Using Calculated Fields in Formulas in Font

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Using Calculated Fields in Formulas
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As a final step in the report, you ll create one more calculated field to add the two bonus amounts. This will make it easier for the sales manager to see the total bonus for each store. In this calculated field, you ll refer to the other calculated fields that you created: 1. Select a cell in the pivot table. 2. On the Ribbon, under the PivotTable Tools tab, click the Options tab. 3. In the Tools group, click Formulas, and then click Calculated Field. 4. In the Insert Calculated Field dialog box, type Total Bonus as the name for the calculated field. 5. In the Formula box, type =. 6. In the list of fields, select Bonus, and click Insert Field to add it to the formula. 7. Next, type a plus sign: +. 8. In the list of Fields, select Bonus2, and click Insert Field to add it to the formula (see Figure 9-28). The completed formula is as follows: =Bonus+Bonus2
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Figure 9-28. Using calculated fields in a formula 9. Click OK to close the Insert Calculated Field dialog box. The new calculated field, Total Bonus, appears in the PivotTable Field List pane and in the Values area of the pivot table. It totals the values in the Bonus and Bonus2 columns. To simplify the report, you can remove the other bonus fields from the pivot table layout and leave just the Total Bonus field: 1. Select a cell in the pivot table.
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CHAPTER 9 CREATING CALCULATIONS IN A PIVOT TABLE
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2. In the PivotTable Field List pane, remove the check marks from the Bonus and Bonus2 fields. 3. Format the Total Bonus values as Number, with two decimal places. The pivot table now shows just the Total Bonus calculated field, instead of all three. Even though the Bonus and Bonus2 fields have been removed from the pivot table layout, the Total Bonus field still calculates the total bonus correctly (see Figure 9-29).
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Figure 9-29. Total Bonus Calculated field
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Understanding a Calculated Field
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It is important to understand that the formulas in a calculated field will always operate on the sum of the fields, no matter what summary function is currently used for that field in the pivot table. To verify this, you ll change the summary function for the Qty field, which is used in the Bonus2 calculated field. 1. Right-click a value cell in the Qty column. 2. In the context menu, click Summarize Data By, and then click Count. The values in the Total Bonus column do not change, even though all the values in the Qty column display a 3, which is less than the 1,000 limit. The result in the Total Bonus calculation is based on the Sum of Qty for each store, not the displayed Count of Qty. When creating formulas in a calculated field, you can use some of the worksheet functions, such as IF, AND, OR, but you cannot use functions such as TODAY, NOW, or RAND, where the results will change. Also, you cannot use functions that require a range reference, such as OFFSET or COUNTIF. Some calculations should be done in the source data, instead of the pivot table, to provide accurate results. For example, multiply item cost by item quantity in the source data to calculate the total for each record. Then, in the pivot table, sum the total cost field. If you do the calculation in the pivot table, it would multiply the sum of the item cost by the sum of the item quantity, and the result may not be what you expect or need.
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CHAPTER 9 CREATING CALCULATIONS IN A PIVOT TABLE
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Deleting a Calculated Field
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If you no longer need a calculated field in a pivot table, you can delete it. Now that your bonus report is finished, you ll delete the Total Bonus calculated field: 1. Select a cell in the pivot table. 2. On the Ribbon, under the PivotTable Tools tab, click the Options tab. 3. In the Tools group, click Formulas, and then click Calculated Field. 4. In the Insert Calculated Field dialog box, in the Name box, click the drop-down arrow, and select Total Bonus, which is the calculated field you want to delete. 5. Click the Delete button, and then click OK. 6. The Total Bonus field is removed from the Values area of the pivot table and from the PivotTable Field List pane.
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