Working out a value within a certain month.

[Matt]

Hi guys,

I posted a question a few weeks ago about a spreadsheet I have been working
on for my boss. Just when I thought I was home and dry, he has asked me to
add more to it and I am now stuck again.

It is to track hotel bookings and has been inputted like this:-

The headers begin in A4 and go as follows:- (Columns I-N all have a width
of zero so they appear hidden)

A - Reservation Number
B - Source of booking (dropdown box - Choices = Web, Worldspan, Pegasus,
Galileo, Amadeus, Sabre)
C - Arrival date (in the format DD/MM/YYYY)
D - Number of nights
E - Number of people
F - Total booking value
G - Average room rate (contains formula - Total booking value divided by
number of nights - F5 divided by D5)
H - Meals included (dropdown box)
I - Room revenue (contains formula - =IF($H8="Breakfast",$E8*6," ")
J - Breakfast Revenue (contains formula - =IF($H5="Breakfast",$E5*6," ")
K - Dinner Revenue (contains formula - =IF($H5="Dinner",$E5*17.95," ")
L - Dinner, bed and breakfast revenue (contains formula -
=IF($H5="DBB",$E5*23.95," ")
M - Room only (contains formula - =IF($H5="Room only",$E5*0," ")
N - Total food revenue (contains formula - =SUM(J5:M5)*D5
O - Net room revenue (Contains formula - =IF(F5=0,"",I5/1.175)
P - Net food Revenue (contains formula - =SUM(N5/1.175)
Q - Enhance revenue
R - Total net revenue (Contains formula - =SUM(O5:Q5)
S - Comission paid (contains formula)

All of the data is then entered underneath.

Now for the new bit he wants.

On a new sheet, he want a grid to show how much commision is being paid per
month to each provider of our bookings (column B - Source)

The new sheet that needs to be added will look like this:-

Columns:- (all in row 1)

B - April
C - May
D - June
E - July
F - August
G - September
H - October
I - November
J - December
K - January
L - February
M - March

In Column A from row 2 descending down

2 - Web
3 - Worldspan
4 - Pegasus
5 - Galileo
6 - Amadeus
7 - Sabre

So with all that in place, it needs to pickup the information from the
original sheet (named "Int Hot") so that all of the commission paid to the
source named "Web" in the month of April will appear in cell B2, Worldspan in
cell B3, etc.

Hope this makes sense and thanks in advance.
Matt

 

[Tom Hutchins]

In B2 on the new sheet, try

=SUMPRODUCT(--('Int Hot'!$B$5:$B$22=Sheet2!$A2),--(TEXT('Int
Hot'!$C$5:$C$22,"mmmm")=Sheet2!B$1),'Int Hot'!$S$5:$S$22)

I'm matching the month based on the arrival date. You will need to adjust
the ending row in the ranges on Int Hot and replace Sheet2 with the correct
name for the new sheet. Then copy B2 across and down as needed.

Hope this helps,

Hutch

 

[John C]

The only concern I have with regards to your data setup for your Summary, is
if this workbook contains multiple years, the summary sheet would tabulate
April for multiple years. If your workbook is single year, then I don't see
an issue. Here is your formula for B2 on your summary sheet, copy down to B7,
and then to the right, copy your B2:B7 range all the way to M2:M7
B2: =SUMPRODUCT(--('Int Hot'!$B$5:$B$369=$A2),--(MONTH('Int
Hot'!$C$5:$C$369)=--TEXT(B$1&" 1, 2000","m")),('Int Hot'!$S$5:$S$369))

 

[Matt]

Thanks Hutch, that works a treat.

However, the next challenge (as I was not thorough enough) is how can I make
it recognise booking in different years? I plan on making a Commissions
sheet for each financial year, but at the moment the commission for bookings
in both May 08 and May 09 are being picked whereas May 09 would fall under a
new financial year.

Do you know of any way to correct this?

Many thanks
Matt

 

[Matt]

Thanks John,

I just asked the same question (I'll learn to refresh the page before I
respond next time)

I'm trying it now and will let you know.

Thankyou
Matt

 

[John C]

My question is, where on your summary sheet are you referring to the year?
Both my formula and Tom's formula are easy enough to modify, but where are
you determining which year you want?

 

[Matt]

I think will need to make a grid for each financial year (probably up to 5
years in advance). Assuming it is possible to make it pick up the different
years, would it be exactly the same formula in all 5 grids, or would it need
modifying slightly?

The bookings are in the order in which we receive them, so the arrival dates
can vary dramatically, for example:- line 5 can have a booking for
15/11/2008, Line 6 can have 23/07/2009 and line 7 can have 07/12/2008 so
there is no order to the bookings. It may seem silly, but it is easier for
us to cross reference them at our end this way.

Hope that isn't too complicated

Muchly appreciated
Matt

 

[Glenn]

Hi guys,

I posted a question a few weeks ago about a spreadsheet I have been working
on for my boss. Just when I thought I was home and dry, he has asked me to
add more to it and I am now stuck again.

