why is my pivot table not summing correctly

In Excel 2007-2010, look for a large button that says Refresh on the Options tab of the ribbon as shown below. An attendee from my recent pivot table webinar posed a question that I hadn’t encountered before. It'll be more reliable if you check any value in your source table by formula like =ISTEXT(B10) in any empty cell. If you’re new to pivot tables, you can catch up … (In Excel 2003, the refresh button is a red exclamation mark on the PivotTable Toolbar. Create and optimise intelligence for industrial control systems. How To Sort Pivot Table Dates. Required fields are marked *, Copyright © 2021 CFO. If I forget (as I had in this case) to pull the lookup function into the newly added rows, my pivot table will not update the information for those brokers. Unfortunately, there’s no setting that you can change in the pivot table, to sum the calculated fields, instead of using the calculated field formula on the totals. I’ve spent HOURS trying to figure this issue out…. I can get the total for the whole table, I can get mtd, ytd, and the rest. Hi Everyone! Excel will reread the data from the expanded table into the pivot table cache, and the results will appear in the pivot table. Later, you can show total hours in a Pivot Table. Click anywhere within the pivot table if you do not see this menu. See screenshot below. Figure 5 – How to group pivot table date. Later, if you have new data, paste that data in the blank row immediately below the data. https://support.microsoft.com/en-us/office/convert-numbers-stored-as-text-to-numbers-40105f2a-fe79-4... What's new in Office Scripts for Excel on the web, Increase your productivity with Office Add-ins. The problem is exactly what the other respondents suspected. So, for Gill, instead of summing the bonus amounts, it calculates 3% of Gill’s total sales — 874 * 3% = 26.21. The pivot table … In table 1, called Volume Generated, I have 7 columns. Do not proceed to Step 5. The column seems properly set up to sum but Power BI appears to see it differently. - edited The issue is with the underlying format of the UGPA related columns you are trying to use even though these seem to be correctly formatted as number. Of course I want this! Fix: Highlight data column and choose TEXT TO COLUMNS under Data Tab on Ribbon. What do i need to do? When PivotTable sums correctly, please see attached. This however could be the reason why your formula is not calculating. Click OK. Use the Tab key to move to all of the cells that are causing problems. Next choose delimited and check the ‘Other’ box. Here are the problems we look at: New data not included when you refresh Watch in full screen HD or on Youtube.. Why does the Pivot Table Default to Count? As with Reason No. September 22, 2020. Reason No. What if the outcome is FALSE. Hi, Based on your description, I tested this problem in my environment and I found I can reproduce this problem. Whenever the fields are added in the value area of the pivot table, they are calculated as a sum. Ask Question Asked 7 years, 4 months ago. Otherwise, if the year is the same as the year in the text box, the month is < or = to the text box. If you would select all of columns A:G as the source for your pivot table, then you are including almost 900,000 blank cells below your data in the pivot table cache. Another very annoying Excel pivot table problem is that all of a sudden Excel pivot table sum value not working. Double click the cell, or edit it in the Formula Bar and delete the apostrophe. - edited lupins46 The pivot table won't even show the real value of the field. After the pivot table is created, go back to the source data and press Ctrl T in Excel 2007-2010 or Ctrl L in Excel 2003. Neither one of the solutions offered in the article worked for me. The 4 primary columns I am using are: USER NAME, CLIENT NAME, BILLING MONTH, TOTAL VOLUME GENERATED. The formula I have for calculating - 1123198 When I use it in a table it does not summarize by fund, and the table does not provide a total. Video Hub it pulls the data into the pivot as year, and quarter. USER NAME, … You were likely taught this method so that you could later add new rows below the data, refresh your pivot table, and the new rows would be included in the pivot table cache. I have shown my Free Pivot Table webinar to over 40,000 people over the last couple of years and I continually get the same questions from my webinar attendees regarding the little issues they have when using a Pivot Table. If you have a dataset with 50,000 rows of numbers and one blank cell in the middle, the pivot table will count instead of sum. Empowering technologists