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VBA to organize/filter a pivot table in Excel

Hannah
Hannah asked
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Last Modified: 2020-05-24
There is a tab data in excel of departments, regions, products, customers, and purchases for the month. I have set up a pivot table in a tab for this data and would like a VBA macro or code that organizes/filters the pivot table by the department, shows the names of customers in the rows, and for the sum of values show the sum of the current month purchases by each customer.
Then, I’d like to have the macro generate a list of customers with sales over 20k, 10-20k, less than 10k in the following format to generate in an excel cell:
● >20K: Customer A +Ak, Customer B +Bk, Customer C +Ck
● 10-20K:  Customer D +Dk, Customer E +Ek
● <10K: X Customers
For less than 10k, the customers don’t need to be listed out, the number of customers with purchases between 0 to 10k should be counted for the generation of information. Thanks.
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ste5anSenior Developer
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Commented:
hmm, I would do the sales range calculus as SUMIF() in the raw data. Just start the macro recorder, than do the steps needed for your pivot.

Author

Commented:
Sumif does not work with this as there can be multiple customers with multiple purchases that need to be added and then sorted by largest to smallest and then formatted in the format that I sent initially. (I need this all listed out in one cell, not counts or one customer listed in the single cell). Please send a macro (or if a sumif if you know of one that would work). Thanks.
ste5anSenior Developer
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Commented:
Well, what about providing a concise and complete example? Sample data in Excel would more than be helpful..

E.g. SUMIF():

Untitled.png
Capture.PNG

Author

Commented:
I’d like to have the macro generate a list of customers with sales over 20k, 10-20k, less than 10k in the following format to generate in an excel cell:
● >20K: Customer A +Ak, Customer B +Bk, Customer C +Ck
● 10-20K:  Customer D +Dk, Customer E +Ek
● <10K: X Customers
For less than 10k, the customers don’t need to be listed out, the number of customers with purchases between 0 to 10k should be counted for the generation of information.


Attached is sample data but the real data could have up to 10,000 rows.

Author

Commented:
It seems the sum if only does what the pivot table does in summing the purchases by customer... what I am looking for is the above in that above format to be generated in one excel cell summarizing that pivot table findings in that specific way.
Rob HensonFinance Analyst
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Commented:
No attachment on previous comment.

Author

Commented:
I’d like to have the macro generate a list of customers with sales over 20k, 10-20k, less than 10k in the following format to generate in an excel cell:
● >20K: Customer A +Ak, Customer B +Bk, Customer C +Ck
● 10-20K:  Customer D +Dk, Customer E +Ek
● <10K: X Customers
For less than 10k, the customers don’t need to be listed out, the number of customers with purchases between 0 to 10k should be counted for the generation of information.


attached is example data with a pivot. the macro would need to put the customers in the rows, sum the sales by customer for values, and then filter by the department then list the information above using the pivot.
example.xlsx
Rob HensonFinance Analyst
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Commented:
See attached, not a macro driven result as requested but have amended the source data by adding a column to group the customer results into the 3 groups. That column is then used in the Pivot to group the customers by their Sales grouping.

To be honest, without further explanation, I can't see the benefit of having a single cell containing the string of results as you're requesting.

With your sample, it would be as below for the £20k group:
> £20k - P77 £55k, P17 £63k, P29 £133k, P16 £400k, P26 £425k

I have generated that string with a formula alongside the pivot table but with the variable nature of a pivot it would need to be more dynamic, probably doable if you wanted to go that way.
example--1-.xlsx
Subodh Tiwari (Neeraj)Excel & VBA Expert
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Commented:
Please find the attached and click the button called "Create Pivot Report" on Sales Pivot Sheet to run the code.
The code will generate a Report Sheet with three different kind of reports.

If you want to change the name of Report Sheet or name of the Sheet with Pivot Table, change them in the code on Module1.
The code on Module1 is as below...

