Forum Discussion

eXile821's avatar
eXile821
Copper Contributor
Mar 04, 2026

How do I get repeating part numbers (data) to auto fill data.

Sorry I am not very Excel savy but I was tasked with filling a spreadsheet with data of our part numbers, their description, the supplier we get them from, our assigned supplier numbers, and our suppliers part number for kits we make in our company, there are over 9000 but I have noticed that there are a lot of repeating part numbers so I was hoping there was a way so that I could have that data auto fill.

 

I can post a link to the document it does not have any proprietary data that I can see.

 

https://gpcompinc-my.sharepoint.com/:x:/g/personal/zachv_gpcompanies_com/IQAYSdPfHYQvRp6TRW4hg_xjAYh_4Jjl2Z_aCXX_64zMf50?e=MKDtrR

admin
community
excel
Formulas and Functions
Macros and VBA

1 Reply

  • NikolinoDE's avatar
    NikolinoDE
    Platinum Contributor
    Mar 06, 2026

    I've looked at the link you provided, but unfortunately, I cannot access the spreadsheet directly. This is often the case with private company SharePoint links, which require specific login permissions.

    However, here are an approach you can use in Excel:

    Simple VLOOKUP or XLOOKUP (Best for creating a template)

    This is the most common and reliable method for what you're describing. The idea is to have two separate sheets:

    1. A Master List (e.g., a sheet named "Database"): This contains unique part numbers in one column, and their corresponding Description, Supplier, etc., in the columns to the right. This becomes your reference table.
    2. Your Data Entry Sheet (e.g., a sheet named "Entry"): This is where you have your 9000+ rows, often with repeating part numbers.

    How to do it:

    On your "Entry" sheet, in the first cell where you want the Description to appear (let's say cell B2, assuming Part Number is in A2), you would enter a formula like this:

    • Using XLOOKUP (Excel 2021 or Microsoft 365):
      =XLOOKUP(A2, Database!A:A, Database!B:B, "Not Found")
      (This searches for the value in A2 within column A of the "Database" sheet, and returns the corresponding value from column B of the "Database" sheet.)
    • Using VLOOKUP (Works in all versions):
      =VLOOKUP(A2, Database!A:B, 2, FALSE)
      (This does a similar search. The FALSE at the end is crucial—it ensures you get an exact match.)

    Once the formula is correct, you can simply double-click the small square at the bottom-right of the cell to copy it down for all 9000+ rows. The formula will automatically pull the correct data for each part number from your master database.

    This approach means you only maintain the data in one place (the "Database" sheet), and all entries update automatically.

     

    My answers are voluntary and without guarantee!

    Hope this will help you.

    Was the answer useful? Mark as best response and like it!

    This will help all forum participants.