Microsoft Excel
Microsoft Excel

Excel 2010- Group by Common Fields and Sum into Flat Tabulation with Unique Rows

In Excel 2010 I need to have an automated method to produce a consolidated table of unique rows with sums on a number from another table that has many common columns (fields) but different quantities in the number field. A simple example with 2 fields to group by and 1 field to sum is as follows.

Source Tabulation
Row 1: Knives Kitchen Goods 6
Row 2: Rags Household Goods 4
Row 3: Knives Kitchen Goods 8
Row 4: Rags Household Goods 3

Target Tabulation
Row 1: Knives Kitchen Goods 14
Row 2: Rags Household Goods 7

Thank you,
Allen

amcgaughey1Asked: 2013-05-11

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LVL 81

byundtCommented: 2013-05-12

As posted, the code doesn't care how many columns of data you have in your source. Nor does it care what the header labels are on those columns. You didn't post a sample workbook, so I left comments in the code where you would need to make changes

You need to specify, however, either by name or number which columns are going to be used for the PivotTable. As written, the code assumes column numbers 1, 2 and 3 (the second index in .Cells in the three statements below. You will need to change those numbers to match your actual source data.

        sGood = lst.HeaderRowRange.Cells(1, 1).Value        'Name of the good is found in first column of Table
        sType = lst.HeaderRowRange.Cells(1, 2).Value        'Name of type of goods is found in second column of Table
        sQuantity = lst.HeaderRowRange.Cells(1, 3).Value    'Quantity of goods is found in third column of Table

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Alternatively, you could specify the exact text of the exact header labels that you want to use. Then you would use that text in those same statements like this:

        sGood = "Goods"        'Exact text of header label for column containing goods
        sType = "Type"         'Exact text of header label for column containing type
        sQuantity = "Quantity"    'Exact text of header label for column containing quantity

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LVL 81

byundtCommented: 2013-05-11

Allen,
What you are requesting is exactly the type of report that a PivotTable produces.

Although you can automate the production of a PivotTable, it is best if you first put your source data in a Table. In so doing, your PivotTable source will automatically include any added data. You'll still need to refresh the PivotTable to see the revised counts from new data, but that is a simple manual step (right-click the PivotTable, then choose Refresh). The refresh can also be automated if necessary.

Brad

LVL 81

byundtCommented: 2013-05-11

Code to create a Table (assumes that header labels exist and that cell A3 is in the data or header labels):

Sub CreateTable()
    ActiveSheet.ListObjects.Add(xlSrcRange, Range("$A$3").CurrentRegion, , xlYes).Name = "tbSource"
End Sub

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Code to create a PivotTable on a new worksheet. Macro assumes that the active sheet contains a Table that will become the source of data for the PivotTable. It also assumes that the desired columns of information are first, second and third in that Table--but you can change that assumption in the commented section of the code.

Sub PivotTableCreator()
    Dim PTname As String, sGood As String, sType As String, sQuantity As String, TableName As String
    Dim lst As ListObject
    With ActiveSheet
        Set lst = .ListObjects(1)
        TableName = lst.Name                                'Name of Table
        sGood = lst.HeaderRowRange.Cells(1, 1).Value        'Name of the good is found in first column of Table
        sType = lst.HeaderRowRange.Cells(1, 2).Value        'Name of type of goods is found in second column of Table
        sQuantity = lst.HeaderRowRange.Cells(1, 3).Value    'Quantity of goods is found in third column of Table
        PTname = "PivotTable1"                              'Name of PivotTable to be created
    End With
    
    Sheets.Add after:=ActiveWorkbook.Worksheets(ActiveSheet.Index)
    ActiveWorkbook.PivotCaches.Create(SourceType:=xlDatabase, SourceData:=TableName).CreatePivotTable _
        TableDestination:=ActiveSheet.Name & "!R3C1", TableName:=PTname
    With ActiveSheet.PivotTables(PTname)
        With .PivotFields(sGood)
            .Orientation = xlRowField
            .Position = 1
        End With
        With .PivotFields(sType)
            .Orientation = xlRowField
            .Position = 2
        End With
        .AddDataField .PivotFields(sQuantity), "Sum of " & sQuantity, xlSum
        With .PivotFields(sGood)
            .LayoutForm = xlTabular
            .RepeatLabels = True
            .Subtotals = Array(False, False, False, False, False, False, False, False, False, False, False, False)
        End With
        .ColumnGrand = False
    End With
End Sub

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Code to automatically refresh a PivotTable when the worksheet containing it is activated. This code must be installed on the code pane for the worksheet containing the PivotTable. It won't work at all if installed anywhere else!

Private Sub Worksheet_Activate()
Dim PT As PivotTable
For Each PT In Me.PivotTables
    PT.RefreshTable
Next
End Sub

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Brad
PTautomationQ28125161.xlsm

amcgaughey1Author Commented: 2013-05-12

Thank you,
This soution works well for this small and specific tabulation, but it looks as if the code would need to be revised for tables that have additional columns.
I need the solution to be able to work on any size tabulation and incorporate changes to the column headers such as revising the name of 'Goods' to 'Category'.
Thoughts?
Allen