The #1 complaint that I get from Pivot Tables is “Why do my values show as a Count of rather than a Sumof ?”
Well there are three reasons why this is the case:
1. There are blank cells in your values column within your data set; or
2. There are “text” cells in your values column within your data set; or
3. A Values field is Grouped within your Pivot Table.
1. BLANK CELL(S):
So if you have at least one blank cell in a Values column, Excel automatically thinks that the whole column is text based. Pretty stupid but that’s the way it thinks.
2. TEXT CELL(S):
Also if you have a cell that is formatted as Text within your Values column, then it will also cause it to Count rather than Sum. This usually happens when you download data from your ERP or external system and it throws in numbers that are formatted as text e.g. 382821P
We get the annoying Count of Sales below:
Have a look at the following tutorials that show you how to locate blank cells: Find Blank Cells In Excel With A Color
STEP 1: You will need to enter a value or a zero within this blank or text formatted cell(s)
STEP 2: Go over to your Pivot Table, click on the Count of…. and drag it out of the Values area
STEP 3: Refresh your Pivot Table
STEP 4: Drop in the Values field (SALES) in the Values area once again
3. GROUPED VALUES:
Let’s say that you put a Values field (e.g. Sales) in the Row/Column Labels and then you Group it.
When you drop in the same Values field in the Values area, you will also get a Count of…
STEP 1: Right Click on the Grouped values in the Pivot Table and choose Ungroup:
STEP 2: Drag the Count of SALES out of the Values area and let go to remove it
STEP 3: Drop in the SALES field in the Values area once again
It will now show a Sum of SALES!
N.B. Sometimes you will need to locate the Pivot Table that has the Grouped values. The SALES field may not be evident that it is Grouped, especially if it is not selected in the Row/Column labels.
You may need to drag and drop this field from the PivotTable Fields and into the Row/Column Labels area to confirm that it is Grouped.