Sub PivotReport()
    Dim cPT As New clsPivotSummary
    
    Application.ScreenUpdating = False
    Application.DisplayAlerts = False
    
    cPT.PivotSheetName = "Sales Pivot"      'Sheet with Pivot Table
    cPT.ReportSheetName = "Report"          'Name of the generated report Sheet
    cPT.CreatePivotReport
    
    Application.DisplayAlerts = True
    Application.ScreenUpdating = True
End Sub

Open in new window

SalesByGroup-v1.xlsm

Author

Commented:
Ok, I am confused, what type of formula is this and how where to rows 5, 19, 24 30 entered manually/how did you get them there?

Also, is this something that is doable with about 10,000 rows of data?

Author

Commented:
the comment about was in response to Rob Henson.

Author

Commented:
Subodh Tiwari (Neeraj) - what exactly does that macro do for the pivot table? it doesnt display the info like this in an excel cell does it?

● >20K: Customer A +Ak, Customer B +Bk, Customer C +Ck
● 10-20K:  Customer D +Dk, Customer E +Ek
● <10K: X Customers


I think there has to be a pivot then a macro since I don't think this can be done in the raw data alone? Unless there is a macro that can do it with the raw data? But a sumif would not work in this case I think. the example data is in my comment rom around 7 hours ago

thanks
Subodh Tiwari (Neeraj)Excel & VBA Expert
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Commented:
Well, probably I didn't understand your requirement clearly. I thought you wanted to generate a report based on the existing Pivot Table.
Can you insert a sheet with a name "Desired Output" and mock up few rows of the desired output manually to show us the end result you are trying to achieve?
Of course, the desired output can be achieved based on just the Source data only provided it is clear that what exactly what end result you are trying to achieve.
Rob HensonFinance Analyst
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Commented:
The formula on the Data sheet is a nested IF statement:

=IF(SUMIF($D$1:$D$283,D2,$E$1:$E$283)<10000,"< £10k",IF(SUMIF($D$1:$D$283,D2,$E$1:$E$283)<20000,"£10k - £20k","> £20k"))

It is doing a SUMIF of column E (Sales value) based on column D (Customer).

The IF statement then looks at the result of the SUMIF and allocates to a group.

The syntax for IF statement is
=IF (condition, True Result, False Result)  so if Condition is met then give True result Else give False result. With the formula above I have nested a second IF statement as the False result.

If SUMIF is less than 10000 Then Group "< £10k"

Else

If SUMIF is less than 20000 Then Group "£10k - £20k"

Else

Group "> £20k"

The Grouping headers in rows 5, 19, 24 and 30 are created by expanding the Pivot Table source data to include the Grouping formula column and then use that column as a row header in the pivot.

Author

Commented:
thanks, attached is a more detailed example of what I want to generate. the information i want to generate are in the highlighted cells in the "charts" tab. with the data in the data tabs and pivots in the pivot tabs. please let me know if you need more information to understand what needs to be generated. previously this was manually written out by sorting the pivots but i'd like macros to generate this information directly into the yellow highlighted cells.
EE-Example.xlsx
Subodh Tiwari (Neeraj)Excel & VBA Expert
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Commented:
Please find the attached and run the code "CreateReport" on Module1 to generate the report.
SalesReport.xlsm

Author

Commented:
Thanks! I opened the macro, where would I edit in the macro if I wanted to do this for each department? Also what would Ned to be edited to do sales and then also for returns as I have in the example chart? And is formatting like building certain words possible? Also can the macro show values greatest to least as the example chart shows?
Subodh Tiwari (Neeraj)Excel & VBA Expert
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Commented:
The report is already being generated for the Sales data and Returns data. Isn't it?

I don't think you need to edit anything if you don't change the layout of the data on Sales and Returns Sheets.

If you wish to change the name of the Sales and Returns Sheets, you only need to edit them in the code on Module1.

