Max Date for per Category
Hello, and welcome to our latest Excel tutorial! I was recently asked the following question: how do I see the max date for each vendor assuming each vendor has multiple dates? So, in this post, we’ll learn how to find the maximum date for each category — in this case, each vendor with multiple transactions. We’ll explore three different methods to solve this problem: using a Pivot Table, using the MAXIFS
function, and employing a dynamic array formula. Let’s jump right in!
Video
Step-by-Step Guide
Method 1: Using a Pivot Table
The first way we’ll find the maximum date per vendor is with a PivotTable.
Here is a list of the transactions:
We want to find the date of the most recent transaction for each vendor. The most recent transaction date is essentially the maximum date for each vendor. So let’s walk through the main steps.
Insert a Pivot Table:
- Click on any cell within your transaction data.
- Go to the
Insert
tab and selectPivotTable
. - Choose to place the Pivot Table on an existing worksheet and select the desired cell location, then click OK.
Set Up the Pivot Table:
- Drag the
Vendor
field to the Rows area. This lists each vendor in the rows of the Pivot Table. - Drag the
Date
field to the Values area. By default, Excel will display a count of dates.
At this point, the resulting PivotTable looks about like this:
But, we don’t want to count the dates … we want to find the max date. So, we need to change the value field settings.
Change the Value Field Settings:
- Click on the drop-down arrow next to
Count of Date
in the Values area and select Value Field Settings. - Choose Max from the list of available functions.
We click OK, and our PivotTable now looks a bit like this:
But, the resulting Max of Date values do not look like dates. So, we just need to apply a bit of formatting.
Format the Date:
- Select the date cells in the Pivot Table, go to the Home tab, and choose a Short Date format.
Finally, the Grand Total seems a bit out of place, so we can remove it.
Remove the Grand Total:
- To clean up the report, go to the
Design
tab in the Pivot Table Tools ribbon, select Grand Totals, and then click Off for Rows and Columns.
And that’s it! You now have a Pivot Table showing the most recent transaction date for each vendor:
This PivotTable approach is not our only option for achieving our objective. Let’s look at another option.
Method 2: Using the MAXIFS Function
If you’re looking for a formula-based approach, the MAXIFS
function is a great choice. This method involves a few steps:
Get a Unique List of Vendors:
- To find the maximum date for each vendor, we first need a unique list of vendors. You can copy the vendor column, paste it into a new location, and then use the Remove Duplicates feature under the Data tab.
Now we have a unique list of vendors:
Now we can use the MAXIFS function to get the most recent transaction date for each vendor.
Use the MAXIFS Function:
- In a new column next to your unique list of vendors, enter the following formula:
=MAXIFS(DateRange, VendorRange, VendorCell)
- Here,
DateRange
refers to the range containing transaction dates, Table2[Date].VendorRange
is the range containing vendor names Table2[Vendor].VendorCell
is the cell reference containing the first vendor F8. - We can write the following formula into cell G8
=MAXIFS(Table2[Date],Table2[Vendor],F8)
We fill it down, and:
Note: As with the Pivot Table method, the results might display as serial numbers. To correct this, select the cells with the formula results, go to the Home tab, and choose a Short Date format.
This formula-based approach gives you the flexibility to incorporate the results into other formulas or reports.
But, what if we wanted Excel to create the unique list of vendors for us? That way, we wouldn’t need to copy/paste and use the remove duplicates command. It would be dynamically generated and updated by Excel. Well, for that, we’ll need to leverage dynamic array formulas.
Method 3: Using Dynamic Arrays with UNIQUE
Dynamic arrays provide a powerful and automatic solution:
Create a Dynamic List of Vendors:
- Use the
UNIQUE
function to automatically generate a list of unique vendors:
=UNIQUE(VendorRange)
Since our data is stored in Table2, our VendorRange argument would be Table2[Vendor]:
=UNIQUE(Table3[Vendor])
The formula generates the unique vendor list:
This formula automatically updates the list whenever new data is added.
Note: not all versions of Excel support or include the UNIQUE function, so depending on when you are reading this and your version, you may not be able to use it.
Combine with MAXIFS:
- Next to your dynamic list, use the
MAXIFS
function again to find the maximum date for each vendor:
=MAXIFS(DateRange, VendorRange, SpillReference)
- In this context, the
SpillReference
(#
) refers to the dynamically generated range from theUNIQUE
function.
=MAXIFS(Table2[Date],Table2[Vendor],F8#)
We hit Enter, and bam:
Dynamic Updates:
- This method is particularly powerful because it updates dynamically. If a new transaction or vendor is added, both the unique list and the corresponding maximum dates update automatically without any additional steps.
Conclusion
We’ve explored three effective methods to find the maximum date per vendor in Excel: using a Pivot Table, using the MAXIFS
function, and leveraging dynamic arrays. Each method has its advantages:
- Pivot Tables are quick and provide a visual summary.
- Formulas offer flexibility for custom layouts.
- Dynamic Arrays are ideal for automatic updates.
Choose the one that best fits your needs, and you’ll be able to handle date-related analysis with ease!
Sample File
To help you practice these methods, download the sample file:
Frequently Asked Questions (FAQs)
What is the difference between MAX and MAXIFS functions in Excel?MAX
returns the maximum value in a range, while MAXIFS
returns the maximum value in a range that meets specified criteria.
How can I automatically refresh my Pivot Table?
You can set your Pivot Table to refresh automatically when you open the workbook or use the Refresh button in the Pivot Table Analyze tab.
Do dynamic arrays work in older versions of Excel?
No, dynamic arrays like UNIQUE
and SORT
are only available in current versions of Excel.
Why do dates appear as serial numbers in Excel?
Excel stores dates as serial numbers to perform date calculations easily. You can change the display format using the Format Cells dialog.
Can I remove the Grand Total from just one dimension in a Pivot Table?
Yes, you can remove Grand Totals for rows, columns, or both in the Pivot Table Design tab.
How do I handle errors with dynamic arrays?
Excel provides error-checking functions like IFERROR
to manage errors gracefully in dynamic arrays.
What is a spill range in Excel?
A spill range is the dynamic range of cells populated by a formula that returns multiple values, such as UNIQUE
or FILTER
.
Are Pivot Tables or formulas better for large datasets?
Pivot Tables are generally faster for large datasets due to their optimized data engine. However, formulas provide more flexibility for dynamic and custom calculations and layouts.
How do I update my formula if new vendors are added?
With dynamic arrays, updates happen automatically. For non-dynamic array methods, you would need to add the vendor manually and fill the adjacent formula down.
Excel is not what it used to be.
You need the Excel Proficiency Roadmap now. Includes 6 steps for a successful journey, 3 things to avoid, and weekly Excel tips.
Want to learn Excel?
Our training programs start at $29 and will help you learn Excel quickly.