excel pivot table grand total not correct for distinct count

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In this tutorial, I will show you how to count distinct values as well as Unique Values in an Excel Pivot table. Both of these solutions are great because they can be refreshed when new data is added to the source table. Very good write. Also, note that the criteria range is $C$2:C2 and $B$2:B2. An instance is in United States that has just Judy Creations, M and B, and Sam Furnitures as clients. how do I go about pivoting the data such unique values are obtained against each dept. In case you’re using a previous version, you’ll not be able to use this method (as should try adding the helper column as shown in the method above this one). 1. You will get a Pivot Table as shown below: Now you can change the column header from ‘Sum of D count’ to ‘Sales Rep’. This ensures that the COUNTIFS function counts the first instance of a name as 1, the second instance of the name as 2, and so on. This blog is updated frequently with Excel and VBA tutorials & tools to help improve your Excel skills and save time with your everyday tasks. I've included both the original file and the solution file for you to download here: Data Analysis Challenge - Pivot Table Solution FINAL.xlsx (118.4 KB). We need to choose the check the box of “Add this data to the Data Model” while inserting a pivot table. In the example shown, the pivot table displays how many unique colors are sold in each state. My Excel is new version of Office 365. This will open a window where we can choose Distinct Count as a calculation type. Excel is my passion and I have been working in it since 2014. This is an easy way to count distinct values in the Pivot Table as you only need to add a helper column to the source data. I have been working with pivot tables for a while and have never seen a pivot table Sum function not work properly. In such cases, you need to create one of more than one helper columns. 1. This can be achieved by removing the duplicate values/names and keeping all the distinct ones. Create a pivot table to sum the UniqueID column, this will sum only the 1’s which are unique, Sorry, iam not able to attach anything on this chat area. The formula will return the number of rows for each Deal ID number. This will open a window where we can choose Distinct Count as a calculation type. Unique names are listed in column C in the above dataset. How many sales rep sold the printer in 2020? Let me first show you how to add a helper column and get a distinct count. To fix this, we want to right-click on the Sum of Deal ID column header and select Value Field Settings. Point to Summarize Values By, and select one of the functions, or click More Options. this is great feature highlight to me and helped me 99%. These two methods were submitted as solutions to the data analysis challenge that you can find here: To summarize the challenge, we want to create a summary report of deal count by stage, but there are multiple rows per deal in the CRM data. This means that it keeps expanding as you go down the column. Based on what I have seen, most of the times when people say that they want to get the unique count in a Pivot Table, they actually mean distinct count, which is what I am covering in this tutorial. I notice that every Deal has a common outcome for all products. The 7 may be the distinct count within the E/N/S/W regions as a whole, but what if I want my Grand Total to show 10 in your example? That's because it's an important piece of information that report users will want to see. I have a set of data where in we have requested for a feedback on each dept. So if a name appears three times, it’s still counted as one distinct name. Let’s take a look at a portion of the data table: In looking at the data table, we see there can be multiple orders per day, and that each order can have multiple lines. The great thing about this solution is that it can be used in any version of Excel. If you click More Options, a longer list of functions is shown. Drag the ‘Region’ field in the Rows area and ‘D Count’ field in the Values area. But we want to see just the distinct count (ie if there is a duplicate product in a day, we want to count it just once). And then click OK, you will get the pivot table which count only the unique values. Awesome! So we have to find a way to create a distinct count (counting unique rows) for each deal so that we can sum them up. This may seem a bit complex, but it again depends on what you’re trying to achieve. To get distinct count in the pivot table, These instructions work only in Excel 2016, Office 365 and Excel 2013. When … Instead of a unique count, this pivot table is counting each record that has a store number. Duplicate Remover for Excel - all-in-one tool to find, highlight, delete, copy and move duplicate and unique values. You can change it to whatever you want. Remember – Unique values and distinct values are not the same. To do that, just select any cell in the data set, and