Ever encountered needing a quick report of total sales numbers by each quarter, of each year?
I was faced with this same scenario and looking at my data on hand, I only had sales numbers for each individual day.
Grouping these would take a ton of effort & complex formulas!
Thankfully there is the Pivot Table way, which is quick, easy and reduces the risks of making any errors….and it makes updating the report easily with any new additional data!
In the example below I show you how to get the Sales Grouped by Quarters and Years:
STEP 1: Insert a new Pivot table by clicking on your data and going to Insert > Pivot Table > New Worksheet or Existing Worksheet
STEP 2: In the ROWS section put in the Order Date field.
Notice that in Excel 2016 (the version that I am using) it will automatically Group the Order Date into Years & Quarters:
STEP 3: If you do not have Excel 2016, right click on any Row value in your Pivot Table and select Group
STEP 4: In the Grouping dialogue box, Excel was able to determine our date range (minimum date and maximum date).
Make sure only Quarters and Years are selected (which will be highlighted in blue).
This will group our dates by the Quarters and Years. Click OK.
Notice that a Years field has been automatically added into our PivotTable Fields List. This is cool, as we can use this field for further Pivot Table analysis:
STEP 5: In the VALUES area put in the Sales field. This will get the total of the Sales for each Quarter-Year date range:
Now we have our sales numbers grouped by Years & Quarters!
Notice that we can improve the formatting:
STEP 6: Click the Sum of SALES and select Value Field Settings
STEP 7: Select Number Format
STEP 8: Select Currency. Click OK.
You now have your total sales for each quarterly period!