Create a PivotTable to analyze worksheet data

Being able to quickly analyze data can help you make

better business decisions. But sometimes it’s hard to know
where to start, especially when you have a lot of data.
PivotTables are a great way to summarize, analyze,
explore, and present your data, and you can create them
with just a few clicks. PivotTables are highly flexible and
can be quickly adjusted depending on how you need to
display your results. You can also create PivotCharts based
on PivotTables that will automatically update when your
PivotTables do.
For example, here's a simple list of household expenses,
and a PivotTable based on it:
Household expense data Corresponding PivotTable

Next, here's a PivotChart:

 Before you get started
 Your data should be organized in a tabular format, and not
have any blank rows or columns. Ideally, you can use
an Excel table like in our example above.
 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.
Otherwise, you need to either manually update the data
source range, or use a dynamic named range formula.
 Data types in columns should be the same. For example,
you shouldn't mix dates and text in the same column.
 PivotTables work on a snapshot of your data, called the
cache, so your actual data doesn't get altered in any way.
 Create a PivotTable

If you have limited experience with PivotTables, or are not

sure how to get started, a Recommended PivotTable is a
good choice. When you use this feature, Excel determines
a meaningful layout by matching the data with the most
suitable areas in the PivotTable. This helps give you a
starting point for additional experimentation. After a
recommended PivotTable is created, you can explore
different orientations and rearrange fields to achieve your
specific results. The Recommended PivotTables feature
was added in Excel 2013, so if you have an earlier version,
follow the instructions below for how to manually create a
PivotTable instead.

Recommended PivotTable Manually create a PivotTable

1. Click a cell in the source data or1. Click a cell in the source data or ta
table range. range.
2. Go 2. Go to Insert > Tables > PivotTable
to Insert > Tables > Recommen
ded PivotTable.

If you're using Excel for Mac 2

and earlier, the PivotTable button
3. Excel analyzes your data and on the Data tab in the Analysis gro
presents you with several
options, like in this example
using the household expense
 data. 3. Excel will display the Cre
PivotTable dialog with your range
table name selected. In this case, w
using a table ca
"tbl_HouseholdExpenses".

4. Select the PivotTable that looks

best to you and press OK. Excel
will create a PivotTable on a
new sheet, and display
the PivotTable Fields List.

4. In the Choose where you want

PivotTable report to be placed sect
select New Worksheet, or Exis
Worksheet. For Existing Worksh
you'll need to select both
worksheet and the cell where
want the PivotTable placed.
5. If you want to include multiple tab
or data sources in your PivotTa
click the Add this data to the D
Model check box.
6. Click OK, and Excel will creat
blank PivotTable, and disp
 the PivotTable Fields list.

Working with the PivotTable Fields list

In the Field Name area at the top, select the check box for any field you want to add to your
PivotTable. By default, non-numeric fields are added to the Row area, date and time fields
are added to the Column area, and numeric fields are added to the Values area. You can also
manually drag-and-drop any available item into any of the PivotTable fields, or if you no
longer want an item in your PivotTable, simply drag it out of the Fields list or uncheck it.
Being able to rearrange Field items is one of the PivotTable features that makes it so easy to
quickly change its appearance.

PivotTable Values

 Summarize Values By

By default, PivotTable fields that are placed in the Values area will be displayed as a SUM. If
Excel interprets your data as text, it will be displayed as a COUNT. This is why it's so
important to make sure you don't mix data types for value fields. You can change the default
calculation by first clicking on the arrow to the right of the field name, then select the Value
Field Settings option.

Next, change the calculation in the Summarize Values By section. Note that
when you change the calculation method, Excel will automatically append it in
the Custom Name section, like "Sum of FieldName", but you can change it. If
you click the Number Format button, you can change the number format for the
entire field.
 TIP: Since the changing the calculation in the Summarize Values By section will change the PivotTable field name, it's best not to rename
your PivotTable fields until you're done setting up your PivotTable. One trick is to use Find & Replace (Ctrl+H) >Find what > "Sum of",
then Replace with > leave blank to replace everything at once instead of manually retyping.

