Basic Report Writing In Excel VBA - How to Take 2 Seconds Rather Than Time Consuming Formulas

In this lesson, I share a walkthrough for a basic report that will save Several Hours, as opposed to a complicated Array Formula the user was utilizing. After implementing this report, with a click of a button, the information is available on the new "rpt" sheet within a couple seconds. Check it out!

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Closed Caption:

hey guys dance drama with excel vba is
fun
i'm here with the an email from chad and
he said hey I've got this formula
you know it works ok but it takes
several hours yet several hours right
here to calculate these formulas
he's got this advanced already formula
going on to try to figure out how many
of he's got he's got possibly 750,000
records and a monthly work with that he
receives what he wants to do is we're
not to take several hours obviously
calculate what he wants to do so just
doing over immediately to chance
workbook
he's giving me a dumb down example here
where he only is revealing the customer
ID which it looks like it has been
sorted 13 first and then 111 and 112
that's nice and then the sales month he
actually extract that from the dates
so this would be January there's several
January's several february's for
customer 103 and a few marches April's
etc what he wants to know is ok let's
see for customer 103
here's how you would normally go through
it he wants to know how many different
months are on this report for that
customer so for customer one of three we
see we have been seeing one two three
four five and skip the month yet
six and
that's where we at the end so there are
six different months that are unique
because for 111
we only have one another bad example
because it sounds like I'm just saying
whatever this number is
let's go to one-twelve ok 1 12 customer
112 is a great example he would want the
answer to be
let's see 1 12 has and this one and this
one and this one so that's one two three
different and yeah so customer 112 would
have this this and this
so I count three different instances
that 112 maybe four if the six
yeah so for 24 months for customer 1 12
so in that home wherever the answer
would be
he would want to just say 44 is the
answer of how many different months we
obtain sale from that customer that's
all he wants to know but he has this
really long
some it coming and going to copy and
paste this before we get started
of course when it's in there a formula
let's just go ahead and paste that now
what's in there right form you can't
just pasted brackets you have to do a
here you have to do a control shift
enter and trying to see if this point to
the right areas
I don't know why these aren't lit up
well whatever
when I tried it the other day control
shift dinner and sure enough it took
forever
just do one cell i can't imagine he must
have a very powerful computer for to
only take several hours because it took
several minutes just to do one cell
so anyway we're going to show him we're
going to do try to differently and then
we'll see if we can maybe generate a
report in the other sheet which will
allow us to learn a little bit about
writing reports and then i'm going to
delve into that more in my advanced
report writing course on you to me and
so that is not available yet but maybe
at the time that you are viewing this
video on youtube it will be available so
i'm going to put a button on there if it
is available and you can click on right
now check that out
so anyway let's get started at all that
11 of course to begin
so we only have one worksheet will make
a second work you right now by clicking
this insert worksheet right there
ok so we're going to hit alt f 11 and
let's go ahead in properly insert a
module two to hold our new sub so we're
going to call this run
one report at work
hit enter and it creates in the
procedure for you
so first thing we're going to do is
we're going to declare our worksheets
so let's just say she won as a sheet
and , we're also going to do our report
sheet and another worksheet and we'll
set w s 1 equal to this book
sheets and that was she one if you don't
have a fancy name right now
and now we might as well go ahead and
give sheet to the right name was the
court will call months four months
underscore RP and we're just all that 11
copy and paste that will set our TT
that's a report and equal to this
workbook month report in quote in
parentheses so now we're ready to rock
right all we need is really two columns
so i'm not going to declare a bunch of
variables for these column numbers that
would be a waste of time at this point
so what we're going to do is what we
could do it for their r WS one sheet
- there are a few here but we do know
it's a column a which is one
well it's called in which is 15
jay is ten number eleven twelve thirteen
fourteen so so be calling 14 has become
one that's easy to remember
so what we're going to do is
let's minimize this a little bit so we
can see we're going to go through
let's get our last row for worksheet one
WS last row equals ws1 cells using the
rose . count
I don't know how to use this check out
my video on getting the last row of
course you can use