to achieve more by humanizing tech. @713326 Values inside a cell should not have space. Posted in I have 22 tables with values and 1 look up table. The original data is text and I am using count to see how many times the text exists in my pivot table. Starting … Refresh your pivot table and it should be fixed. As @Riny_van_Eekelen mentioned, in Count columns you have texts since SUBSTITUTE() which you use returns texts only. This will specify that you are looking for Formulas that result in Text, Logicals, or Errors. I've reduced it to just using a table with values I put in, the pivot table isn't based on a query. I have taken a few lines of the raw data (as the whole file contains more than 800K lines). Reason #5: Data set begins with a carat (‘). Connect and engage across your organization. 1: There Are One or More Blank Cells in the Column Follow these steps: If the range contains values instead of formulas, choose Constants from the dialog and uncheck Numbers as shown in Figure 2 (below, right). Finish. 1. When you have a pivot table that counts instead of sums, it is caused by one of three reasons. first screen shot is how it's pulling the date field. This pivot is summarized by Average. Thanks Marshall, Your email address will not be published. We can equally sort our dates from the most recent sales to the oldest and vice versa. ‎11-22-2019 1. Pivot Table Times. One of the most common questions I see on my free 3-part video series on pivot tables & dashboards is, “Why does the pivot table default to Count instead of Sum when I add a field to the values area?”. It uses the SUBSTITUTE function to create a text of the cells in the preceding columns. In all versions of Excel, type a field name of your choice in the Name field. This part fails for me with, ‘We can’t change this part of the PivotTable’. Log In. I assume I need to use ISTEXT function for those cells where i have the issue it wont sum the numbers but only count? Any idea how to solve the issue so I have the values by sum? Please attach your sample file, not just a picture of your results. Viewed 37k times 1. The Show Formulas button is Turned On. To help you save time, my new Pivot Table Builder add-in lets you create and store a variety of pivot table layouts in a workbook. how do i fix this? There is an easy way to convert the blanks to zero. Prevent Date Grouping. Pamela had an issue where some, but not all, items within her pivot table were being duplicated, with two different totals. Any idea how to solve the issue so I have the values by sum? Select a cell in the pivot table and click the Refresh button. Select a single cell in the dataset before starting your pivot table. Karl - I'm still not sure why you aren't following my logic. 5. If you need to do these in bulk, use this guide: summarize values by sum in Pivot table not working, Re: summarize values by sum in Pivot table not working. working in pivot table and summarize values by sum is not working (the output is "0"), whilst summarizing by count gives an output of "682185"; this as the table is having so many lines. I can NOT get this to work. I have a simple table with names of employees and whether or not they've met a certain criteria ('yes' or 'no' in a column). I have a pivot table where the grand total does not match the total of the data it is pulling from. It's nothing to do with ISTEXT(), it only to be sure do you have text in the cell (returns TRUE) or not (returns FALSE). But sometimes fields are started calculating as count due to the following reasons. Fix each cell. Data is there but inside Piviot table when I switch to sum all my data turns to zeros, I have blank cells in my pivot table, but at step 5: Type a zero and press Ctrl Enter. Press Ctrl G to display the Go To dialog. Hello, you're getting zero after Summarizing value By Sum because the field you drag and drop inside the PivotTable Values axis contains "text"... Not number, Hello, kindly take a sample of the pivot table report and attach please for clarity. on And what if outcome is TRUE? I've created a pivot table using insert/pivot table. The problem was usually caused by a few empty cells in your data. The apostrophe will not be visible in the cell on the spreadsheet, but you can see it in the Formula Bar. 02:16 AM. Advanced Search. Excel will automatically extend this single cell to incorporate the entire contiguous range of data. In my opinion, your PivotTable … Spreadsheets: Why Pivot Tables Won’t Sum Is there any way in Excel 2007 to have a pivot table always default to sum the amounts rather than count them? Reason No. Thank you! @Abiola1 thanks for your reply, but this does not make a difference. Keyword Suggestions. This will define the range as a table. (Pivot table fields image could not be posted) What am I doing wrong? 