The SUMIF function can be a powerful tool in Google Sheets, especially when used in Pivot Table calculated fields. However, there are certain limitations to consider when using this function. In this article, we will explore when SUMIF works in Pivot Table calculated fields and provide alternative solutions when it doesn’t.
Introduction to Using SUMIF in Pivot Table Calculated Fields
Google Sheets provides a user-friendly interface for creating Pivot Tables, which are invaluable for filtering, summarizing, and analyzing data. If you’re not familiar with the QUERY function, Pivot Tables offer an easier way to summarize complex data.
Pivot Tables allow you to perform calculations, such as sums, averages, counts, and other aggregations, on one or more columns. Unlike formula-based results, Pivot Tables also provide drill-down capability, allowing you to expand or collapse data in your reports.
Calculated fields in Pivot Tables enable you to add custom formula-applied results as value columns. For example, let’s say you want to release payments for suppliers whose outstanding liabilities are less than $10,000. By grouping the Date column by month and applying a condition to the Amount column in a calculated field, you can summarize the table accordingly.
Typically, the SUMIF function is used for conditional sums like this. However, there are cases where SUMIF won’t work in Pivot Table calculated fields, especially when you need to specify the sum_range argument. In this article, we’ll show you how to use SUMIF and provide alternative solutions when needed.
How to Use SUMIF in Pivot Table Calculated Fields in Google Sheets
To demonstrate how SUMIF works in a Pivot Table calculated field, let’s consider an example. We have a table with dates in column A, supplier IDs in column B, and their outstanding liabilities in column C. We want to display the month-wise outstanding liabilities of suppliers with pending amounts of less than $10,000.
Follow these steps to create a Pivot Table for this purpose:
- Select the data in columns A to C.
- Click on Insert > Pivot Table.
- Choose Existing Sheet and select cell E1 as the location.
- Click OK, then Create, to generate the layout.
- Drag and drop the Date field under Rows.
- Drag and drop the Outstanding Amt field under Values and select Sum as the summarization method.
- Right-click on any value in column E in the Pivot Table and click on Create Pivot Date Group > Month.
By following these steps, you’ll be able to display the total outstanding amount by month. However, if you want to calculate the month-wise total of outstanding liabilities that are less than $10,000, you’ll need to use a calculated field.
To accomplish this, you can add the following SUMIF formula in the calculated field:
=SUMIF('Outstanding Amt', "<=" & 10000)
In this formula, there’s no need to specify a sum_range since the range and sum_range are the same. This allows the formula to work flawlessly in the Pivot Table.
To add this formula to the Pivot Table calculated field, follow these steps:
- First, remove the existing “Outstanding Amt” field under Values by clicking on the “x” button.
- Click Add next to Values and select Calculated Field.
- Replace any existing formula (possibly an =0) in the provided field, then copy and paste the above SUMIF formula.
- Select Custom under Summarize by. This is an important step.
This will add a calculated field to the Pivot Table. You can double-click cell F1 and replace “Calculated Field 1” with any custom text.
Let’s now explore alternative solutions to using SUMIF in Pivot Table calculated fields.
Exploring Alternative Solutions to SUMIF
In some cases, you may need to replace SUMIF with alternative formulas. Here are two examples:
=SUM(IFNA(FILTER('Outstanding Amt', 'Outstanding Amt' < 10000)))
=SUMPRODUCT('Outstanding Amt' < 10000, 'Outstanding Amt')
It is recommended to use SUMPRODUCT instead of SUM + FILTER as it appears cleaner and more concise.
An Example of When SUMIF Fails in Pivot Table Calculated Fields
While SUMIF is a versatile function, there are situations where it may not work in Pivot Table calculated fields. One such example is when you use a text criterion that requires the use of all three arguments in the SUMIF function, including the sum_range.
Let’s consider a scenario where the field labels include Product, Status, and Qty. The Status column contains “x” marks, and we want to sum the Qty if the Status is “x”. The following SUMIF formula might seem appropriate, but it will return errors:
=SUMIF('Status', "x", 'Qty')
In such cases, alternative solutions using SUMPRODUCT and SUM + FILTER can be utilized:
=SUMPRODUCT(Status = "x", Qty)
=SUM(IFNA(FILTER(Qty, Status = "x")))
It’s worth noting that in this particular case, you can use Filters within the Pivot Table to achieve the desired result. However, utilizing a calculated field offers the advantage of displaying all categories, regardless of whether their total is 0 or not.
Conclusion and Key Takeaways
In this article, we have explored how to use the SUMIF function and alternative formulas in Pivot Table calculated fields in Google Sheets. Remember to replace the formulas according to your specific data and requirements. If you need additional assistance or specific solutions, feel free to reach out and include a sample Sheet URL in your comments.
To learn more about the SUMIF, FILTER, and SUMPRODUCT functions, refer to the Google Sheets Function Guide available on our website. We strive to provide you with the best possible solutions for your data analysis needs.
Keep exploring the possibilities of Google Sheets and stay tuned for more valuable tips and tricks on our website Crawlan.com.
