Consolidate (sum) last sheet (32) of all workbooks in a folder

[borisg5]

I have over 50 workbooks in a folder called ‘Report’. They all have
the same layout. Each workbook has 32 sheets (1-31 and the 32nd sheet
at the end is called ‘Total’) . I need to automatically open each
sheet in the folder, go to each ‘Total’ sheet and sum them in the 2nd
sheet of a file called “Alltotals’. ‘Alltotals’ has all the headings
and associated graphs. I would also then like that file saved as
“AlltotalsMonthYear” . The Month is in R1 and the year is in S1 on
the ‘Total’ sheet.
I have headings A5:S5 and A5:A61. The data I would like to sum is
B6:S6 to B60:S60. I am not sure whether using the consolidate and sum
function is best or if there is another way.
Thank you for any help.
Bob

 

[Joel]

try this code. the codew tests each filename in report and make sure it
doesn't open the All file twice. It puts the File name in column a in the
total book and thne Sum in column b. then it creates a Grand total at the
end of the all total Book.


Sub totalbooks()

Folder = "C:\Report"
AllFileName = "Alltotals"
LenAll = Len(AllFileName)

'Open All total book
Set Allbk = Workbooks.Open(Filename:=Folder & "\" _
& AllFileName & ".xls")
Set AllSht = Allbk.Sheets(2)
'find last row of in column A
LastRow = AllSht.Range("A" & Rows.Count).End(xlUp).Row
'Newrow is row where report total is put
NewRow = LastRow
FName = Folder & "\*.xls"
Do While FName <> ""
'Don't open allmonth files
If Left(UCase(FName), LenAll) <> UCase(Alltotals) Then
Set Reportbk = Workbooks.Open(Filename:=Folder & "\" & FName)
Set Report_T_Sht = Reportbk.Sheets("Total")
Set TotalRange = Report_T_Sht.Range("B6:S60")
Total = WorksheetFunction.Sum(TotalRange)
NewRow = NewRow + 1
AllSht.Range("A" & NewRow) = FName
AllSht.Range("B" & NewRow) = Total
Reportbk.Close
End If
FName = Dir()
Loop
'add total to All total book as a formula
AllSht.Range("A" & (NewRow + 2)) = "GRAND TOTL"
AllSht.Range("B" & (NewRow + 2)).Formula = _
"=SUM(B" & (LastRow + 1) & ":B" & NewRow & ")"


bkMonth = AllSht.Range("R1")
bkYear = AllSht.Range("S1")
Allbk.SaveAs Filename:=Folder & "\" & AllFileName & bkMonth & bkYear
Allbk.Close SaveAs:=False
End Sub

 

[borisg5]

try this code.  the codew tests each filename in report and make sure it
doesn't open the All file twice.  It puts the File name in column a in the
total book and thne Sum in column b.  then it creates a Grand total at the
end of the all total Book.

Sub totalbooks()

Folder = "C:\Report"
AllFileName = "Alltotals"
LenAll = Len(AllFileName)

'Open All total book
Set Allbk = Workbooks.Open(Filename:=Folder & "\" _
   & AllFileName & ".xls")
Set AllSht = Allbk.Sheets(2)
'find last row of in column A
LastRow = AllSht.Range("A" & Rows.Count).End(xlUp).Row
'Newrow is row where report total is put
NewRow = LastRow
FName = Folder & "\*.xls"
Do While FName <> ""
   'Don't open allmonth files
   If Left(UCase(FName), LenAll) <> UCase(Alltotals) Then
      Set Reportbk = Workbooks.Open(Filename:=Folder & "\" & FName)
      Set Report_T_Sht = Reportbk.Sheets("Total")
      Set TotalRange = Report_T_Sht.Range("B6:S60")
      Total = WorksheetFunction.Sum(TotalRange)
      NewRow = NewRow + 1
      AllSht.Range("A" & NewRow) = FName
      AllSht.Range("B" & NewRow) = Total
      Reportbk.Close
   End If
   FName = Dir()
Loop
'add total to All total book as a formula
AllSht.Range("A" & (NewRow + 2)) = "GRAND TOTL"
AllSht.Range("B" & (NewRow + 2)).Formula = _
   "=SUM(B" & (LastRow + 1) & ":B" & NewRow & ")"

bkMonth = AllSht.Range("R1")
bkYear = AllSht.Range("S1")
Allbk.SaveAs Filename:=Folder & "\" & AllFileName & bkMonth & bkYear
Allbk.Close SaveAs:=False
End Sub