05:27 AM. Why is my pivot table showing different values than the table it's based on? If you want to use this type of calculated formula and have a sum shown in the grand total, the best way is to create the formula in the source data table and then pull it into your pivot table as a separate column which will show the correct grand total. You can also read about why this feature was added, and watch a date grouping video. Find out more about the Microsoft MVP Award Program. This will fill the blank cells with zero. I have refreshed the data multiple times and verified that it is indeed picking up the correct range, which it is. Why is the total one hour, instead of 25? I have a column that is setup like in the image that is not summing. In Excel 2010 and later choose Calculated Field from the menu. ‎02-01-2016 01:16 PM. I believe the problem is the day filter from the pivot table is blocking all my logic. (Technical term). When you add a date field to your Pivot Table, Excel automatically groups the dates into a hierarchy, such as years and months. Editor’s Note: Sign in to vote. 1, you can use the Go To Special dialog to find the offending cells. Starting in Excel 2003, there is an easy workaround: Bill Jelen is the author of 32 books about Excel, including PowerPivot for the Excel Data Analyst. In Table 2, called Revenue Generated, I have 4 similar columns. thank you @ marshall your solution works and it far easier , After 2 hours of total frustration…this worked! Pivot table not summing up correctly? Active 3 years, 9 months ago. Fully managed intelligent database services. Below is side-by-side a table that is summing and totaling (on a different column) and one that is not. Thread starter chocolatedogs; Start date Oct 20, 2016; Tags time time analysis time calculations C. chocolatedogs New Member. 05:16 AM The body of the pivot Averages correctly. Collin – SUPER! The reason I know this is if I do COUNT, it will count the rows. These new rows will become part of the table. Saved me hours trying to figure this out. Fix each cell. To do this, we will right-click on any of the dates, select “sort”, and lastly, click “ Newest to Oldest.” Figure 6 – How to sort pivot table date. Eric S. wins an autographed copy of Pivot Table Data Crunching from CFO and MrExcel for his question: “Is there any way in Excel 2007 to have a pivot table always default to sum the amounts rather than count them?”. Hello, kindly verify from the source data whether the column is in fact number; not text values... You can use ISTEXT function.. pls find attached. Your solution worked! How do I get the Pivot table to see the data that IS numeric , as numeric. What exactly is the result you expect to see in your column I ("Count")? Click OK. Use the Tab key to move to all of the cells that are causing problems. ). You are unknowingly running into problems with Reason No. Genius! Solved! See how to stop pivot table date grouping in the latest versions of Excel, and a couple of workarounds for Excel 2016. Taking into account that in Excel TRUE is equivalent of 1 and FALSE of zero, you may use for Count formula. To read more about spreadsheets, share a tip with other readers, or suggest a topic for Bill Jelen to cover in an upcoming column, click here to visit CFO.com’s Spreadsheet Tips page. 2014 Q1 Average should be 1,916,497.61. Sum value in pivot table will show "0" only when the value in the cell has blank space as show in my example. Joined Dec 22, 2015 Messages 12. Community to share and get the latest about Microsoft Learn. Your formula in the "Count" column  (Col I) contains text. For decades, some pivot tables give you a Count instead of a Sum. This is a side effect of the calculated field and it treats the grand total the same way as any other row in the pivot table. Type a zero and press Ctrl Enter. Please take a look at this pivot table. If you create a pivot table from the time data, and show the total time per project, Project A shows 1:00 as the total, instead of 25:00. While column is highlighted, copy and save as values (just to be sure). With pivot tables, it's often the little things that are frustrating...data doesn't show up when you refresh, number formatting goes missing, fields have weird names...things like that. This confuses you pivot table. In Excel 2010 and later, choose Fields, Items & Sets. I created a power pivot table that is not calculating the data values properly - or as I expect them too. Answers text/html 10/25/2016 10:13:47 AM Emi Zhang 1. instead of SUBSTITUTE(). To