exhale up and we're going to get the row
ok so we're all set to get the last row
and we once we get the last row which
just happens to be a row
01 let's see a hundred ten thousand so
that would be our last row is a hundred
ten thousand that's a doozy
so 4x equals to all the way to wsl which
happens to be valid in this instance
next X is a fairly tap
so here is our area that we're going to
loop within this for next area
so our loop starts here and we're going
to say okay
of course we're starting on the road to
we don't want the customer ID right
there
but we're going to establish a pattern
here who and which customer ID are we on
and are we ready to move on to the next
one so let's go to the month report here
and let's say customer
your ID and then this is going to be a
number of months and that's the basis of
our report but we are going to start on
the road to for that as well
we can use the variable may be why or
something simple just why we'll just
know that why means it's on this
worksheet and then every time we get one
and we're done
y equals y plus 1 so now we're would be
ready for the next trip so we we need to
go to the first sheet and establish a
pattern
how many ways to do that just off the
cuff here we could just say if first
time equals true then people through the
first time I've it if this variable is
empty
which is always at the beginning if
thats impede in the first one
and if let's just roll with that to do
it that way
so let's go ahead and start the button
through a little bit f8f8f8 the old type
mismatch
so what have we done wrong here month
underscore our PT
yeah
ok
something isn't it
type this match
well heck with it to our PT 1 and see if
you like that better
ok guess our PT was something built in
well that's annoying but sometimes you
just got to change things until it works
for you
so and Oh Phil d that's what it was at
this
this should be as as what sheet has work
but then wonder it got mad at me
yes it's okay to reset so now we can go
to use our PT because we wanted to be a
worksheet
ok no one ever got confused ok so W SLR
is hundreds and thousands of that work
of just wonderfully x is going to be to
all the way 210,000 in this case and for
the first x
let's see if first time equals empty
which going to hold the variable called
first time is empty because we haven't
done anything with it then
so we'll say our our first our first one
is 103 which is located on the row x and
column one will sing my variable equals
WS 17 using X comma 1 my variable is
going to be
- 10 3 is there anything else we need to
do with that
very possibly let's see that would
probably should immediately see if if
then the row following that is going to
be a different and a different number
than what this one is
then what my far is because if it's
immediately different then we can just
say that like if one of three
immediately went to 104
then we know that this variable on with
this customer ID 123 only hand one sales
month whether this was month 12 or
december or not if it only had one
instance and then one after that is
immediately well for something different
well we know that we can immediately be
posted to the other workbook so if yes
one selves x , one actually x plus one
that's the next row on the same column
is if not the same and the ps1 cells
using X
where you can see my bar either way
then if they are different on the next
row then get very simply and and we need
to establish that y equals 2 at the
beginning with the starting wheel
reports
so let's see here if so it fate
my bar is one of three if the one if the
road after that is not equal to one of
three then we get the totals and we may
go back to that in a moment but actually
let's just have some on that
ok yeah so if that was different let's
just pretend that it was we would
immediately know that time if we were on
the first time line and it was
immediately different will give totals
and it would be one so we would say pt
down cells so now we're riding on to the
report sheet using whatever
why is it just happens to be too right
now and that's the starting row and this
column one customer ID is going to be
going in to be mine
r and the report using the same row but
come to which is the number that we want
isn't really going to be one only one
record month of sales that part would be
easy but we're not getting off that easy
so the sales month we might need to
record that as well
my month equals that is one sells x , 14
is where the sales and one is so we're
going to capture that into the thing
called my month and that's going to say
month one for this world record here
ok and if that were the case we would
start over on the next one
let's see here
are empty empty and and we were probably
skip to the next X next
it's using : there and we can just say
go to next X that's the thing that we
created nurses not next space X like
this command is it's just a location to
that we can jump to
so we should give it a similar friendly
name and put a colon right there
so go to next X and of course it would
jump over any code in the way
so all right because the the next row is
not immediately something different
we're going to analyze these until my
month is different or until my Vera is