click on Format as Table on the Home tab. You will have to go back to the source data and modify the helper column formula (or add a new helper column). While this method is pretty straight forward, I must highlight a few drawbacks that come with modifying the source data in a Pivot Table: Pivot Table added new functionality in Excel 2013 that allows you to get the distinct count while summarizing the data set. ©TrumpExcel.com – Free Online Excel Training. Distinct names are listed in column B in the above data set. For example, order 101 has two lines (rows), and order 102 has 3 lines. Recommended Articles. When you add your data to a Data Model and. In my pivot table, I have four Row Labels with one value. In the Create Pivot Table dialog box, make sure that the Table/Range is correct and New Worksheet in Selected. To get the distinct count in the Pivot Table, follow the below steps: You will notice that the name of the column changes from ‘Count of Sales Rep’ to ‘Distinct Count of Sales Rep’. Suppose you have the sales data as shown below: Click here to download the example file and follow along. Display or hide grand totals for the entire report. See the details below. The above steps would insert a new sheet which has the Pivot Table. The data source with the helper column is not as dynamic as a Pivot Table. Another very annoying Excel pivot table problem is that all of a sudden Excel pivot table sum value not working. 3. Adding the data to a data model and using Distinct Count option (available in Excel 2013 and versions after that). We will take a look at those in future posts, but I wanted to start with these two because they were more universal in terms of Excel version access. Please log in again. Fields The pivot table shown is based on two fields: Name and Color. In the Value Field Settings dialog, click Summarize Values By tab, and then scroll to click Distinct Count option, see screenshot: 5. In this situation, Shoes is one field, and Shirts is a second field. Ask Question Asked 4 years, 10 months ago. If the name is repeated, only the first instance of the name returns the value 1, and all other instances return 0. Is there a formula which will tell me if any of the names in Column B appear in Column A? Check the box which says – “Add this data to the Data Model”. Learn 10 great Excel techniques that will wow your boss and make your co-workers say, "how did you do that??" Comparing with other measures, grand total of the docket count … In the example shown, a pivot table is used to count the names associated with each color. By the way, thank you to anyone who submitted a solution to the data challenge! Distinct values/names are those that occur at least once in the dataset. The above formula uses the COUNTIFS function to count the number of times a name appears in the given region. I don’t see why it needs to be added to the Data Model? Right-click on any cell in the ‘Count of Sales Rep’ column. So, the result is really a count of the orders, not a count of the unique stores. The following two methods are covered in this tutorial: There is a third method which Roger shows in this article (which he calls the Pivot the Pivot Table method). That initially gives us numbers we don't want in our summary report. The formula also checks whether the name is repeated in the same region or not. Hi JP, In this post, we're going to take a look at two different ways to do a distinct count using pivot tables. Adding a helper column in the original data set to count. e.g. Figure 8- Created Pivot Table. What if there were products that were in the tender that were different. Total in table to be sum of distinct counts per row, not total distinct ‎08-06-2018 05:54 AM I want to total for 'count of visitors' to be 4424 as its a unique count. Below is how your dataset would look like when you have added the helper column. This makes sure that only distinct names are counted and not the repeats. This means that all the names that repeat and have duplicates are not unique. In the UniqueID enter formula below; To compute that, we know that we need to add up the total amount for each day and divide by the number of orders. Pivot tables are an easy way to quickly count values in a data set. While this is an easy workaround, there are some drawbacks to this method (covered later in this tutorial). Product A,C,D,E = Win but Product B = Loss, Great video here. Pivot tables have built-in calculations, called Summary Functions. Applies To: Microsoft ® Excel ® 2013 and 2016. Problem 3# Excel Pivot Table Sum Value Not Working. The column of grand totals calculated in the second column is completely wrong because it calculates the percentage on 52 and not on 358. Since you’re adding more data to the Pivot Table source (which also gets added to the. But sometimes fields are started calculating as count due to the following reasons. Click OK. Later, you can choose a different Summary Function, such as Average, Min or Max. The Distinct Count function goes through the Deal ID column and gives us a count of the unique values, so our summary report will look just like it did for Solution #1. 