CASE 1 - UPLOADING DATA & CLEANSING ERRORS IN DATA FORM

Create Case 1 folder

File: Inv Report.txt
Create new excel file named Case 1
Open Case 1 excel
Data (MenuBar) -> Get external Data from text -> locate Inv Report.txt -> Import

Choose fixed width ->next

Scroll Down to report totals -> move divider to 42 -> next

(so product description will not be mixed with totals in a single cell when the txt is
converted to excel)

*If a number is preceded by a “0” (e.g. 0012) choosing GENERAL will convert it to a number
by removing the “0”. Maintain the “0” by changing the format of data to TEXT

Save!

CASE 2 – VALIDATE DATA BY LOOKING AT TRANSACTION TOTALS,

DUPLICATE, & MISSING DOCUMENTS

Create case 2 folder

File: Sales Database
Open Sales Database excel
Highlight Entire data -> Insert (Menubar) -> Pivot Table
In the Pivot Table Field List:
DRAG Inv. No. -> Rows
DRAG Inv. No. -> Values (will show the count, thus we will know if there are
duplicates/ gaps)
*You can double click on any cells with a count no. to show details of the product

HOW TO IDENTIFY ERRORS (Using Conditional Formatting)

In the Pivot sheet: (we can name the sheet as Validation_Duplicate)

Highlight Column B -> Home (MB) ->Conditional Formatting
Manage Rules -> New Rules -> Rule type = Format Only Cells that contain
Cell values - Greater than - 1 then press format -> fill choose red –ok ok

HOW TO HIGHLIGHT DUPLICATES ONLY

Highlight Column B -> Data (MB) -> Filter
In the Drop Down menu, you can now filter by COLOR or VALUE
HOW TO IDENTIFY GAPS/ MISSING TRANSACTIONS

In the Sales sheet -> Highlight all data -> Insert Pivot Table

In the Pivot Table Field List: (name the sheet as Validation_Gap)

DRAG Inv. No. -> Rows (the idea is to get the difference between each invoice
number to see the gaps or a >1 difference between a continuous set of numbered transactions)

B5 =A5-A4 (result = 1) copy all formulas by using double clicking on the black cross
at the bottom right of B5
*Any missing transactions will now have a >1 value

HOW TO FIND THE MISSING TRANSACTIONS

Highlight Column B – File(MB) -> Cond.Formatting (same procedure as identifying

errors above)

HOWEVER, if there is already a similar format created in another sheet, we can already use that
format.

Go to Validation_Duplicate sheet

Choose a cell where the format was applied (B100) -> Home(MB) -> Format Painter ->
go to Validation_Gap sheet -> click on column B (the conditional formatting will now be
applied to column B)

Apply also filter to highlight the missing transactions.

HOW TO MAKE THE MISSING INVOICES APPEAR

In the Validation_Gap sheet:

Filter column B to show only those with >1

C1 “Count” D1 “Start of Value” E1 “ End”

C101 =IF(B101=1," ",B101-1) -will show the count of missing transactions

D101 =IF(B101=1," ",A100+1) -will show the start of missing transactions

E101 =IF(B101=1," ",A101-1) will show the end of missing transactions

HOW TO ANALYZE DATA BY TYPE

In the Sales sheet -> Highlight all data -> Insert Pivot Table
DRAG Product Code -> Rows
DRAG Sales before tax -> Values
DRAG Sales before tax -> Values
On the column of “Count of sales b4 tax” -> Right Click on any cell ->
summarize values as % of Grand total

DRAG Sales before tax -> Values

On the column of “Count of sales b4 tax” -> Right Click on any cell ->
summarize values by Sum

DRAG Sales before tax -> Values

On the column of “Count of sales b4 tax” -> Right Click on any cell ->
summarize values by Sum-> summarize values as % of Grand total

*You can now compare the % of items (products sold) with the % of Sales contributed by ach
product.

HOW TO CREATE A DROP DOWN LIST (CONSISTING OF A SELECTION OF

PRODUCTS/ ACCOUNTS)

New excel sheet -> Highlight Column where list will be used -> Data(MB) -> Data Validation ->
Allow: “List” -> type Product A, Product B, Product C

*This will create a selection list, BUT efficient only for short lists

If there are many items..

1. Create your List first: In another column type Product 1 drag down to Product 10 highlight
Prod 1 to 10 then name the data as “Product” (same as naming a table)

2. Highlight Column where dropdown list will be used ->Data(MB) ->Data Validation -> Allow:
“List” -> Source: press F3 then choose “Product” -ok
 CASE 3 – MANIPULATING DATA --- DATES

HOW TO SLICE MONTH/ DATE/ YEAR

Create case 3 folder copy Sales Database

*How to hide columns? Highlight Column C to J -> Data(MB) -> Group then hide CtoJ
@Column K
K1 “Month”
K2 =TEXT(B2,"mmmm") -> July will appear
K2 =TEXT(B2,"mmm") -> Jul will appear
K2 =TEXT(B2,"mm") -> 07 will appear
@Column L
L1 “Date”
L2 =TEXT(B2,"dddd") -> Monday will appear
L2 =TEXT(B2,"ddd") -> Mon will appear
L2 =TEXT(B2,"dd") -> 21 will appear
@Column M
M1 “Year”
M2 = TEXT(B2,"yyyy") -> 2008 will appear

Weekly Data
@Column N
N1 “Week”
N2 =WEEKNUM(B2) -> 30 will appear

How to add W to 30 to make it more understandable

@Column O
O1 “Week1”
O2 =TEXT(N2,"00") -> To convert numbers into standard 2 characters (1 will become
01)

@Column P
P1 “Weekly”
P2 =CONCATENATE("W",O2) -> W30 will appear
QUARTERLY DATA -- Apply rule on associated table XDO NOT use a long IF condition

3 Steps: Create a table, Name your table, VLOOKUP

Think of a reference key/ primary key that will be used for association
Associated Cell must be identical with cell being associated to.