Sub CreateReport()
    Dim cPT As New clsPivotSummary
    
    With Application
        .Calculation = xlCalculationManual
        .ScreenUpdating = False
        .DisplayAlerts = False
    End With
    
    cPT.SalesDataSheetName = "Sales"        'Name of the Sales Data Sheet
    cPT.ReturnsDataSheetName = "Returns"    'Name of the Returns Data Sheet
    cPT.ReportSheetName = "Report"
    
    cPT.CreatePivotReport
       
    With Application
        .Calculation = xlCalculationAutomatic
        .ScreenUpdating = True
        .DisplayAlerts = True
    End With
    
End Sub

Open in new window


The report now is showing the values in descending order as you requested. And also this is the max what I can do for you.
SalesReport-v2.xlsm

Author

Commented:
Thanks, I got the error message attached - is there something I'm doing wrong?

Also, is the code able to generate the chart report for the Sales Customers, Products and Region and Returns Customers, Products and Region for the rows in Desk Supplies, Kitchen Supplies, Printer Supplies, & Food Supplies in the format the results for the Computer Supplies are in the "Chart" tab?
Screen-Shot-2019-07-26-at-7.23.47-AM.png
Rob HensonFinance Analyst
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Commented:
See attached with formula driven solution.

I have still used the Grouping formula on the data sheet and included it in the Pivot. I have amended the layout of the pivot so that all lines show the item labels rather than just the first line of each group. There is then a formula in column E which looks at column A and creates a string of concatenated values to create the string that you require. Below the pivot there is a list of group values and a lookup formula to get the concatenated string from column E for each group. This could then be copied and pasted into your report sheet or linked through to it.

This would have to be tweaked a bit to allow for the different departments but can do that if you like this approach.
EE-Example--1-.xlsx

Author

Commented:
I'm not seeing where the correct results are. Can you let me know the following locations where the information in this format/wording is located?

Computer Supplies Customers:
● >20K: Aurore Haverty +48k; Serena Dorminey +42k; Barrett Sussman +24k
● 10-20K:  Daniela Shelman +18k; Felisa Brunson +13k
● <10K: 41 Clients

Computer Supplies Products:
61456: +94k;
61556: +57k;
35444:  +2k;
64716: +0k

Computer Supplies Region:
Europe: +67k;
North America: +103k;
South America: -17k
Rob HensonFinance Analyst
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Commented:
The wording is currently just on the Pivot sheet and is just the first block of text requested. As mentioned this can easily be linked through to the charts sheet.

Before I go any further, are you happy with this approach rather than using VBA?

Author

Commented:
I'm confused, I don't see the first block of text on the Pivot sheet?

Computer Supplies Customers:
● >20K: Aurore Haverty +48k; Serena Dorminey +42k; Barrett Sussman +24k
● 10-20K:  Daniela Shelman +18k; Felisa Brunson +13k
● <10K: 41 Clients

Author

Commented:
I see text in E47 to E58 and A68 to E70 but I don't see the results and wording of the first block of text on the Pivot sheet?

Computer Supplies Customers:
● >20K: Aurore Haverty +48k; Serena Dorminey +42k; Barrett Sussman +24k
● 10-20K:  Daniela Shelman +18k; Felisa Brunson +13k
● <10K: 41 Clients
Subodh Tiwari (Neeraj)Excel & VBA Expert
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Commented:
Not sure why did you get that error?
Did you run the code in the same file I attached?
Did you run the code successfully in the first file I attached?

The macro would produce the desired output similar to one you showed on the Chart Sheet.
In the attached, I have run the code to generate the Report Sheet. You may look at the Report Sheet to view the output returned by the macro.

If you are having trouble with macros, you should go with the formulas approach as Rob suggested.
SalesReport-v2.xlsm
Rob HensonFinance Analyst
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Commented:
Correct, the text is currently only on the Sales Pivot sheet, as you have seen in cells A68 to E70. There are formulas in E6 to E46 but result in blank cell, you said you don't want detail by customer for less than 10k so the first cell with a result is the 10k total and just shows the Sales Value; looks like you want that as a count of customers so can change that.