- Show quoted text -

Thanks Joel,
The Alltotals workbook opens OK, but on the line Set Reportbk =
Workbooks.Open(Filename:=Folder & "\" & FName)
I get a run time error 1004, C:\Report\C:Report*.xls could not be
found. Check the spelling of the filename, and verify that the file
location is correct.
Any ideas?
Thanks
Bob

 

[Joel]

Dumb mistake

from:
FName = Folder & "\*.xls"

to:
FName = Dir(Folder & "\*.xls")

 

[Joel]

One other small change

from
If Left(UCase(FName), LenAll) <> UCase(Alltotals) Then
to
If Left(UCase(FName), LenAll) <> UCase(AllFileName) Then

 

[borisg5]

One other small change

from
If Left(UCase(FName), LenAll) <> UCase(Alltotals) Then
to
If Left(UCase(FName), LenAll) <> UCase(AllFileName) Then








- Show quoted text -

Thanks again Joel, I made those changes and it worked. After seeing
the result, I realised that I was unclear in my request. I essentialy
wanted to consolidate (using sum) all the individual cells in the
total sheets. I need to sum the individual cells in each total
sheet (eg. b6 in 1st workbook + b6 in the 2nd + b6 in the 3rd ...+ b6
in the 50th aworkbook and return the total in cell b6 in the alltotals
workbook. same for every other cell in the range. I hope this makes
sense.
Regards
Bob

 

[Joel]

What I did is add a link on the total sheet to each of the worksheets.

Total sheet
row 6 - links to first worksheet columns B6 to s6
row 7 - links to 2nd worksheet columns B6 to s6

continue for all 31 sheets.

why is the sum range 54 rows (Row 6 to 61) when you have only 31 sheets?
Just asking in case the instructions were wrong.


Sub totalbooks()

Folder = "C:\Report"
AllFileName = "Alltotals"
LenAll = Len(AllFileName)

'Open All total book
Set Allbk = Workbooks.Open(Filename:=Folder & "\" _
& AllFileName & ".xls")
Set AllSht = Allbk.Sheets(2)
'find last row of in column A
LastRow = AllSht.Range("A" & Rows.Count).End(xlUp).Row
'Newrow is row where report total is put
NewRow = LastRow
FName = Dir(Folder & "\*.xls")
Do While FName <> ""
'Don't open allmonth files
If Left(UCase(FName), LenAll) <> UCase(AllFileName) Then
Set Reportbk = Workbooks.Open(Filename:=Folder & "\" & FName)
Set Report_T_Sht = Reportbk.Sheets("Total")

RowCount = 6
For Each sht In Reportbk.Sheets
If UCase(sht.Name) <> "TOTAL" Then
For ColCount = sht.Range("B6").Column To sht.Range("S6").Column
Report_T_Sht.Cells(RowCount, ColCount).FormulaR1C1 = _
"=" & sht.Name & "!R6C" & ColCount
Next ColCount
End If
Next sht
Set TotalRange = Report_T_Sht.Range("B6:S60")
Total = WorksheetFunction.Sum(TotalRange)
NewRow = NewRow + 1
AllSht.Range("A" & NewRow) = FName
AllSht.Range("B" & NewRow) = Total
Reportbk.Close
End If
FName = Dir()
Loop
'add total to All total book as a formula
AllSht.Range("A" & (NewRow + 2)) = "GRAND TOTL"
AllSht.Range("B" & (NewRow + 2)).Formula = _
"=SUM(B" & (LastRow + 1) & ":B" & NewRow & ")"


bkMonth = AllSht.Range("R1")
bkYear = AllSht.Range("S1")
Allbk.SaveAs Filename:=Folder & "\" & AllFileName & bkMonth & bkYear
Allbk.Close SaveAs:=False
End Sub

 

[Joel]