clairfy,i'm not talking about crosstab queries, nor the sum. If the range contains formulas, choose Formulas from the dialog and uncheck Numbers as shown in Figure 1 (below, left). I tried all of the above and still could not get one column, a new column to sum. However, if the time fields are added to the pivot table, they are rounded in the pivot table, with all thetenths and hundredths showing as zero, for example, 5:15.00. Select the entire range that should contain numeric data. They are numeric , but the Pivot table will not see them as numbers, hence will not sum them. Search Domain. Even if you carefully apply the correct number format to the pivot field, the rounding is not affected, as shown in the screen shot below. Let’s say that you have data in A1:G150000. Excel 2007 users click the dedicated Calculated Field button here instead. A pivot table created from a well-formed dataset will automatically sum the numeric fields. 3: You Are Selecting the Entire Worksheet or the Entire Column as the Range for Your Pivot Table Source Data The pivot table, an end-user report, shows by broker name, not initials. Inside the box, type the carat, (which is a single quote). This will specify that you are looking for Constants that result in Text, Logicals, or Errors. Search Email. ‎11-22-2019 Moved by Chenchen Li Thursday, October 20, 2016 2:09 AM; Wednesday, October 19, 2016 4:30 PM. I have time data in a column like 00:00:28 - if I use the SUM function =SUM(E9:E14) I get 00:00 in … Auto-suggest helps you quickly narrow down your search results by suggesting possible matches as you type. Register Search. The table holds the data correctly. ‎11-25-2019 Pivot table is not summing correctly keyword after analyzing the system lists the list of keywords related and the list of websites with related content, in addition you can see which keywords most interested customers on the this website. I was lucky enough to scroll down to see your comment. The final reason could be that the Show Formulas button on the Formulas tab is turned on. Your email address will not be published. | Power Pivot | Excel Forum. Fixed it right away! Bill Jelen. This will fill the blank cells with zero. Never would have figured it out myself. Problem 3# Excel Pivot Table Sum Value Not Working. To close the gap in the cells- Please use "Text to Column" from Data tab in excel. The measure in the pivot table is [Total A]+[Total B] which are columns from two different excel sheets and where Total A and Total B are already sums of various other columns within the excel document. or DIV/0!, True, False, or even a number stored as text will cause the pivot table to count instead of sum. Calculate Outside the Pivot Table. The individual numbers are correct. Insert a Timeline. In this short video, we look at 10 common pivot table problems + 10 easy fixes. The totals are whack. THANK YOU, THANK YOU, THANK YOU!!!!! In the lower-left corner of the Go To dialog, click Special to display the Go To Special dialog. A simple refresh in the pivot column saved my day. Post your question to the community content block on the right. Excel expects your numeric data to be 100% numeric. 2: There Are One or More Cells in the Column that Contain Text, an Error, or True/False In the raw data I ahave made sure the data in the columns are seen as numbers (number format). Reason No. Editor’s Note: To read more about spreadsheets, share a tip with other readers, or suggest a topic for Bill Jelen to cover in an upcoming column, click here to visit CFO.com’s Spreadsheet Tips page. Choose Blanks from the dialog and click OK. Only the blank cells will be selected. sorry, but I am not really an expert in Excel. To further complicate things. Just as with the blank cell, having any cell contain #N/A! Follow these steps: Be careful after Step 4: if you get the message “No Cells Were Found,” then there are no blank cells in the range. I would like the pivot table to show days going down, the sum of the qty for the day, AND right next to that the total qty for the month. Industry Dive, Inc. (c) 2021, All rights reserved, 1255 23rd Street, NW, Suite 550, Washington, DC 20037. When I go back to the raw data (which is roughly 50,000 lines long) I get one total when I highlight the column with the values in it. I have built the pivot table in the screen shot attached (sample pivot table) and the column totals are not summing as I'd like them to. <=12 is only true when the year is less than the year text box. if I do Count (Numbers Only), it will not count. 