This result is currently all sales not just computer supplies so will be different to what you are expecting
Rob HensonFinance Analyst
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Commented:
If I update to just show Computer Supplies, I get:

> £20k - Aurore Haverty £48k, Serena Dorminey £42k, Barrett Sussman £24k
£10k - £20k - Daniela Shelman £18k, Felisa Brunson £13k
< £10k - 45 Clients

Same as your:
● >20K: Aurore Haverty +48k; Serena Dorminey +42k; Barrett Sussman +24k
● 10-20K:  Daniela Shelman +18k; Felisa Brunson +13k
● <10K: 41 Clients

except for the count of the <10k; are you ignoring the negative sales?
Hyun Vanleer       (370)
Mack Marmo       (1,741)
Maye Horning       (3,695)
Lala Michaels       (142,090)

Author

Commented:
yes, the count for less than 10k should include zero values but not include negative sales

Author

Commented:
I'm still getting that same error even though I'm enabling macros but was not getting the error when opening the file you sent before. Also, the output in the report sheet looks different than the results on the chart sheet.

Author

Commented:
Rob - yes, the count for less than 10k should include zero values but not include negative sales. also I am filtering to show computer supplies in the sales pivot - I see text in E47 to E58 and A68 to E70 but I don't see the results and wording of the first block of text on the Pivot sheet after filtering.

Computer Supplies Customers:
● >20K: Aurore Haverty +48k; Serena Dorminey +42k; Barrett Sussman +24k
● 10-20K:  Daniela Shelman +18k; Felisa Brunson +13k
● <10K: 41 Clients

Can you let me know exactly the steps you're taking and what cells you see the result above in please? Thanks

Author

Commented:
Subodh Tiwari - yes, the count for less than 10k should include zero values but not include negative sales. I'm still getting that same error even though I'm enabling macros but was not getting the error when opening the file you sent before. Also, the output in the report sheet looks different than the results on the chart sheet. Can you resend using the original file or some other file or setting since I keep getting that error?
Rob HensonFinance Analyst
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Commented:
I have changed the format from £ to no currency and text separators (colon & semi-colon) to match your sample requirement. Now have the following in one cell:

● > 20k: Aurore Haverty 48k; Serena Dorminey 42k; Barrett Sussman 24k
● 10k - 20k: Daniela Shelman 18k; Felisa Brunson 13k
● < 10k: 41 Clients"

Updated file attached. See cell E71 on Sales Pivot, also linked through to cell E4 on Charts sheet.
EE-Example--1-.xlsx

Author

Commented:
Rob Henson - what cell do I change this formatting? And this would be right clicking on the cell, format, and changing the currency setting? I don't see the setting for text separators in right click format and please let me know which cell I need to change the format and right click. Thanks.
Rob HensonFinance Analyst
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Commented:
It was just hard coded into the formulas not a formatting as such. The latest upload has the £ signs removed.
Rob HensonFinance Analyst
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Commented:
Looking at it, this is going to get messy using formulas.

The results in columns F & G can be relatively easily created for most of the product groups as you only have 4 or 5 Products listed but Desk Supplies there are 15. Its possible with the way I am doing it but will be messy.

Author

Commented:
Rob - thanks, that looks great, is it possible to do the same for the info in the Chart tab computer supplies sales customers, products, regions & returns customers, products, regions the way it looks in cells E4, F4, G4, J4, K4, L4? And then also for the other departments desk supplies, kitchen supplies, printer supplies and food supplies?
Rob HensonFinance Analyst
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Commented:
Working on that now, see file attached; this is only work in progress so not complete.

You'll notice there is now a separate Pivot Sheet for each of the departments, this is so that the Customer breakdown can be done by department. The Products and Region breakdowns can be done by SUMIFS formulas, over to the right of each of the pivot sheets.

I am going offline now and won't be back on until Monday.
EE-Example--1-.xlsx
Rob HensonFinance Analyst
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Commented:
Updated file attached.

I think the Sales entries are complete, working on the Returns sheets but suspect the criteria might be different for what you do or don't want to show. Please confirm.
EE-Example--1-.xlsx

Author

Commented:
Thanks, could you explain what is on each of the department tabs/on each tab are there three pivots for customers, products and regions/how it is organized?
Rob HensonFinance Analyst
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Commented:
Each department has two tabs, one for sales and for returns.

