: Now that we have adjusted all the format, let's get started

with our assignment. Now this is aged data analysis. So

whenever customer invoices do, for example, if we have sold
that customer some items on 1st of January, he is due to pay us
on 15th. But if he doesn't, we have a problem and we have to
make an analysis for that. That for how long after the due date
customer has an outstanding balance. So for that we need to
make an analysis. Now, I have discussed before that now we
extracted that report on 26th June 2013, but the client has a
policy not to include the month which is not completed yet. So
we will not include this because this is not completed. In this
scenario, we will consider that we are not on this date, but we
are currently on this date. Because this month is completed. So
we have extracted the report for the whole year and we will
make analysis not by days, but by months. So May will be the
current month. And then we will mention one month past two
months and we can drag it to. Right. That clearly depends on
industries, but most of the business makes the data analysis for
six months. So including the current month, we have the count
of six. And beyond that, we have a lot of problems. So that is
considered as older balances. So we will hit enter format that a
little bit. : And it just that. So what we need to do, we need to
do now is automatically categorize in which month, according
to this date, in which area the aging should lie. The outstanding
balance should show up. If we considered that this invoice was
due to be paid on 28th February 2003, but we have $0.96
outstanding balance, although it's quite low. But we have to
make analysis for all the invoices. So how much time is past till
this date? March. April and May. That means that it is three
months. So what I can do is I can just put an equals to sign and
then click on this cell and press tab. That's our traditional
approach. It is true, but we have a lot of data to go. So that
means it will take weeks to prepare this kind of report. Now,
the automation thing is according to formula. That means we
need to ensure that if this date lies within this period, then
show the outstanding amount. Otherwise, show nothing. I
guess that you have got the formula. Yes. It's if. So if we
consider this kind of formula, that's that means if this date is
equal to 28th February 2013, then the outstanding value should
show up here. Otherwise, show nothing. What do you think?
Will it make the analysis right? Yes, it will make the analysis, but
not correct. Do you think that all the customer due will be
exactly on 28th February 2013? No. : So. There might be 27th
February, Some should be due on 20th February. So it means
whenever the date deviates, it will never show up there. And
since we are calculating according to the whole month, that
means all the February, whether it's 1st February or 28th
February, should show up within three months. That means we
need to extract months from these dates. So in order to do
that, it's really simple that we want to insert a column and then
put month. And since we want to extract the month from this
date, the formula will be equals to month. Tab and serial
number would be the state and enter. So as I entered as I
entered, I was considering it should extract zero two. But
instead we have a weird kind of date. That's because the
format is date right now, so we need to convert the format to
general. Okay. And then double click and send it down. Now, as
we double click, we will just see what problem we have. All the
months are correct, but here I can see a problem. I don't have
any date, but it's showing one. So that's a problem for me
because whenever I make an analysis for the January, this
totals will show up there. So I need to resolve this. So do you
think I have to delete all this one by one? No. : It will take a lot
of time since we have a lot of data. So instead what I will do is
control Z. I need to understand why it is extracting. One
considers that if the cell is blank, that means it is zero. It
contains zero value. So if I write zero and the format is the date
format, it will convert in 0001 1900. That means when we
extract the months from this date, it will give us the answer.
One. So we need to resolve this. What you can tell excel that,
hey, look, in this date, if a cell is blank, then don't extract any
value. Otherwise calculate the month. So we need to open our
first formula and go in the starting of the formula and write if.
Tab is blank. Means If is blank, then show nothing. So what is
blank? You need to give the value if this cell is blank. And since
we need to close the brackets. So this is our logical test. If is
blank, this cell is blank, then what to do? Do nothing means
show blank. Otherwise calculate the month so we can hit enter
and see. Since we have not closed the bracket in the end and
Excel is suggesting to do that we will just accept and then
double click and send it down. You can notice that the problem
is resolved. One other way of doing this is instead if is blank, I
can just give a logical test that I know I can write. : See if. This
cell is equal to zero. Then show nothing else. Nothing else.
Calculate the month. So let's see if this is working. Yes, that also
works. That means you have unlimited choices to choose the
formula from. Now let's go further. We can see another
problem that we have. It's showing an M. That's because this
formula requires the serial number, the date format, and you
are giving the value that contains alphabets. So it's showing
that you have given the wrong value. So we need to solve all
this errors not manually, but by our formula. Whenever Excel
shows an error, you can choose that well, don't show your
error, but we want all the errors to be converted in nil
whenever they show up. You understand my point? So open
the first column and this formula should be written in the start
of every formula if you have the problem. If error, that means if
your calculations shows any kind of error in between. So if error
has two contents provide the value, we will just consider all the
formula as our value because it will automatically take the
answers and would be considered as value. We just have to tell