It is to track hotel bookings and has been inputted like this:-

The headers begin in A4 and go as follows:- (Columns I-N all have a width
of zero so they appear hidden)

A - Reservation Number
B - Source of booking (dropdown box - Choices = Web, Worldspan, Pegasus,
Galileo, Amadeus, Sabre)
C - Arrival date (in the format DD/MM/YYYY)
D - Number of nights
E - Number of people
F - Total booking value
G - Average room rate (contains formula - Total booking value divided by
number of nights - F5 divided by D5)
H - Meals included (dropdown box)
I - Room revenue (contains formula - =IF($H8="Breakfast",$E8*6," ")
J - Breakfast Revenue (contains formula - =IF($H5="Breakfast",$E5*6," ")
K - Dinner Revenue (contains formula - =IF($H5="Dinner",$E5*17.95," ")
L - Dinner, bed and breakfast revenue (contains formula -
=IF($H5="DBB",$E5*23.95," ")
M - Room only (contains formula - =IF($H5="Room only",$E5*0," ")
N - Total food revenue (contains formula - =SUM(J5:M5)*D5
O - Net room revenue (Contains formula - =IF(F5=0,"",I5/1.175)
P - Net food Revenue (contains formula - =SUM(N5/1.175)
Q - Enhance revenue
R - Total net revenue (Contains formula - =SUM(O5:Q5)
S - Comission paid (contains formula)

All of the data is then entered underneath.

Now for the new bit he wants.

On a new sheet, he want a grid to show how much commision is being paid per
month to each provider of our bookings (column B - Source)

The new sheet that needs to be added will look like this:-

Columns:- (all in row 1)

B - April
C - May
D - June
E - July
F - August
G - September
H - October
I - November
J - December
K - January
L - February
M - March

In Column A from row 2 descending down

2 - Web
3 - Worldspan
4 - Pegasus
5 - Galileo
6 - Amadeus
7 - Sabre

So with all that in place, it needs to pickup the information from the
original sheet (named "Int Hot") so that all of the commission paid to the
source named "Web" in the month of April will appear in cell B2, Worldspan in
cell B3, etc.

Hope this makes sense and thanks in advance.
Matt

I would suggest using a PivotTable, and grouping dates by month.

 

[John C]

I will post more tomorrow. Quick question if you get it. Is your Fiscal Year
from April to March? Or how are your months going to run on your summation
sheet?

 

[Matt]

Good morning John,

Yes, our fiscal year is from April to March so this is how they will run.
Sorry to be a pain by not fully explaining in the first post. It will all be
over soon thought because after today's shift I go on vacation for 3 weeks

Thanks again
Matt

 

[John C]

Here is what I recommend. On your summation sheet, have cell A1 be equal to
your Fiscal Year. You can either key it in manually, or set up a drop down
box, either way, your choice.
Next, your formula in your summation sheet in cell B1 thru M1 (yes, this is
your month header row), would be:
=DATE($A1-1,COLUMN()+2,1)
And just copy across.
Finally, your formula in B2, to be copied down and across, would be:
=SUMPRODUCT(--('Int Hot'!$B$5:$B$2000=$A2),--(MONTH('Int
Hot'!$C$5:$C$2000)=MONTH(B$1)),--(YEAR('Int
Hot'!$C$5:$C$2000)=YEAR(B$1)),('Int Hot'!$S$5:$S$2000))

If you want to have multiple years on the same sheet, instead of a sheet
that shows one FY at a time, you can just copy the entire group down below,
and just have a different FY in the A1 position.

Have a good vacation. And remember, if this answers your question, be sure
to check the YES box below

 

[John C]

As a side note, on the cells that have the formulas for the months (B1 to
M1), I actually did a custom format of: mmmm
This allowed the display to only show the month instead of 4/1/07 etc....

 

[Matt]

Hi John,

It all sounds very promising, but I do have a stumbling block (I'm sure it's
just me being daft). When you say cell A1 should be equal to my Fiscal Year,
how should I input that? should it be "01/04/08 - 31/03/09" or just "Apr 08
- Mar 09"?

It just seems everything I try returns an error from the formula you gave me.

Thanks again
Matt

 

[John C]

Nope, just your fiscal year, 2007 or 2008 or 2009 etc.
The formulas I entered into cells B1:M1 will actually use the year entered
in A1 to create a 'date' (i.e.: 4/1/2007, 4/1/2008).
Say, for example, you want FY 08 data, so in A1, type in 2008.
Then, formula B1 is:
=DATE($A1-1,COLUMN()+2,1)
Which converts to:
=DATE(2008-1,2+2,1) = DATE(2007,4,1) = 4/1/2007 and since your FY runs April
- March, I am assuming that April 2007 is actually part of your FY 08.
Then the formulas in B2 and beyond actually match the month and year of the
dates in B1:M13. Even if you format the cells B1:M1 to just display the
month, the year is still part of the cell, just not displayed, and it allows
the SUMPRODUCT formula to calculate the correct month AND year.

 

[Glenn]

Hi John,

It all sounds very promising, but I do have a stumbling block (I'm sure it's
just me being daft). When you say cell A1 should be equal to my Fiscal Year,
how should I input that? should it be "01/04/08 - 31/03/09" or just "Apr 08
- Mar 09"?

It just seems everything I try returns an error from the formula you gave me.

Thanks again
Matt

If you haven't already, please consider a PivotTable for your report. It will
do exactly what you need.

Select your data range. Select Data / PivotTable and PivotChart Report. In the
wizard, select "Microsoft Office Excel list or database" and "PivotTable" and
then Next. Confirm the range and click Next. Select "New worksheet" and Finish.

Drag "Source of Booking" to Row Fields area. Drag "Arrival Date" to Column
Fields area. Drag "Commission Paid" to Data Items area.

Right-click on "Arrival Date" on the PivotTable and select Group and Show Detail
/ Group. Click "Months" and "Years" in the "By" list (both should be
highlighted). Un-check the "Auto" boxes for "Starting at:" and "Ending at:" and
fill in the appropriate dates (4/1/2008 and 3/31/2008 for your current fiscal
year). Click the pop-up for "Years" and un-check "<4/1/2008" and ">3/31/2009".

Right-click on "Commission Paid" on the PivotTable and select Field Settings.
Click "Number" and format data, if necessary.