Each tab then has two pivot tables. One pivot is by customer and grouping. The formula in column E then creates the text string which are then combined to feed to Charts sheet.

The second pivot then summarises by product and region. The totals for each are then combined for linking to Charts.

I would suggest some further enhancements.

Data lists - convert to table rather than list, pivot tables can then stay updated more easily

Product lists - expand formulas lists connected to pivots to include all products to cover future sales/returns.

Author

Commented:
Thanks, the further enhancements could be made, this sheet would need to be updated monthly to create the chart. The data for the sales and returns would be updated once a month to generate the chart; if the enhancements make sense with this process, they can be added. Were you able to create a sheet that populates the returns section?
Rob HensonFinance Analyst
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Commented:
The Returns sheet for each department populates the returns section of the chart but I am still waiting for you to confirm the criteria for what gets shown.

Author

Commented:
Can you specify the criteria you need if the below isn’t adequate? The results would show sales customers in the format I sent with them listed in order of greatest to least. Sales by product for top 5 products in order of greatest to least. Sales by region.

Returns: customers in the format I sent with them listed in order of least to greatest (most negative number/highest returns to most positive number). Sales by product for top 5 products in order of least to greatest. Sales by region.

For the customer counts this includes zero values but no negative values for sales and no positive value for returns

Author

Commented:
Also the initial example I sent shows the way the sales and returns should look in the chart if you’re able to refer to that as well.

Author

Commented:
The name of the file with the example sales and returns is called EE example, do you have an ETA for the updated file? Thanks!
Rob HensonFinance Analyst
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Commented:
No ETA as such, I am working on this in my own time alongside my day job. I will see what I can do this afternoon/evening.

Author

Commented:
Ok do I need to provide you with any other information? And does that mean I won’t see anything else today?
Rob HensonFinance Analyst
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Commented:
I was closer than I thought, see attached.

Please take a thorough look through and make a note of comments (be specific) and I will see what I can do when I next get chance; I doubt if it will be today and Wednesday & Thursday are not looking good either. I am a project accountant for my day job and it is month end so gets quite busy.

In this version I have converted the Sales and Returns Data list to tables and linked the pivots to the tables so that as the data changes the pivots can adjust automatically after being refreshed.

I haven't done anything about the Top 5 Products request but I have an idea how I can do that; I can link 5 rows of formulas to the first 5 rows of a pivot table.
EE-Example--1-.xlsx

Author

Commented:
Hello it looks like these formulas would only work if the customers in each group stay the same? For example customers greater than 20k. This won’t work as the number of customers in each group will change every month and the file should be able to work by simply updating the two tabs: sales and returns data tabs each month. Can you verify if the file you sent will work with any number of customers in the rows for greater than 20k, 10-20k, and less than 10k? It looks like the formulas are specifically tied to the cells depending on number on customers in each group for this month only.

Author

Commented:
It appears many manual adjustments would need to be made aside from pasting in updated sales and returns data in those two tabs to populate the chart but please let me know if that is not the case but that’s what it looks like with these formulas to me.
Rob HensonFinance Analyst
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Commented:
Found some time to do some updates.

See attached.

Product Sales - now only shows top 5 where there are more than 5, otherwise shows all.

To answer your various questions, on this thread and on others:
1)
it looks like these formulas would only work if the customers in each group stay the same? For example customers greater than 20k.
I assume you mean the formulas in column F of the Data tables which then feeds the Grouping field of the Pivot Tables.

Tables are adaptive and when data is added any formulas that are in previous rows will be automatically copied to the new rows so column F shouldn't need any updating but worth checking.

Unfortunately, the same can't be said about the formulas alongside the pivot table. When data is updated in the Sales and Returns tables, the pivots will need to be refreshed manually (One click with Refresh All) and there will have to be a manual check that the formula in column E goes down as far as the bottom of the table; it doesn't matter if the formula goes beyond the bottom of the table but these surplus formulas will just show a string of recurring 0k strings. The formula in column E is adaptive in that it will adjust for the different groups.