02:14 AM SUM function does not work correctly for time formatted data in table & pivot table. second screen shot is how … Go to Solution. Thank you!!! Pivot Table Builder. You can win a copy of one of his books if your question is selected for a column. working in pivot table and summarize values by sum is not working (the output is "0"), whilst summarizing by count gives an output of "682185"; this as the table is having so many lines. Pivot table summarization by Average calculates incorrect Total Averages. Even if you apply number format and values are seen as numbers, actually they could be texts. Fix was simply to start a new tab and rebuild the pivot. Search. ‎11-25-2019 But the Totals do not add up. There’s another case. I have a created a pivot table to sum data on three columns. when i create a pivot table and select the date field, it doesn't pull the data in as Dec 12, 2018, etc. And speaking of time, it can take lots of time to build your pivot tables, and then rebuild them, if someone messes them up. I want it to sum up everything! Oct 20, 2016 #1 Using Excel 2016 for Win. Bing; Yahoo; Google ; Amazone; Wiki; Why is my pivot table not summing correctly. Time calculations C. chocolatedogs new Member, 4 months ago but only Count rebuild the pivot table summarization by calculates. On Youtube.. why does the pivot table sum value not Working columns you have created..., and the table does not work correctly for time formatted data in table 1, called Revenue,! In Figure 1 ( below, left ) within the pivot table summarization by Average calculates incorrect total Averages multiple. That says refresh on the PivotTable ’ to scroll down to see the data values -... The most recent sales to the community content block on the Formulas tab turned. Of data you are looking for Constants that result in text,,... Below, left ) Formulas, choose fields, items within her pivot table, an report... Similar columns gap in the column seems properly set up to sum and rebuild the pivot table that not... 'M not talking about crosstab queries, nor the sum some, but this not..., your email address will not be posted ) What am I doing wrong a. From data tab in Excel 2007-2010, look for a column 1 using 2016... Table if you have a created a pivot table were being duplicated, with different..., Increase your productivity with Office Add-ins be sure ) Count the rows Generated I... ) which you use returns texts only have space the 4 primary columns I am using are: USER,... Due to why is my pivot table not summing correctly oldest and vice versa within her pivot table October,!, total Volume Generated column saved my day in all versions of Excel, type carat... It pulls the data into the pivot more blank cells in your I! Sample why is my pivot table not summing correctly, not initials is highlighted, copy and save as values just. A Count instead of sums, it will not see them as numbers number. Table it does not provide a total After 2 hours of total frustration…this worked total. Which you use returns texts only couple of workarounds for Excel 2016 for Win ISTEXT function for those cells I... Is blocking all my logic not summing I put why is my pivot table not summing correctly, the button... Share and get the total one hour, instead of sums, it indeed... Power BI appears to see your comment move to all of the pivot table, I reproduce! Table where the grand total does not summarize by fund, and the table does not the! Verified that it is pulling from data into the pivot table date grouping in pivot! Numbers, hence will not sum them into account that in Excel 2010 later. Grouping in the NAME field Excel will automatically sum the numbers but only Count format ) from. Expert in Excel in Excel 2007-2010, look for why is my pivot table not summing correctly column to ''. In text, Logicals, or edit it in a table with values I put in, pivot... Totaling ( on a different column ) and one that is not the numbers but Count... To Start a new tab and rebuild the pivot as year, and watch a date video... When you have a pivot table that is setup like in the columns are as... ( ) which you use returns texts only 100 % numeric may use for formula. If I do Count ( numbers only ), it will not published... Revenue Generated, I 'm still not sure why you are looking for Constants that result text! Says refresh on the Options tab of the pivot table, I have values... Part of the field will become part of the above and still could not get one column, a column! Win a copy of one of the raw data ( as the why is my pivot table not summing correctly,. Table 2, called Revenue Generated, I have refreshed the data in Office Scripts for Excel on web... To solve the issue it wont sum the numbers but only Count the Ribbon shown... For Count formula be selected or Errors Excel 2010 and later, you can also read about why feature. Get one column, a new column to sum data on three columns more about the Microsoft Award. 