Create a new sheet in Sales Database:

A1 “Month”
A2 “Jan” drag to “Dec”
B2 – B4 =1
B5 – B7 =2 OR B5 =B2+1 then double click black cross
B8 – B10 =3
B11 – B12 =4
C2 =CONCATENATE("Q",B2)
Highlight column A to C -> name it to “MF_Quarter”

Go to Sales Data worksheet

Q1 “Quarter”
Q2 =VLOOKUP(K2,MF_Quater,3,FALSE) *FALSE for exact match

Press F3 then choose MF_Quater

HOW TO CHECK NAMES OF YOUR CREATED TABLES?

Formulas (MB) -> Name Manager -> from there you can edit

AGING (continue with sales database)

Create an associated table first

New sheet (new master file)
A1 “Min” B1 “Max” C1 “Tag”
A2 1 B2 30 C2 Current
A3 31 B3 60 C3 1-30Due
A4 61 B4 90 C4 31-60Due
A5 91 B5 120 C5 61-90Due
A6 121 B6 1000 C6 >90due

Highlight the table then name it “MF_Aging”

Go back to sales data worksheet

R1 “Cutoff”
R2 “12/31/2008”
R3 =R2 then double click black cross

S1 “Age”
S2 =R2-B2 *B2 is the transaction date

T1 “Aging”
T2 =VLOOKUP(S2,MF_Aging,3)

Press F3 then choose MF_Aging

* no need to include False in the formula, since there are no exact matches
in the Masterfile table (we only created boundaries/ range of dates)

PLAY AROUND with the PIVOT TABLE

Drag Year -> Row Drag Prod Code-> Column

Drag Quarter -> Row Drag Sales before tax -> Values (then summarize values by Sum)
Drag Month -> Row

Press F11 chart will appear

 CASE 4a HOW TO MANIPULATE ALPHA CHARACTERS (“TEXT”) BY SLICING
AND COMBINING CERTAIN COMPONENTS

Create Case 4 folder

File: Credit Cards

B1 “Country Code”
B2 =LEFT(A2,2) -> 63
C1 “Province”
C2 =MID(A2,3,3) -> 022

Starting from How many characters

3rd number

D1 “City”
D2 =MID(A2,6,3) -> 249
E1 “Customer Number”
E2 =MID(A2,9,6) -> 766380
F1 “Check Digit”
F2 =RIGHT(A2,1) ->7

Highlight B2 to F2 the Double click black cross

Alternative way to slice data ( using text to column)

Using the same worksheet..
Highlight Column A -> Home (MB) -> Copy -> Highlight Column G press enter

Highlight Column G (where the data was pasted) -> Data (MB) -> Text to Column

Choose fixed width -> next -> Click in between numbers where you want to slice data

63 022 249 766380 7

Caution: When you define data, be careful with numbers

If the data format is “General” -> 022 will become 22

So we must convert data format to “text”

How? In the text to column wizard -> Highlight each

column & convert it to text (in the data format)
 CASE 4b

Create new excel file “Membership”

A2 Brgy. St. Michael, Palo Leyte

A3 Brgy. Buri Palo
A4 Brgy 1, Alalang Alang
A5 Brgy 1, Alalang-Alang

Highlight Column A -> Home(MB) -> Conditional Formatting -> Manage Rules -> New Rule

Choose Format only cells that contain

Format only cells with:

Specific text containing Palo press format fill -> Blue color ok ok

Make another rule:

New Rule

Choose Format only cells that contain

Format only cells with:

Specific text containing Alang press format fill -> Orange color ok ok

Highlight Column A -> Data (MB) -> Filter

Drop down option will appear in A1, you can now filter by color
 CASE 5 HOW TO MANIPULATE ALPHA CHARACTERS BY WRITING IT RIGHT

File: Customer Database file

Hide Column E to G first: Highlight E to G -> Data (MB) -> Group

H1 “Contact”
H2 =CONCATENATE(D2,C2) -> EUGENIAMARIU
=CONCATENATE(D2,", ",C2) -> EUGENIA, MARIU
=PROPER(CONCATENATE(D2,", ",C2)) -> Eugenia, Mariu

How to check if there are doubles

Highlight all data -> Insert (MB) -> Pivot Table

Drag Contact to Rows

Drag Contact to values

Using conditional formatting or filtering, you can now identify doubles

Case 6

Create new Folder Case 6

Copy Customer Database from case 5
Copy Sales Database from case 3

Sales Database
In the sales sheet: Highlight Rows 1 and 2 from Column A to J -> Home (MB) -> Copy

Create a New sheet (name as walkthrough)

In A1, paste special -> Choose “Values” -> Transpose -> ok (transpose to make the
data vertical)
*notice the invoice date in B2 is a number due to formatting error, so we
must correct it.
Click B2 -> Home(MB) -> change “General” to “Short Date”

*notice the Sales rep, customer no and prod code are all numbers, we must change it to “normal”
data so users can understand who or what. For easier identification.