2)
It appears many manual adjustments would need to be made aside from pasting in updated sales and returns data
I was going to get to the point where I gave some instructions for maintaining.

Update Sales and Returns Data tabs, Tables should expand or contract as necessary.
Refresh Pivot tables, select one pivot table and use the Refresh All option below the Refresh button on the Pivot Table Tools Analysis tab.
Check the population of the formulas in column E of each of the Sales and Returns tabs. If the pivot has grown simply fill down from the last entry to the bottom of the new pivot. If the pivot has shrunk delete entries in column E that are not needed or just ignore.

Until you said about only wanting Top 5 products sales data it would have also been necessary to repopulate the lists starting at J14 on each sheet but this now just looks at the first 5 entries of the Product and Region Pivot Table so does not need any update. The Product and Region pivot has currently been set to sort on total value of Product Sales, the Regions will be alphabetical left to right. This sort criteria should stay when the data is refreshed.

It is better to keep all questions in the same thread so that anyone contributing can see all discussions but answers to questions on other threads below.

Question from thread:
https://www.experts-exchange.com/questions/29153556/Excel-formula.html

I thought you wanted to only show positive sales and negative returns so had the IF statement check for positive or negative values. Looks like this was just in the customer count for the <10k category.

This has been removed in the attached and shows all values.

The formatting has been changed so that the value shows the positive or negative prefix eg +8k or -8k.

Question from thread:
https://www.experts-exchange.com/questions/29153600/Excel-Question.html

The file uploaded on this question shows:
Daniela  - (2+DSIW+323HSDSD) - A-0932149842                   17,843
Felisa Brunson Inc. - (3 - 8huhda) - A-09483                         12,550
10k - 20k Total                                                            30,393
Aurore Haverty, LLC  - (56 - 43jhjsdf+hjdhf) - J8786             47,797
Serena  - (56 - 43jhjsdf+hjdhf)                                           42,193
Barrett Sussman - (2+DSIW+323HSDSD) - A-0932149842       24,008

However, the various entries in the Sales Data sheet shows the names as
Daniela Shelman
Felisa Brunson
Aurore Haverty
Serena Dorminey
Barrett Sussman

I can only think that the names in the Pivot have been manually changed to add extra characters. These additions are then feeding into the text in column E which is then feeding the summary cell in K10
EE-Example--1-.xlsx

Author

Commented:
Thanks, how can I update the formula in column E to count <10k and count 10-20k but still list out the customers for >20k?
Rob HensonFinance Analyst
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Commented:
Try this, starting in E6 and copy down:

=IF(OR(A6="< 10k",A6="10k - 20k"),"",IF(OR(A6="< 10k Total",A6="10k - 20k Total"),LEFT(A6,LEN(A6)-6)&": "&COUNTIFS(A:A,"*"&LEFT(A6,LEN(A6)-6),C:C,">0")&" Clients",IF(RIGHT(A6,5)="Total",LEFT(A6,LEN(A6)-6)&": "&E5,IF(RIGHT(A5,5)="Total",$B6&" "&TEXT(C6/1000,"+0k"),E5&"; "&$B6&" "&TEXT(C6/1000,"+0k")))))

Author

Commented:
Where you able to get that formula to work? It is not pulling the correct result for me

Author

Commented:
With the new formula even the <10k isn’t counting at all. I’d like >20k listed out, 10-20k counted and <10k counted

Author

Commented:
Please let me know if the above result I’m looking for is unclear or if that formula is working for you. Thanks.

Author

Commented:
Hello, regarding the above question ( >20k customers listed out, 10-20k counted and <10k counted ), in the attached file in the computer sales tab, a file with the result in cell E10 (highlighted in green) is what I'd like to see the formulas do.

A version of the file with the output in K10 as well as a another file with the output in E10 (highlighted in green) for the chart tab, so I can have one file with a version that lists out customers and one file with a version that counts customers except for greater than 20k which should still be listed out - the way the outputs are in K10 and E10.

Please let me know if I should start a new question. Thanks.
EE-Example--1--9.xlsx
Finance Analyst
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Commented:
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