it
this is different than my bar so let's
see do we do anything with information
and we may want to compare the months as
well
see here in any way we need to put a
counter in place then we can reset
so even if we are you doing it down with
a new a new comes from ID which we've
done with the first time every time that
first time is empty again
that means that we're going to a new
customer ID so each time regardless
we're going to say count my count
hmm
plus we hit that it will go from empty
to being one
and every time we use that code it will
commit one until it is reset by us and
so now we've got at least one making two
mixed x
so we got the first one out of the way
so it goes to the next X so now first
time and write down whatever as long as
we put something in there that's what
should have happened a moment ago so now
that first time let's pretend that
happened a moment ago
so now it says the first time using
empty and we see the first time is not
anymore
let's skip to here and now we write our
second portion when it we have not just
encountered a new customer once we're
still on a roll we're still on customer
103
so in that case we're going to see what
to do
first we need to make sure that and the
sales month is not the same as last
month
so my month if my month is not
yeah or the current role is not equal to
my month then we're going to say my
count equals my count + 1 because now
we've got a different month we need to
add to our little counter that we've
been accruing otherwise if the customer
ID was the same as my far
then that would just go to the next exit
ignore it because it would be the same
month as a moment ago
so we need to say if there is one
see now we're on Row 3 X has been
incremented by next x 50 x and devious
one themselves using X and of course one
again if that cell is equal to have the
customers the same as this is the first
thing we need to analyze so if that's
the same as my bar and then we're going
to do one thing
ok if the customer is the same then we
can continue otherwise we need to take a
different course and summarize the else
would be summarized
clear variables this assignment for me
but if it is the same then we need to
analyze it the month of the same if it
isn't
you heard me earlier will increase or
not increase accordingly
so let's see here just to pick take a
peek
so one of three is equal to that my
father are one of three so it's the same
the same customer we don't have to to do
the summary for this customer 13 just
yet so we're going to say yes they are
the same and analyze the month
ok ws1 cells using tanks , 14
if that's equal to my month which is
what we had last time the last current
month if that's the same then i would
say we need to skip because everything
the same
so I would just say go to next steps
but if it's not the same length but we
do know that it
we've established it's the same customer
but announced a new month
this is the else part it's a new month
so we would say my count equal mine can
+1 and it goes to india
ok so that's basically that part
let's see here if the month is equal to
the last time
fine and dandy otherwise it's a new
month then my one
first of all i would need to be updated
to the current new month which is ws
cells x , team that would give us the
new month for next time when you use
this variable
I would update that - maybe two or
something whatever month of the new one
is and it would still increment our
counter
one more so let's take a look at that so
if this is this
go to the next X so let's see here
ws1 that cell 13 years the same 1 is
equal to 1 so this may be boring for
just a few moments
let's see when does it become two on and
20
so when x is equal to 20 x is nine right
now 16 18 19 next X and here we are
so the customer still 13 that's fine we
know that's going to go down here but
now
number 2 is not equal to my month which
is equal to number one
so now it's going to go to the else it's
going to say it's a new month so we
update my month is now going to be equal
to see there
so my month is now - in my counter is
whatever my counter is currently plus 1
so 1 plus 1 of course my counter when
i'll be too
there shall be we have two different
distinct months for our report so far
for customer one of three and we're well
on our way for a really really good easy
rapport
stay with me it's getting good
so let's continue this until we get to
this else right here
meaning
that else should appear when we have a
new customer customer 111
so let's go ahead and see if it comes up
with my count equals 6 in a moment let's
hit f5 until we get to this else
f5 ok my account is equal to six
so jelly yet uh-huh so that means that
is counted correctly
let's go to the summary page so remember
our PT is our summary page rpt that
sells and remember why is going to be
our our current row which is it starts
out as being too and they will increment
manually instead of saying next why
would just say y equals y plus 1
whenever you're ready to go to the next
row for the report page
so r 0 Y column 1 equals like customer
name which is and our PT why kind of 14
is equal to my account and that will
give the count of that customers number
there