I forgot to increment the RowCount add the row shown below

RowCount = 6
For Each sht In Reportbk.Sheets
If UCase(sht.Name) <> "TOTAL" Then
For ColCount = sht.Range("B6").Column To sht.Range("S6").Column
Report_T_Sht.Cells(RowCount, ColCount).FormulaR1C1 = _
"=" & sht.Name & "!R6C" & ColCount
Next ColCount
RowCount = RowCount + 1 '<=============== Add
End If
Next sht

 

[Joel]

I re-read you instruction and I think I got it right this time. I used a sum
formula to sum all the sheets for each of the cells in the area B6:S61 like
this


=Sum(Sheet1:Rheet31!R6C2)

I'm using R1C1 addressing, but it gets translated to be A1 addressing. If
the sheet name are not 1 and 31 then change the instruction like this

=Sum(alpha:zeta!R6C2)

if there are spaces then we need to add single quotes

=Sum('alpha 1:zeta 4'!R6C2)





Sub totalbooks()

Folder = "C:\Report"
AllFileName = "Alltotals"
LenAll = Len(AllFileName)

'Open All total book
Set Allbk = Workbooks.Open(Filename:=Folder & "\" _
& AllFileName & ".xls")
Set AllSht = Allbk.Sheets(2)
'find last row of in column A
LastRow = AllSht.Range("A" & Rows.Count).End(xlUp).Row
'Newrow is row where report total is put
NewRow = LastRow
FName = Dir(Folder & "\*.xls")
Do While FName <> ""
'Don't open allmonth files
If Left(UCase(FName), LenAll) <> UCase(AllFileName) Then
Set Reportbk = Workbooks.Open(Filename:=Folder & "\" & FName)
Set Report_T_Sht = Reportbk.Sheets("Total")

For RowCount = 6 To 60
For ColCount = sht.Range("B6").Column To sht.Range("S6").Column
Report_T_Sht.Cells(RowCount, ColCount).FormulaR1C1 = _
"=Sheet1:Sheet31!R" & RowCount & "C" & ColCount
Next ColCount
Next RowCount
Set TotalRange = Report_T_Sht.Range("B6:S60")
Total = WorksheetFunction.Sum(TotalRange)
NewRow = NewRow + 1
AllSht.Range("A" & NewRow) = FName
AllSht.Range("B" & NewRow) = Total
Reportbk.Close
End If
FName = Dir()
Loop
'add total to All total book as a formula
AllSht.Range("A" & (NewRow + 2)) = "GRAND TOTL"
AllSht.Range("B" & (NewRow + 2)).Formula = _
"=SUM(B" & (LastRow + 1) & ":B" & NewRow & ")"


bkMonth = AllSht.Range("R1")
bkYear = AllSht.Range("S1")
Allbk.SaveAs Filename:=Folder & "\" & AllFileName & bkMonth & bkYear
Allbk.Close SaveAs:=False
End Sub

 

[borisg5]

I re-read you instruction and I think I got it right this time.  I used a sum
formula to sum all the sheets for each of the cells in the area B6:S61 like
this

=Sum(Sheet1:Rheet31!R6C2)

I'm using R1C1 addressing, but it gets translated to be A1 addressing.  If
the sheet name are not 1 and 31 then change the instruction like this

=Sum(alpha:zeta!R6C2)

if there are spaces then we need to add single quotes

=Sum('alpha 1:zeta 4'!R6C2)

Sub totalbooks()

Folder = "C:\Report"
AllFileName = "Alltotals"
LenAll = Len(AllFileName)

'Open All total book
Set Allbk = Workbooks.Open(Filename:=Folder & "\" _
   & AllFileName & ".xls")
Set AllSht = Allbk.Sheets(2)
'find last row of in column A
LastRow = AllSht.Range("A" & Rows.Count).End(xlUp).Row
'Newrow is row where report total is put
NewRow = LastRow
FName = Dir(Folder & "\*.xls")
Do While FName <> ""
   'Don't open allmonth files
   If Left(UCase(FName), LenAll) <> UCase(AllFileName) Then
      Set Reportbk = Workbooks.Open(Filename:=Folder & "\" & FName)
      Set Report_T_Sht = Reportbk.Sheets("Total")