 Show Values As
Instead of using a calculation to summarize the data, you can also display it as a percentage
of a field. In the following example, we changed our household expense amounts to display
as a % of Grand Totalinstead of the sum of the values.

Once you've opened the Value Field Setting dialog, you can make your selections from
the Show Values As tab.
 Display a value as both a calculation and percentage.

Simply drag the item into the Values section twice, then set the Summarize Values
By and Show Values As options for each one.

Refreshing PivotTables

If you add new data to your PivotTable data source, any PivotTables that were built on that
data source need to be refreshed. To refresh just one PivotTable you can right-click anywhere
in the PivotTable range, then select Refresh. If you have multiple PivotTables, first select any
cell in any PivotTable, then on the Ribbon go to PivotTable
Tools > Analyze > Data > Click the arrow under the Refresh button and select Refresh All.
 Deleting a PivotTable

If you created a PivotTable and decide you no longer want it, you can simply
select the entire PivotTable range, then press Delete. It won't have any affect on
other data or PivotTables or charts around it. If your PivotTable is on a separate
sheet that has no other data you want to keep, deleting that sheet is a fast way to
remove the PivotTable.

LOOKUP function

Use LOOKUP, one of the lookup and reference functions, when you need to look in a single
row or column and find a value from the same position in a second row or column.

For example, let's say you know the part number for an auto part, but you don't know the
price. You can use the LOOKUP function to return the price in cell H2 when you enter the
auto part number in cell H1.

Use the LOOKUP function to search one row or one column. In the above example, we're
searching prices in column D.

Use VLOOKUP to search one row or column, or to search multiple rows and columns (like a
table). It's a much improved version of LOOKUP. Watch this video about how to use
VLOOKUP.

There are two ways to use LOOKUP: Vector form and Array form

 Vector form: Use this form of LOOKUP to search one row or one column for a value. Use
the vector form when you want to specify the range that contains the values that you want to
match. For example, if you want to search for a value in column A, down to row 6.

 ray form: We strongly recommend using VLOOKUP or HLOOKUP instead of the array
form. Watch this video about using VLOOKUP. The array form is provided for
compatibility with other spreadsheet programs, but it's functionality is limited.

An array is a collection of values in rows and columns (like a table) that you want to search.
For example, if you want to search columns A and B, down to row 6. LOOKUP will return
the nearest match. To use the array form, your data must be sorted.
 Vector form

The vector form of LOOKUP looks in a one-row or one-column range (known as a vector)
for a value and returns a value from the same position in a second one-row or one-column
range.

Syntax

LOOKUP(lookup_value, lookup_vector, [result_vector])

The LOOKUP function vector form syntax has the following arguments:

 lookup_value Required. A value that LOOKUP searches for in the first

vector. Lookup_value can be a number, text, a logical value, or a name or reference that
refers to a value.
 lookup_vector Required. A range that contains only one row or one column. The values
in lookup_vector can be text, numbers, or logical values.

IMPORTANT: The values in lookup_vector must be placed in ascending order: ..., -2, -1, 0,
1, 2, ..., A-Z, FALSE, TRUE; otherwise, LOOKUP might not return the correct value.
Uppercase and lowercase text are equivalent.

 result_vector Optional. A range that contains only one row or column.

The result_vector argument must be the same size as lookup_vector. It has to be the same
size.

