB

datasheetformat — ImgBB (ibb.co)

I'm hoping the images will make it clearer. I'm trying to get a monthly view of budget + upweight vs actual spend. With calculated fields showing variance and variance %.

Thanks
Glyn

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Mynda Treacy
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May 31, 2021 - 10:07 pm
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Hi Glyn,

I think I understand. In the attached file I've used calculated fields to create the PivotTable on Summary (2) sheet.

Hope that's what you wanted.

Mynda

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Glyn Owen

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June 2, 2021 - 6:35 am
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Hi Mynda,

Thanks for taking the time to put that sheet together. It was what I was after. I also discovered another way of creating the calculated rows I needed by making them as calculated items. So that's something new that I've learnt and your resource on it helped to explain how it's used.

I was stumped on how in your approach to using the calculated field you created a sum of values in the Row part of the pivot. I wasn't sure how you did that, would you mind explaining? It would be useful to know this other method properly.

Screen shot here:
https://ibb.co/3p52y3m

Thanks
Glyn

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Mynda Treacy
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June 2, 2021 - 8:14 am
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Hi Glyn,

Glad that helped.

The 'values' field is automatically inserted in the PivotTable. It's usually in the Columns area, but I just dragged it to the Rows area in the field list.

Mynda

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Glyn Owen

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June 2, 2021 - 5:42 pm
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Hi Mynda,

I'm sorry that was so basic of me, but understanding that, it's all clicked into place. Thanks for sharing.

Glyn

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