      For RowCount = 6 To 60
         For ColCount = sht.Range("B6").Column To sht.Range("S6").Column
            Report_T_Sht.Cells(RowCount, ColCount).FormulaR1C1= _
               "=Sheet1:Sheet31!R" & RowCount & "C" & ColCount
         Next ColCount
      Next RowCount
      Set TotalRange = Report_T_Sht.Range("B6:S60")
      Total = WorksheetFunction.Sum(TotalRange)
      NewRow = NewRow + 1
      AllSht.Range("A" & NewRow) = FName
      AllSht.Range("B" & NewRow) = Total
      Reportbk.Close
   End If
   FName = Dir()
Loop
'add total to All total book as a formula
AllSht.Range("A" & (NewRow + 2)) = "GRAND TOTL"
AllSht.Range("B" & (NewRow + 2)).Formula = _
   "=SUM(B" & (LastRow + 1) & ":B" & NewRow & ")"

bkMonth = AllSht.Range("R1")
bkYear = AllSht.Range("S1")
Allbk.SaveAs Filename:=Folder & "\" & AllFileName & bkMonth & bkYear
Allbk.Close SaveAs:=False
End Sub






- Show quoted text -

Thanks Joel,

Re: why is the sum range 54 rows (Row 6 to 61) when you have only 31
sheets? I will try to explain clearer. I appreciate your effort.

I am trying to understand the code. It is summing all sheets 1 to
31. I don't need this because all the totals of sheets 1 to 31 in
each workbook are in the 32nd sheet called 'total'. Sorry, I should
have been clearer. It is only these 'total' sheets that I am trying
to sum into the corresponding cells in the allworkbooks file.
Eg, file1 'total" b6 + file 2 'total" b6 + file 3 'total b6
+ ....file 50 'total' b6 to give a total in allworkbooks sheet 2 b6
file1 'total" c6 + file 2 'total" c6 + file 3 'total c6
+ ....file 50 'total' c6 to give a total in allworkbooks sheet 2
c6....
file1 'total" s6 + file 2 'total" s6 + file 3 'total s6
+ ....file 50 'total' s6 to give a total in allworkbooks sheet 2
s6....
file1 'total" b61 + file 2 'total" b61 + file 3 'total
cb61+ ....file 50 'total' b61 to give a total in allworkbooks sheet
2 C61
file1 'total" s61 + file 2 'total" s61 + file 3 'total
sb61+ ....file 50 'total' s61 to give a total in allworkbooks sheet
2 s61....
for all individual cells in that range.
I should mention (it may be relvant) that the totals sheets are
protected sheet (the password is t)


I hope this makes things clearer.
Regards
Bob








I also got On the line, For ColCount = sht.Range("B6").Column To
sht.Range("S6").Column, I get 'Run time Error 424, object required"

 

[Joel]

I'm now using PasteSpecial to perfrom the adding which simplifies the code.
The Read data from all the workbooks can be protected without any problems.
the All total book need to be unprotected. Can add this code if necessary.

Sub totalbooks()

Folder = "C:\Report"
AllFileName = "Alltotals"
LenAll = Len(AllFileName)

'Open All total book
Set Allbk = Workbooks.Open(Filename:=Folder & "\" _
& AllFileName & ".xls")
Set AllSht = Allbk.Sheets(2)

'Set AllShtle to total range
Set AllTotalRange = AllSht.Range("B6:S61")
'set totals to zero
AllTotalRange.Value = 0

FName = Dir(Folder & "\*.xls")
Do While FName <> ""
'Don't open allmonth files
If Left(UCase(FName), LenAll) <> UCase(AllFileName) Then
Set Reportbk = Workbooks.Open(Filename:=Folder & "\" & FName)
Set Report_T_Sht = Reportbk.Sheets("Total")

Set TotalRange = Report_T_Sht.Range("B6:S61")

'copy and add data to total workbook
TotalRange.Copy
AllTotalRange.PasteSpecial _
Operation:=xlAdd

Reportbk.Close
End If
FName = Dir()
Loop

bkMonth = AllSht.Range("R1")
bkYear = AllSht.Range("S1")
Allbk.SaveAs Filename:=Folder & "\" & AllFileName & bkMonth & bkYear
Allbk.Close SaveAs:=False
End Sub

 

[borisg5]

I'm now using PasteSpecial to perfrom the adding which simplifies the code..  
The Read data from all the workbooks can be protected without any problems..  
the All total book need to be unprotected.  Can add this code if necessary.