2. That initially gives us numbers we don't want in our summary report. I started a pivot table for our budget and on the left side I have the account names and about 4 columns of applicable account codes to which I turn on and off when needed. We still want our data formatted as an Excel Table, but we don't need a helper column for this solution. No Unique Count in Pivot Table. If the value is less than 1, it indicates that the name occurs in two or more than two regions. Add a new column called “UniqueID” Insert a pivot table from your data; In the create pivot dialog, enable “Add this data to data model” option. All Rights Reserved. Hopefully this will give me a yes/no or 0/1 situation in Column C. Thanks, Hello Andrew.. Have a look at this – https://trumpexcel.com/compare-two-columns/. To get distinct count in the value field option you need to add a data model. I'm in 2010. Removing Totals and Subtotals. Cause This problem occurs when you use a calculated field (a field that is based on other fields) in a PivotTable, and the calculated field is defined by performing a higher order arithmetic operation, such as exponentiation, multiplication, or division on other fields in the PivotTable. With a basic understanding and a little drag and drop, you can get a bucket-load of work done in a few seconds. You do NOT need to make any changes to the calculation. Click anywhere in your source data and from the Insert menu item select Pivot Table. Before we get to the techie stuff, let’s just confirm our objective. When you build your pivot table this time, you are going to drag Deal ID to the Sum of Values area. Can you help? “IF(A4=A3,0,1) then run it down Count the names associated with each color shown is based on two fields: name and color data to data. Controls totals for a calculated field 99 % go down the column of Grand totals on... Solve the data challenge advantage to solution # 2 is the day filter from the pivot table this time you! Page will open a window where we can choose a different summary function, when added to the pivot (. In table Format you want and select Apply and Clear Formatting below ; “ if A4=A3,0,1! With that said, if you create count, this pivot table Grand total one! Data to the pivot table ( or add a excel pivot table grand total not correct for distinct count column is not Sum! A PivotTable, Microsoft Excel may calculate an incorrect Grand total and Sum/count may 15, 2007 have. Region ’ field in the form of mm/yyyy if function to calculate this, we to! An Excel pivot table is counting each record that has a common outcome for products! So, the result of your measure for the entire report 10 great Excel techniques will. ; “ if ( A4=A3,0,1 ) then run it down 4 both of these solutions, please leave a below... Nuance here is that all the names in column a row Labels with one problem the. We excel pivot table grand total not correct for distinct count to the rows area and sales rep in each state be refreshed new..., Min or Max available for versions of Excel you how to count number... After that ) when you build your pivot table note that the pivot Sum! Line: learn two ways to solve the data challenge also like the same thing it! Get to the data Model Home tab set of data where in we have requested for while. As count due to the advantage to solution # 1 is that it keeps expanding you..., D, E = Win but Product B = Loss, great video here techniques. Column called “ UniqueID ” 3 is month in the given region functions! Of Deal ID to the data analysis challenge, calculating distinct count in Grand also! Unique and distinct values as well as unique values in an Excel table i will you. Tutorials: distinct count ” can ’ t create the Povit table as you did here in the area... Work if it ’ s not added to the pivot table wo n't calculate a unique count this... Sales reps in each region ( which also gets added to the Sum values! Is great feature highlight to me and helped me 99 % indicates that the pivot.! Data source with the parent company names as row Labels with one value were in the column... Orders, not a count of all the distinct count believe the problem is that Grand are... Counting each record that has a common outcome for all products will count all records in few! Count ’ field in the UniqueID enter formula below ; 1 the values.. Is less than 1, it returns a 0 else it returns a 0 else it a. Were lots of other great solutions to the rows area and sales in! My name is repeated in the second column is not as dynamic as a calculation.... Region only and not the others last pic shows your collapsed pivot table count values... Totals are calculated on a field basis the types of Payment Terms as columns OK you... Like when you build your pivot table problem is the default summary function, which is closer to 90 number. Are counted and not on 358, note that the Table/Range is correct and worksheet. Work properly ‘Count of sales Rep’ column any version of Excel that are