1 using Excel 2016 problems with reason No numeric, as numeric lines ) field! Refresh button is a single quote ) up the correct range, which it is pulling from calculates total... Column ) and one that is numeric, but I am not really an expert in Excel result! Numbers as shown below not work correctly for time formatted data in the `` Count ''?. Be fixed sum them they are numeric, as numeric required fields are added in the are! Image that is summing and totaling ( on a query to move to all of the solutions offered in pivot! Entire contiguous range of data have 22 tables with values and 1 look up.. Data multiple times and verified that it is caused by one of his books if your question to community... Only ), it will Count the rows have for calculating - 1123198 Karl - I 'm not... Left ) am not really an expert in Excel 2010 and later, choose Formulas from the.! Hi, Based on a query added in the cells- please use `` text column... This menu solution works and it should be fixed column I ( `` ''. The following reasons on the right only Count copy of one of three reasons the menu but I am really. Sudden Excel pivot table if you have a pivot table problem is the you!, left ) sudden Excel pivot table is n't Based on your description, I 'm not... Expects your numeric data to be 100 % numeric 'm still not sure you! Fields image could not be published since SUBSTITUTE ( ) which you returns! Hi, Based on your description, I can reproduce this problem in my environment and I found I reproduce. ), it will Count the rows of his books if your question selected. Other ’ box calculations C. chocolatedogs new Member if I do Count, it is from... This menu 5 – how to group pivot table it does not provide a total to. Spreadsheet, but not all, items within her pivot table will be... ) What am I doing wrong thanks marshall, your PivotTable … pivot table to data! Zero, you can use the tab key to move to all a! Above and still could not be posted ) What am I doing?! Trying to Figure this issue out… Formulas button on the spreadsheet, but you can see it differently, two. The problem is that all of the PivotTable ’ when I use it in column... Data values properly - or as I expect them too enough to scroll down to your! To Figure this issue out… your solution works and it far easier, After 2 hours total... Am ; Wednesday, October 20, 2016 4:30 PM a created a table! & pivot table cache, and a couple of workarounds for Excel 2016 Chenchen Li Thursday, October 19 2016. And later, choose Formulas from the dialog and click the refresh is. To scroll down to see the data that is not calculating the data to! Table if you do not see this menu have taken a few of. Doing wrong 1 ( below, left ) short video, we look at 10 common pivot webinar. Read about why this feature was added, and watch a date grouping in the formula have... Close the gap in the pivot column saved my day most recent sales to the following.. I ’ ve spent hours trying to Figure this issue out… watch a date grouping video, paste that in. Table webinar posed a question that I hadn ’ t encountered before chocolatedogs Member. Where I have for calculating - 1123198 Karl - I 'm still not sure why you are for... Summing up correctly button that says refresh on the Formulas tab is turned on formula is not summing … pivot. What am I doing wrong column ( Col I ) contains text were being duplicated, with different. Know this is if I do Count ( numbers only ), it will Count the rows numbers! A total ( just to be sure ) in Excel true is equivalent of 1 and of. `` text to columns under data tab on Ribbon Yahoo ; Google ; Amazone ; Wiki ; why my! The gap in the pivot table text exists in my environment and I am using:. Offending cells table were being duplicated, with two different totals to Figure issue. Results will appear in the columns are seen as numbers ( number )... Since SUBSTITUTE ( ) which you use returns texts only to display the Go dialog. … pivot table created from a well-formed dataset will automatically extend this single cell to incorporate the entire range. Whenever the fields are added in the pivot table if you ’ re to. Table were being duplicated, with two different totals, type the carat, ( is... That result in text, Logicals, or Errors close the gap in the `` ''. See this menu double click the refresh button are unknowingly running into problems with reason.... Stop pivot table problem is that all of a sum BILLING MONTH, total Volume Generated, I a! Excel expects your numeric data to be sure ) convert the blanks to zero =12 is only true the...