Limit drop down list and linking to other info

[Intuit]

Hello again. I received some excellent assistance from paul B last tim
I was here and am hoping to get some help again. I have set up
spreadsheet that requires info to be inputted into cells. I hav
created drop down lists in the cells to only allow certain informatio
to be inputted. I would like to do a couple things but can't figur
out how or even how to look it up in help. I would like to:

Allow user to use a drop down list and pick the appropriate entry, the
have another drop down list in the adjacent cell that only contain
items that correspond to what the first drop down entry was (i.e.
company name in first drop down box, adjacent cell drop down list onl
contains parts made for that company). Then I would like the nex
column to contain the pricing of the item that was chosen in th
previous cell's drop down box. Ideally, this cell would be populate
automatically depending on the part chosen for the company. I a
trying to create a log of parts shipped and total amount shipped.
Hopefully this wasn't too confusing! Any help would be greatl
appreciated. Thanks!!

 

[Intuit]

Also, I would like to populate the lists automatically.

 

[Biff]

Hi!

Here's a minimal sample file that demonstrates one way to do this:

http://s48.yousendit.com/d.aspx?id=1SM6K6WKB4OBP0UJQKCTK8LVNL

Make a list of the unique company names and use that list as the source for
the company drop down. In the sample file that list is in the range G2:G6.

Make a 3 column table that lists the company name, part numbers and price.

The source for the dependent drop down for the part numbers is derived from
the above list. Select cell B2 then goto Data>Validation. You'll see the
formula that is used to create the range for the dependent drop down.

Then use a simple Vlookup to get the price. I guess it's possible for
multiple companies to have the same part numbers. If you find that that's
the case we need to use a different formula to get the price.

Biff

 

[Intuit]

Great! I think that example will help. I think I understand what you
put in, but can I have my 3 column table on another worksheet within
the same workbook?

 

[Biff]

can I have my 3 column table on another worksheet

within the same workbook?

Yes, but that will require some changes.

Assume the lookup table is on Sheet2.

A1, B1 and C1 are the column headers.

The actual table data is in the range A2:C20.

Goto Insert>Name>Define
Names in workbook: Parts (or whatever you want to call it but Parts seems
self explanatory to me!)
Refers to:

=OFFSET(Sheet2!$A$2,MATCH(Sheet1!$A$2,Sheet2!$A$2:$A$20,0)-1,1,COUNTIF(Sheet2!$A$2:$A$20,Sheet1!$A$2))

OK out

Then select cell B2 on Sheet1 (the dependent drop down)
Goto Data>Validation
In the Source box, delete the formula that is currently entered and replace
it with this:

=Parts

OK out

This is all necessary because Excel doesn't "like" it when you use
validation that is located on a different sheet!

Biff

 

[Intuit]

Biff,
That worked great! Thanks! However, I have something even mor
challenging now. Some part names don't have part numbers and vic
versa. Some also have both. How would I tweak these formulas so tha
if there is a part number and name, all I have to do is pull down th
drop down list and pick the part number and the part name automaticall
appears in the next column along with the price in the next column afte
that. If there is no part number, than I would like to be able to go t
the next column and pick a part number and then the price b
automatically entered in. The drop down list in the part name colum
would once again need to be populated only with parts pertaining t
that company. I know this is alot of info I'm asking for and probabl
pretty confusing as well. I have learned alot already, but it seem
like once one obstacle is completed, another pops up. Thanks i
advance for all your help

 

[Intuit]

Biff,
That worked great! Thanks! However, I have something even more
challenging now. Some part names don't have part numbers and vice
versa. Some also have both. How would I tweak these formulas so that
if there is a part number and name, all I have to do is pull down the
drop down list and pick the part number and the part name automatically
appears in the next column along with the price in the next column after
that. If there is no part number, than I would like to be able to go to
the next column and pick a part number and then the price be
automatically entered in. The drop down list in the part name column
would once again need to be populated only with parts pertaining to
that company. I know this is alot of info I'm asking for and probably
pretty confusing as well. I have learned alot already, but it seems
like once one obstacle is completed, another pops up. Thanks in
advance for all your help.

Well I figured out a way around my dillema above, however, I'm still
having one small problem. I can't get my drop down list to change
correctly with cells below the first row. The formula you showed me
worked great for the first row, but when I try and use it on the cell
below it, the drop down list has some of the correct parts on it, and
some from other companies??? Any idea why? Also, what did the -1 and
1 part of the formula you type mean?

 

[Biff]

Ok, I'm not really following you on this!

So, it sounds like you have 4 data elements:

1. company name
2. part name
3. part number
4. price

If you have the company name and the part name but do not have that part
names part number, where do you get that part number?

Can you post a sample file that shows how this should work and what it looks
like?

Biff

 

[Intuit]

I found out that the each successive cell adds one extra part to the
populated drop down list. So by the 4th cell, (my first is fine), I
have 3 additional parts on the populated list that shouldn't be
there...

 

[Intuit]

Ok, I'm not really following you on this!

So, it sounds like you have 4 data elements:

1. company name
2. part name
3. part number
4. price

If you have the company name and the part name but do not have that
part
names part number, where do you get that part number?

Can you post a sample file that shows how this should work and what it
looks
like?

Biff

in
message news:[email protected]...

Ok, I'm not sure how to post files but I will try and clarifiy my
spreadsheet. I have one worksheet that will be our shipping log. this
contains the drop down menus. I have a column on this for company, part
number, part name, price etc. The company column has a drop down menu
that refers to another worksheet that only contains unique company
names. The part name column's drop down list on the shipping log
references another worksheet that has 4 columns: company name, part
number, part name, and price. There may be several instances of a
company name in this worksheet because of the many different parts made
for that company. So I would like the drop down menu for the cells in
the part number column on the shipping log to only contain parts for
the one particular company. The solution you gave works for the first
cell. When I go to the next cell down, it contains all the part
numbers for the previous entry's company name. I somewhat fixed this
by taking out some of the $ signs in your formula. However, now, each
successive entry results in one extra part being added to the populated
list that is supposed to only contain parts for that company. I hope
this clarified things. If not, I will try and figure out how to a
picture of my spreadsheet

 

[Intuit]

Ok, I'm not really following you on this!

So, it sounds like you have 4 data elements:

1. company name
2. part name
3. part number
4. price

If you have the company name and the part name but do not have that
part
names part number, where do you get that part number?

Can you post a sample file that shows how this should work and what it
looks
like?

Biff

in
message news:[email protected]...

To get my part name where this is no number and vice versa, I'm just
entering the same in both columns on my part list worksheet. Than I do
a VLookup to populate the cell with the missing information on the
shipping log automatically. I think I have that worked out, but the
drop down list thing is stumping me for sure...as is how to post a
sample spreadsheet! Please don't shoot the Noob! My sample ss in word
is too big to post!

 

[Intuit]

I have another problem. how do I get vlookup to return info in a column
that is not directly adjacent to the column its looking up in?

 

[Intuit]

I got it. Thanks for all your help Biff. I'm sure you will see me
again!

 

[Biff]

OK, good deal!

I'm sure you will see me again!

"We're" always open!

Biff