Remarks

 If the LOOKUP function can't find the lookup_value, the function matches the largest value
in lookup_vector that is less than or equal to lookup_value.
 If lookup_value is smaller than the smallest value in lookup_vector, LOOKUP returns the
#N/A error value.
 Vector examples

You can try out these examples in your own Excel worksheet to learn how the LOOKUP
function works. In the first example, you're going to end up with a spreadsheet that looks
similar to this one:

1. Copy the data in following table, and paste it into a new Excel worksheet.

Copy this data into column A Copy this data into column B
Frequency Color

4.14 red
4.19 orange
5.17 yellow
5.77 green
6.39 blue

2. Next, copy the LOOKUP formulas from the following table into column D of your
worksheet.

Copy this formula into Here's what this formula does Here's
the D column result you'l
Formula
=LOOKUP(4.19, A2:A6, Looks up 4.19 in column A, and returns the value from column orange
B2:B6) B that is in the same row.
=LOOKUP(5.75, A2:A6, Looks up 5.75 in column A, matches the nearest smaller value yellow
B2:B6) (5.17), and returns the value from column B that is in the same
row.
 Copy this formula into Here's what this formula does Here's
the D column result you'l
=LOOKUP(7.66, A2:A6, Looks up 7.66 in column A, matches the nearest smaller value blue
B2:B6) (6.39), and returns the value from column B that is in the same
row.
=LOOKUP(0, A2:A6, Looks up 0 in column A, and returns an error because 0 is less #N/A
B2:B6) than the smallest value (4.14) in column A.

3. For these formulas to show results, you may need to select them in your Excel worksheet,
press F2, and then press Enter. If you need to, adjust the column widths to see all the data.

Array form

TIP: We strongly recommend using VLOOKUP or HLOOKUP instead of the array

form. See this video about VLOOKUP; it provides examples. The array form
of LOOKUP is provided for compatibility with other spreadsheet programs, but it's
functionality is limited.

The array form of LOOKUP looks in the first row or column of an array for the specified
value and returns a value from the same position in the last row or column of the array. Use
this form of LOOKUP when the values that you want to match are in the first row or column
of the array.

Syntax

LOOKUP(lookup_value, array)

The LOOKUP function array form syntax has these arguments:

 lookup_value Required. A value that LOOKUP searches for in an array.

The lookup_value argument can be a number, text, a logical value, or a name or reference
that refers to a value.
o If LOOKUP can't find the value of lookup_value, it uses the largest value in the array that is
less than or equal to lookup_value.
o If the value of lookup_value is smaller than the smallest value in the first row or column
(depending on the array dimensions), LOOKUP returns the #N/A error value.
 array Required. A range of cells that contains text, numbers, or logical values that you
want to compare with lookup_value.

The array form of LOOKUP is very similar to the HLOOKUP and VLOOKUP functions.
The difference is that HLOOKUP searches for the value of lookup_value in the first
row, VLOOKUP searches in the first column, and LOOKUP searches according to the
dimensions of array.
o If array covers an area that is wider than it is tall (more columns than
rows), LOOKUP searches for the value of lookup_value in the first row.
o If an array is square or is taller than it is wide (more rows than columns), LOOKUP searches
in the first column.
o With the HLOOKUP and VLOOKUP functions, you can index down or across,
but LOOKUP always selects the last value in the row or column.
 what is Tally accounting
Tally Accounting is a software used for accounting purposes. It is
provided byTally Solutions and is a standard
business accounting software. Tally ERP is a very robust ERP product
and is a complete business management solution. Tally is defined as
record, count (as verb) or a record of debit and credit or an account.
Tally Training.
Tally software is a complete Accounting, Inventory, Taxation and Payroll
software. ... Tally 9 ERP software is being used by individuals and business
corporate to maintain their books of Accounts. It is important to maintain record
of all monetary transactions.
A general ledger is a company's set of numbered accounts for its accounting
records. ... The ledger holds account information that is needed to prepare
financial statements and includes accounts for assets, liabilities, owners' equity,
revenues and expenses.
Tally main product is its Enterprise Resource
Planning Software called Tally.ERP 9 with single user and multi-user licences.
For large organisations with many branches, Tally.Server 9 is offered.
The software handles accounting, inventory management, tax management,
payroll etc.