Sub totalbooks()

Folder = "C:\Report"
AllFileName = "Alltotals"
LenAll = Len(AllFileName)

'Open All total book
Set Allbk = Workbooks.Open(Filename:=Folder & "\" _
   & AllFileName & ".xls")
Set AllSht = Allbk.Sheets(2)

'Set AllShtle to total range
Set AllTotalRange = AllSht.Range("B6:S61")
'set totals to zero
AllTotalRange.Value = 0

FName = Dir(Folder & "\*.xls")
Do While FName <> ""
   'Don't open allmonth files
   If Left(UCase(FName), LenAll) <> UCase(AllFileName) Then
      Set Reportbk = Workbooks.Open(Filename:=Folder & "\" & FName)
      Set Report_T_Sht = Reportbk.Sheets("Total")

      Set TotalRange = Report_T_Sht.Range("B6:S61")

      'copy and add data to total workbook
      TotalRange.Copy
      AllTotalRange.PasteSpecial _
         Operation:=xlAdd

      Reportbk.Close
   End If
   FName = Dir()
Loop

bkMonth = AllSht.Range("R1")
bkYear = AllSht.Range("S1")
Allbk.SaveAs Filename:=Folder & "\" & AllFileName & bkMonth & bkYear
Allbk.Close SaveAs:=False
End Sub










- Show quoted text -

Thanks Joel,
That is brilliant - yes that is what I need.
There are 2 minor issues.
1. When each file is opened, the message appears "There is a large
amount of information on the clipboard, Do you want to be able to
paste this information into another program later. Yes/No/Cancel".
It works fine to say No. Is there a way to stop this message from
being displayed?

2. run time error 1004 - Application defined or object defined
error on the line Allbk.Close SaveAs:=False. Is there a way to
prevent this message?
Thanks again
Bob

 

[Joel]

from
Allbk.Close SaveAs:=False
to
Allbk.Close Savechanges:=False

Not sure what is causing the Large Amount of data in clipboard. I can't
repeat this problem. If fixing the above statement doesn't solve the problem
then ask in a new posting.

 

[Norman Jones]

Hi Joel,

===========
[...]

Not sure what is causing the Large Amount of data in clipboard. I can't
repeat this problem. If fixing the above statement doesn't solve the
problem
then ask in a new posting

===========

Try replacing:

ec> TotalRange.Copy

AllTotalRange.PasteSpecial _
Operation:=xlAdd

with:

'copy and add data to total workbook
TotalRange.Copy
AllTotalRange.PasteSpecial _
Operation:=xlAdd
Application.CutCopyMode = False

 

[borisg5]

Hi Joel,

===========
[...]> Not sure what is causing the Large Amount of data in clipboard.  I can't

repeat this problem.  If fixing the above statement doesn't solve the
problem
then ask in a new posting

===========

Try replacing:

ec> TotalRange.Copy

AllTotalRange.PasteSpecial _
Operation:=xlAdd

with:

   'copy and add data to total workbook
    TotalRange.Copy
    AllTotalRange.PasteSpecial _
            Operation:=xlAdd
    Application.CutCopyMode = False

Hi Joel and Norman,
It works perfectly. I am impressed - it is a very elegant solution.
Regards
Bob

 

[borisg5]

Hi Joel,

===========
[...]> Not sure what is causing the Large Amount of data in clipboard.  I can't

repeat this problem.  If fixing the above statement doesn't solve the
problem
then ask in a new posting

===========

Try replacing:

ec> TotalRange.Copy

   'copy and add data to total workbook
    TotalRange.Copy
    AllTotalRange.PasteSpecial _
            Operation:=xlAdd
    Application.CutCopyMode = False

Hi Joel and Norman,
It works perfectly.  I am impressed - it is a very elegant solution.
Regards
Bob- Hide quoted text -

- Show quoted text -

I have tried to add one more cell (L1) in addition to all the cells in
the range b6:s6 to b61:s61 to sum in all the total sheets. However,
when I try to copy more than 1 range, I get the message 'That command
cannot be used on multiple selections' Is there an easy solution?
Thanks
Bob