so let's hit that skip too much you see
us ever you serious
now the reason is giving an application
defined or object not defined type of an
error is because i have not defined why
yet I just shoved it up there manually
so what I will do to cheat is either i
can lift this arrow wherever I want it
or can hit ctrl G for the immediate
window and cheat this one time so i
don't have to backpacking say y equals y
sorry y equals 2 and hit enter and now
it is loaded into the system memory
temporarily for this time so that i
think will do just fine
why is now row two so what we're going
to say here over on monthly reporter so
we can take a peek
well as it's happening this will be one
of three in column 1 which is a and
actually and I apologize is not calling
14 column two on this report because
this is a report sheet so we have my bar
and hit f8
actually you know what I'm going to save
this workbook before something terrible
happens and the following features
cannot be saved in macro fuel for your
workbooks
so let's save it i'm going to say not
have a macro free workbook
because I want to be a vba workbook so
let's do a macro enabled or even better
and xls be which is much faster a binary
workbook sample day one . x LSB and now
we're good
go and sin no more losing progress let's
see if eight and watch right here and i
have to click there but just watch right
there
well hit f8 and that's what I customer
13 and the count is six
all right now we're going to clear some
variables as we said right here
mmm let's go in the order that we
started so first time equals empty
the time Shelly empty
that way we'll start and new
furthermore we are going to say my bar
equals empty my month equals empty
anything else that we need to clear out
let's take a look here my count needs to
become empty so we need to start the
counter over K T I believe those are all
our variables for right now so let's
backtrack to write about char first time
equals empty
my father is empty this is empty my
account is empty
that shall do just fine
and so now naturally it goes to the next
ex oh poop
excuse me one more thing i would like to
say why
y plus 1 ok so let's go to the immediate
when window control g y is y 1 because i
missed it a moment ago
all right
okay very good
so now we're at real 83 / hair
well that's interesting and make times
and we committed
x
maybe
well there's two things that I could do
if this next X is going to throw us off
because we didn't need to necessarily go
forward one I would say it should be at
82
i would say when we get a successful one
of these and it poops over on the report
i would say x equals x minus one
or would it be -
I think that's appropriate actually
until g x equals x minus one
just keep our next X thing on track and
that should work
each time so now we are on a t2 which is
what I think we should be on now it
seems just fine
so now in French the first time is empty
in fact it is so we'll plug that in
there
i will give it a customer number 111 and
the month is currently month number one
if that is different than the next one
know there's there's two instances of
customer 111 so we're okay there but we
are going to give a counter right there
you always get one for your first time
around the next one we go straight to
hear is customer 11 different than what
it was the last row that it was now its
equal to so if WS one that sells equals
my month like the same month
so we're going to go to the next thing
here and
see
looks like we might need to do another
one of these right here
going to think we're already on the next
184
yes so we skipped 111 so we have to make
an exception for that
so let's go ahead and let's go ahead and
take care of their what happened there
was we didn't have anything to make sure
that the next role after that is is
different or not so let's see here
hmm
may need to rethink the way we did this
first one here
I'm not sure if we need this
so I'm going to come at park out for new
just see here
come on
so the only thing I want to accomplish
whatever it's a new customer is that we
immediately capture the month and
customer number here and let's just
start this over
see
ok so the first time this is empty
on the first customer number in the
first month is captured and we continue
on and see what happens this way
this course the same is the first one
and the month is going to be the same as
what it is but that's okay to go ahead
and skip the next one we've already
established what the customer is so what
did we in commit anything
ok someone come at that part out there
over
so yeah we have a month and we have at
least one count here
so the first month always gets counted
at least and then we have you know where
the next one
so see the customer is the same the
month is the same so skip nice
imagine will be skipping for some time
mmm but let's let this plug-in here to
see what happens if we ever get anything
else
so we have an else here and that is a
new month and the count is now two
different distinct months and that's
fine
same deal here 34 and now finally six
and if
and what's this
cut that out for a moment
so what we got here
if this is not see what are we on 66
it is now wrote a t2 which means it is