that even if we apply the formula and it shows some kind of an
error then. Just start the formula with if error and put the
comma in the end and then just provide the value of error. :
What do you want to show up instead of showing this value?
Value? I want to show nil means inverted commas open and
inverted commas close. Again, double click and send it down
and your issue is resolved. Let's make an analysis. 28th
February. Second month. 31st March. Third month. 20. 31st.
May. Fifth month. That is just about right. We will go on the top
again. And now we need a simple formula. That means we will
just match that. If this month is two and two matches with two,
then show up the value. Outstanding amount here. Otherwise
show nothing. I will just consider this as second month. And this
is me. Current month. So. Five, four, three, two, one. This is the
number of the month. And since this will be December, uh,
before January 2013, I will put 12. What I need to do now is a
simple formula that is equals to if. This cell is equal to this cell.
Then show the outstanding amount. Otherwise, show nil. Isn't
that so simple? That means if two is equal to two, then show
the outstanding amount. Otherwise show nil. That's not a
problem. Not a big deal. Simple formula and hit enter. Now one
other condition is there that if I change the date from 28 Feb
2013 to 28 Feb 2012, do you think it should show up here?
Now. : No. Where should it show? Up? In the older field. But if
we hit enter, it is still here. Why? Because we are only matching
month with month. So it doesn't matter which year it is. It will
not take the year in this comparison. That means we need to
modify a little bit of our formula. I will just delete this. We need
to incorporate that. If month matches with month and if year
matches with year, then show the outstanding amount.
Otherwise show nothing. So I need to insert one more column
and put a heading equals to year and and formula will be equals
to year and then take the serial number same like month and
hit enter. There you have it. 2012. As we drag down, you can
notice that we have the same problem. We can resolve this by
putting. If is blank with cell, this cell is blank, then what to do?
Show nothing. Otherwise what to do? Calculate the year. Enter
and enter. Double click and send it down. And now. And enter.
Double click and send it down. And now we have another
problem. That is to resolve the value error. So we will go in the
starting and put if error on which value on all of this value. Then
show nothing instead of error. Hit, enter and hit. Enter and drag
down this and we have all the problems resolved. : Now we
need to incorporate two logics. That means if month is equal to
month and year is equal to year. Then extract the value. So
okay, I have a thing in mind that instead of writing manually, I
can put a date of the month end and then extract the month
serial number by month and year, serial number by year. So
what I can do is instead of mentioning five, I can just mention
30th May 2013 and. 30th April 2013. And since we have a
pattern right now so we can just select both of them and drag it
towards our right. So you can notice that we have all the
sequences accurately picked up. If I don't want to show the
date, I want to show that it should show like May 2013. You
have to change the format for that. Just select all the cells and
then right click format cells. I want to show in dates column. A
format, something like this, the short form of the month, and
we have the year. So it's showing the sample of the first cell
that it will show like May 13th. So click okay. And there you
have it. The format is right there. Now I want to extract the
months equals to month and I can simply refer to this date and
it will automatically calculate the month for me and drag
Speaker1: Now we need to incorporate two logics. That means if month is equal to month and year is
equal to year. Then extract the value. So okay, I have a thing in mind that instead of writing manually, I
can put a date of the month end and then extract the month serial number by month and year, serial
number by year. So what I can do is instead of mentioning five, I can just mention 30th May 2013 and.
30th April 2013. And since we have a pattern right now so we can just select both of them and drag it
towards our right. So you can notice that we have all the sequences accurately picked up. If I don't want
to show the date, I want to show that it should show like May 2013. You have to change the format for
that. Just select all the cells and then right click format cells. I want to show in dates column. A format,
something like this, the short form of the month, and we have the year. So it's showing the sample of
the first cell that it will show like May 13th. So click okay. And there you have it. The format is right
there. Now I want to extract the months equals to month and I can simply refer to this date and it will
automatically calculate the month for me and drag it towards right. And then I can calculate the year
also by extracting the year from this date and then hit enter drag towards right.

Speaker1: So we have our months here, year here, and we also have it here. So what I need to do is
compare month by month, year by year. And if both matches, then the value should show up here. So
we have two logics. Not one formula will be equals to now, not only if, but we have two logics. So what
is the formula and. If. This is equal to. This cell and. Year is equal to. This year. And since we have the
two logics complete, then we have to close the bracket. If both of these conditions matches month
matches with month, year matches with year, then show the outstanding balance. Otherwise show
nothing and hit enter. Try to correct it. Okay. Uh, but it's not showing what is the problem because we
have put a test that if it is 28th February 2012, it should not show up here. So that's okay. What we can
do now is change it to 13 and then see if we can find it here. In the next video, we will see how to
actually drag this formula in all the aging so that one formula can automatically calculate the whole
calculation and aging thing. So we need absolute and relative references, by the way, for that. So see
you in the next video.