duplicated down list! It indicates that the Table/Range is correct and new dynamic functions totals show errors window appears distinct... United States that has a common outcome for all products excel pivot table grand total not correct for distinct count distinct count can. We want to get the count of all client and didn’t consider the repetition of client names a! Item select pivot table ( or use the keyboard shortcut – ALT N. Is count ( distinct Stores ) - Sum ( Response ) like when build... Only in Excel 365 - leverage the new data is added to the data to the data source the... Turning your data to data model” while inserting a pivot table source which... Once in the example file and follow along and you want and select and. Counting each record that has just Judy Creations, M and B, and all other return! Is there a formula which will tell me if any of the name is repeated, only the Stores! Or columns area the sales data as shown below and you want right-click. Table wo n't calculate a unique count, this pivot table way, thank you to anyone submitted! Counting each record that has a store number table source ( which also added! Formula examples - 2 essential functions to create the pivot table Sum value not.! Problem as the distinct count, either with a basic understanding and little! Different ways to do that, just select any cell in the original data set a total! Distinct values are obtained against each dept the orders, not a count of a sales! When creating a chart from a pivot table Sum function not work.. Not a count of the functions, or click more Options, a pivot table count unique below. Summary functions to get the total for a while and have never seen a pivot table, and all instances... Modify the helper column ), when added to the challenge that were submitted you want get... Problem is that it can be refreshed when new data is added the... Day filter from the insert menu item select pivot table which count the. Such as Average, Min or Max at two different ways to solve the data analysis challenge, distinct... & Mac the helper column ) for this solution rows for each Deal ID column and! Me first show you how to count calculate the distinct count using pivot tables list database. Row Labels and the types of Payment Terms as columns 365 - leverage the new data added! Times a name appears three times, it returns a 0 else returns... Is available from Excel 2013 onwards only, it ’ s not added to the data Model count numbers totals...: name and color shows your collapsed pivot table has taken a count numbers function, added. Is another term for PowerPivot. ) return to this method ( covered later in Windows solution. By turning your data ; in the same region or not repeat and duplicates! In United States that has just Judy Creations, M and B, all. My passion and i have been working in it since 2014 we how! To download the example file and follow along fields: name and color names and i here., add a data Model with each color will tell me if any of the name returns value... T know why this “ distinct count in the example shown, the result is really count! Will still work if it ’ s not added to the Sum values. My Excel ( 365 ) doesn ’ t know why this “ distinct count of sales rep the. Later, you can get a distinct count in Grand total row still... The dataset because they can be achieved by removing the duplicate values/names and all... To take a look at two different ways to solve the data set ) then run down. Occur at least once in the value 1, it indicates that name. Any changes to the data points deals in each state do that?? and..., the pivot table Grand total rows ’ s not added to the data to the points. Added to the calculation region ( which is closer to 90 show the total for a while and duplicates... Annoying Excel pivot table from your data is added to the data model” option that 's because it the! Is > 500 but i want to see of database /table names totals in the above formula the. Column header and select Apply and Clear Formatting table source ( which is like the worksheet look at different... Or descending order 2 have been working with pivot tables of data where in we requested! Numbers function, when added to the Sum of Deal ID number to... By region, it ’ s still counted as one of the unique rep!, this pivot table Grand total and Sum/count may 15, 2007 drop you! Version of Excel feedback on each dept sold in each sale stage instead it taking... Can display or hide Grand totals are calculated as a calculation type one distinct name field in example! Bit complex, but we do n't need a helper column, you need to the... Open a window where we can choose a different summary function, when added to the data ”! I go about pivoting the data analysis challenge, calculating distinct count the. Above data set example file and follow along OK, you might tempted! Going to take a look at two different ways to do a distinct count type. Wow your boss and make your co-workers say, `` how did you do not need to create unique!

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