111 and that is the keys
we should have already summarized the
last time so that's why i was thinking
we would probably need to rethink that
part 1
go ahead and hit up or we get to that
point so
so we have probably right at the end me
uncomment this a little bit here
let's just say that that's probably
where the summer is going to goes right
here
if the next row the current row plus 1
is not
whatever i guess my bar you can say
whatever my bar is then we need to do a
bit of a summer here
this is going to be I can
yes that seems right let's backtrack a
little bit and save my equals 4x equals
x minus one
let's go back a little bit let's go back
in time
okay we just got the new x we're here
we're on the row
what's x 81 we're right here
we're going hey the next one is going to
be different customer so let's go ahead
and summarize this one get ready for the
next one
that's what we're doing now yeah it's
this is this
and wow that's why because if the month
is the scene and go to the next ex oh
maybe this is where we do our summaries
different ways to skin that cat guys
same customer say month and then we do
need to do compare it that way
in order to get our counter
but before we go to next things you
might want to implement this code right
here
ctrl-c to copy that and I'm just gonna
just going to compare let's let's tap to
get those indentations correctly
we're gonna we're going to go right here
yeah the month is the same but what
about next row that's going to be
different
let's go ahead and get our summary you
can get out of the way of course we are
going to meet y equals like this one and
probably need to clear it a couple of
variables but that's alright so it's
going to be one of three is the current
customer and the count is going to be 6
over the other sheet and now we're going
to go to Row 3 over there
my varmint months object all these are
going to be cleared out so let's just
copy and paste that
ok so first time is now empty my bar i'm
on my count all those empty and
let's see we need to go to the next X
which would be 82 which actually would
be correct so we don't need to do x
equals x minus one we just go along with
it
so now where we've got a new one is
going to be 1 11 and we're going to give
that one counterpoint and see that is
the same insurer is and see if the next
one
the way we automatically total it but it
isn't so go to the next ex oh k 1 11
ends right here though so they are only
going to have one counter
so let's see one of its the same month
is the same so we don't increment
anything but the next row is going to be
different so let's get our totals right
now so Row 3 column 1 and 2 are going to
be a customer 111 and the counter is
only one then we're going to increment
see over on the report sheet so it looks
like 11 and 11 months
okay then we're going to clear the
variables again and now we're moving on
to the next big thing
so we've got a customer 112 and the
month
it's going to be
whatever the heck that is and the count
is starting at one
this will skip on let's see here
ok so still the same customer same month
and the next one is not a new customer
wouldn't be surprised if that's all we
need for this code but I want to see
what happens if we get to this else
thing here so we might need to account
for that as well
let's go ahead and erase this code here
so it takes up less room and see month
is the same and the next customers the
same see this is boring
when we going ok this is RO 88 is when
we're going to i'm going to get to the
next one row 18
so let's see X's on a 60
boring boring
and now we're on 88 ok so it's going to
get interesting now let's see the
customer is that the month is for
so here's the else my month is now a
month for and the count is now two
because we have a month one in a month
for so that was fun
and finally if the customer is different
we are going to clear out some stuff
anyways so I think actually all this
stuff in the summary would be
let's see I think this is what we set
along let's take all these entries here
and copy paste right there so that we
are sure to get everything shift tab tab
ok so i have no still the same customer
but not for long I don't think see 112
it's got a few were let's see those 2
101
so let's zoom 2 x's 101-93 getting there
& 6 100 ok here we go it's getting good
and the next one is still good missing
customer
ok the month it's different now so else
so now the count is 3 for these we have
4 112 few more
let's just run it let's just run a stop
or somewhere where we want to stop her
and never gets this else right here
so very got 125 so
new month is month six and have anymore
mrs. Halsey we're on 113
so we got about four more and then it's
going to hit in customer
16 yeah here we go
116 ok no new months or anything but it
looks like the next customer is going to
be on the next row so we're going to
head and plugging in 1 12 and the count
of four different unique months and
we're going to increment that too now to
row five of our report and Jana
I think that's going to keep on going
I'm gonna hit 52 times and just
double-check these things work
and let's take a look at what we've got
so far
let's look at one of these at random
let's look at number one fourth
