Forum Discussion
Excel Spreadsheet
Okay. I have a spreadsheet that needs to be updated Daily/Weekly. (Spreadsheet 1). (spreadsheet 2) contains the data needed to keep (Spreadsheet 1) updated. How do I pull large significant amount o...
I understand that after successfully extracting data from S2 to S1, you're facing two challenges:
Data Re-arrangement/Repetition: The imported data from S2 seems to be repeating or rearranging itself in S1.
Comments Transfer: You want the comment column in S1 to show "N/A" for new invoices instead of the repeated values from the formula.
Here are solutions to address these issues:
1. Data Re-arrangement/Repetition:
The reason behind the data repetition likely lies in the formula used. The MATCH function within the formula searches for the value in S1 within a specific range of rows in S2. If multiple rows in S2 contain the same value, the formula might return the same data for multiple rows in S1, causing repetition.
Here are two approaches to handle this:
a) Use Unique Match: Replace MATCH with XMATCH (Excel 365):
If you're using Excel 365, you can leverage the XMATCH function to find the first occurrence of the matching value in S2, preventing repetition.
Update the formula in S1 to:
Excel
=INDEX(S2!$A$1:$[Last Column], XMATCH(A1, S2!$A$1:$A$100, 0, -1))
-1 in the XMATCH function specifies to search backwards from the bottom of the range, ensuring it finds the first matching value.
b) Use Advanced Filter (Earlier Excel Versions):
If you're using an earlier Excel version, you can utilize the advanced filter:
Copy the data from S2 containing the comments.
In S1, select the range where you want to import data (including the comment column).
Go to the "Data" tab and click "Advanced."
In the "Advanced Filter" window, set the "Copy to" range to the selected range in S1.
In the "Criteria range," paste the copied data from S2, ensuring the comment column is included.
Check the box next to the header of the column containing the matching criteria (e.g., the first column in S1).
Click "OK."
This will extract data from S2 based on the matching criteria and copy it to S1, including the corresponding comments from the original location, avoiding repetition.
2. Comments Transfer - N/A for New Invoices:
To display "N/A" in the comment column for new invoices in S1, you can modify the existing formula with an IF statement:
Excel
=IF(ISNA(VLOOKUP(A1, S2!$A$1:$B$100, 2, FALSE)), "N/A", INDEX(S2!$A$1:$[Last Column], MATCH(A1, S2!$A$1:$A$100, 0)))
Explanation:
ISNA(VLOOKUP(...)): This checks if the VLOOKUP function finds any matching value in S2.
IF(ISNA(...), "N/A", ...): If no matching value is found (ISNA returns TRUE), it displays "N/A"; otherwise, it retrieves the data using the INDEX and MATCH functions as before.
Remember to adjust the ranges (e.g., $A$1:$B$100) based on your actual data structure.
By implementing these solutions, you should be able to extract the desired data from S2 to S1 without repetition and display "N/A" for the comment column in new invoices.
Data Re-arrangement/Repetition: The imported data from S2 seems to be repeating or rearranging itself in S1.
Comments Transfer: You want the comment column in S1 to show "N/A" for new invoices instead of the repeated values from the formula.
Here are solutions to address these issues:
1. Data Re-arrangement/Repetition:
The reason behind the data repetition likely lies in the formula used. The MATCH function within the formula searches for the value in S1 within a specific range of rows in S2. If multiple rows in S2 contain the same value, the formula might return the same data for multiple rows in S1, causing repetition.
Here are two approaches to handle this:
a) Use Unique Match: Replace MATCH with XMATCH (Excel 365):
If you're using Excel 365, you can leverage the XMATCH function to find the first occurrence of the matching value in S2, preventing repetition.
Update the formula in S1 to:
Excel
=INDEX(S2!$A$1:$[Last Column], XMATCH(A1, S2!$A$1:$A$100, 0, -1))
-1 in the XMATCH function specifies to search backwards from the bottom of the range, ensuring it finds the first matching value.
b) Use Advanced Filter (Earlier Excel Versions):
If you're using an earlier Excel version, you can utilize the advanced filter:
Copy the data from S2 containing the comments.
In S1, select the range where you want to import data (including the comment column).
Go to the "Data" tab and click "Advanced."
In the "Advanced Filter" window, set the "Copy to" range to the selected range in S1.
In the "Criteria range," paste the copied data from S2, ensuring the comment column is included.
Check the box next to the header of the column containing the matching criteria (e.g., the first column in S1).
Click "OK."
This will extract data from S2 based on the matching criteria and copy it to S1, including the corresponding comments from the original location, avoiding repetition.
2. Comments Transfer - N/A for New Invoices:
To display "N/A" in the comment column for new invoices in S1, you can modify the existing formula with an IF statement:
Excel
=IF(ISNA(VLOOKUP(A1, S2!$A$1:$B$100, 2, FALSE)), "N/A", INDEX(S2!$A$1:$[Last Column], MATCH(A1, S2!$A$1:$A$100, 0)))
Explanation:
ISNA(VLOOKUP(...)): This checks if the VLOOKUP function finds any matching value in S2.
IF(ISNA(...), "N/A", ...): If no matching value is found (ISNA returns TRUE), it displays "N/A"; otherwise, it retrieves the data using the INDEX and MATCH functions as before.
Remember to adjust the ranges (e.g., $A$1:$B$100) based on your actual data structure.
By implementing these solutions, you should be able to extract the desired data from S2 to S1 without repetition and display "N/A" for the comment column in new invoices.