The difference between a general ledger and the general journal is that the
general journal is considered the initial book of entry. The general ledger and
general journal help create a double-entry bookkeeping record system, which is
used to record financial transactions.
How to Use Tally
rt 1
Setting Up Tally
1.
Install the Tally software. Tally 9 ERP can be purchased and downloaded from the Tally
website. You can download a 30-day trial version if you're not sure if you want to use it yet.
Tally 9 is for Windows only. You can also use Tally in Educational Mode, which allows you to
learn how to use the software without having to purchase a license. Some features are
restricted in this mode.
2
Navigate Tally. Tally is designed to be navigated by using the keyboard. While you
can click any option you want, everything in Tally has a keyboard shortcut. Usually,
the key is displayed next to each available option. Learning how to get around with
the keyboard will increase your efficiency.
 Create a company. In order to use Tally, you will need to create a company in the
program. Even if you aren't using tally professionally, you still need to create a
company. In the opening menu, select "Create Company". This will take you to the
Company Creation screen, which will allow you to enter in your company details.
 Enter in your company name as it appears on your banking records.
 Enter your company address, statutory compliance, telephone number, and email
 Turn on "Auto Backup" to ensure that a copy of all your work is saved in case
something happens to the original.
 Choose your currency.
 If you are using Tally to just manage your accounts, select "Accounts info" in the
Maintain menu. If you are using Tally for inventory management as well, select
"Accounts with inventory".
 Enter the start of your financial year and the start date for the books.
 Understand what ledgers are for. Ledgers record all of the transactions for that
account. You will need to create a ledger for each account that you do business with.
There are two ledgers included: "Cash" and "Profit and Loss Account". You can
create as many other ledgers as you need.
 When creating accounts for other parties, under Sales or Purchase (revenue), they
must be listed as Sundry Debtors, Sundry Creditors or Branch/Divisions. Place the
party in the group that they closest relate to. For example, A party that you sell more
to than you buy from would be a Sundry Debtors account.
pen the Create Ledger window. Select "Accounts Info" from the Gateway menu. Choose
the "Ledgers" option. You can then choose to create a single ledger or create multiple
ledgers.
Select the group. The first thing you will need to do when creating a ledger is to select
which group it will be assigned to. Selecting the right group is important, as it will affect how
numbers and sales are totaled later. The list of available groups will be on the right side of
the screen.
Give the ledger a name. Enter a name for your ledger. This will allow you to easily know
what the ledger contains without having to open it.
Enter an opening balance. When creating a ledger, you will need to indicate the balance
that the ledger is starting with. If you are creating a ledger for your bank account, this would
be the amount currently in it. If you are starting a ledger for the amount owed to a contractor,
the amount you owe would be the starting balance.

Understand the purpose of vouchers. A voucher is a document that contains the details of
a financial transaction. Vouchers are used for all aspects of a business, from sales to
deposits. Tally comes with several of the most popular types of vouchers pre-configured.
Open the Vouchers page. From the Gateway menu, select "Accounting Vouchers".
 Choose the voucher you want to create. On the right menu, you will see a list of
available vouchers you can create. Select the one that meets your needs best.
 Contra Voucher (F4) - Contra vouchers are for when money is deposited or
withdrawn for the bank, or transferred between two accounts in the same company.
 Payment Voucher (F5) - This voucher is for payments made by the business.
 Receipt Voucher (F6) - This voucher is for any income made by the company (sales,
rent, interest, etc.)
 Journal Voucher (F7) - Transactions that don't relate to sales, purchases, cash, or
other income. Mostly used for adjustments and opening and closing balances.
 Sales Voucher/Invoice (F8) - This voucher is for all sales made by the company.
 Purchase Voucher (F9) - This is for the purchase of assets by the company.

Enter in the required information. The information needed to complete the

voucher will vary depending on the type of voucher you want to create. You will
typically need to determine which ledger the voucher will be attached to, as well as
enter the date and names of any involved parties.
 If you are entering products being purchased or sold, Tally will automatically
calculate totals based on the quantity you select.[1]