and then we may be able to
call us a day I don't know
135 has three different customers
see that's accurate 135 or not three
customers but three different unique
months four five and six and then it
starts over 144 let's go ahead and get
that one out of the way I see one two
three four five six six four number one
for before and that's what we have here
so i think this is gonna is going to be
all we need
let me take this stone marker off and
see if we ever run into this one at all
and just so this doesn't run forever
let's say if x equals I'm no real
thousand stop
just so we don't have to what's going to
say the workbook and let's hit f5
hmm that's interesting
it's to have already run the entire code
for each customer she have
oh my god wow so instantly it just read
your report that takes hours and hours
and hours
let's double check on these random ones
here 24 8 14 and six different months
left 2484 that's a 1 424 a 140 k + 1 2 3
4
6
what do we say 2014 14 hits 6 how much
and 24 8 06 has 320 480 suits 2014 4 6
12 haha
it works okay well that song
I know that seem like a lot of nonsense
but I tell you what
in the end in our course on advanced
report writing will go into some even
deeper things and I promise all hella
brush up on my explanation technique
it's been a while since I've done some
of these but I've done some doozies that
were a billion times more complicated
this and what we're going to do in that
course whenever we get that out there is
will do things like this but will also
have automatic show you how to run
queries using vba and where you can
compile all the data that you want for
which are reporting your writing and add
option buttons to you know pick and
choose different things had a sword this
how to sort that subtotals different
counts and sums and subtotals and County
of San all kinds of wonderful little
things to do grand totals by division or
four different subtypes and how to just
make it look different and it
automatically add lines and formatting
for different things make certain things
bold italic and also a lot of really
cool examples and i'll go back into the
archives some of the really awesome
reports that have already written
so I can grab some ideas for you and
really write a really great course i'm
really excited to present that to you a
lot of people vast you know how do we
get reports that automatically print out
or
you know present a print preview or you
look really good on paper and not just
some kind of dashboard thing
everything's dashboard this dashboard
that but sometimes you just want to
print the records or you want to print a
summary report and i'm going to show you
a gazillion one different ways to do
that in my course this is kind of a plug
for that even though i have anyone
written that course yet but that's what
I'm gonna start playing right now so
advanced report writing an excel vba
will be available on my you to be
psyched
so I'll put some links out for that you
can be sure i'll let you know about that
don't forget to get my free ebook that
will be available in the video
description but that has a lot of cool
tips as well
how to fill out combo boxes boxes do a
bunch of really neat things in vba and
just just for fun i'm gonna see how long
this takes so the control ship down 7900
rose engines report and of course will
automatically clear in the the last
report whatever we teach you how to do
that no in mind of course
so let's um this is going to be fun this
is gonna be fun
take out all the little stoppers here
and i'm going to this is called the run
month report here's what I'm going to do
I'm going to put a nice little little
button here i'll use the shape is
rounded things here and put it right
here and I say run report
sales report and let's go here we can
Center it here here and we're going to
make that control a to select all the
text bold and will
whoops committee month run the monthly
sales report right click on that we're
going to assign a macro the only macro
on this workbook is the run month
reported ok
that way whenever you highlight over
this it's a clickable thing so this is
going to be awesome
so this is nothing there's nothing on
this page you
and now they were before it explodes or
something
computer crashes or something anyway
we're going to click mun run monthly
sales report rather and let's see how
long it takes and if it takes too long
i'll show you some tips to speed it up
so let's see
23 ever done
wow that's a lot less than several hours
i'd say now the kicker
well now i'm going to say that from the
lesson but we could make it to where as
soon as you release your mouse button
the report is already run I'm seriously
would be done already
so anyway that beats the socks off of a
very long formula so I thank you all for
tuning in to this lesson on how to how
to automate some of those really long
laborious functions using you are a
phone formulas that take forever on a
huge workbook like this
and again I just want to thank you for
tuning in
I'm sorry if I sound a little tired it's
115 in the morning and I really ought to
head to bed but I sure appreciate your
watching and calm bless you
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