Automate Excel: Update list with new values
Overview
Updating a list using copy/paste is a boring task. This blog article describes how to update values in a price list with new values.
Sheet 1 is the old price list. It contains 5000 products and amounts.
Sheet2 is the new price list. It contains 2000 random products from the old price list with new prices. (There are no new products)
How to create a new list with the latest prices.
Copy all products from sheet1 into sheet 3
Now let us find out if a new price exists.
Sheet3, formula in B2:
Double press with left mouse button on lower right corner of cell B2.
The formula is copied down to last adjacent product.
Sheet3, formula in C2:
Double press with left mouse button on lower right corner of cell C2 to copy the formula as far down as needed.
I created column B to make sure the values are the same as in sheet2 and to make it easier to understand the formula in cell C2.
Explaining the formula in cell C2
Step 1 - Find out if a new price exists
=IF(ISERROR(MATCH(A2, Sheet2!$A$2:$A$2001, 0)), INDEX(Sheet1!$B$2:$B$5000, MATCH(A2, Sheet1!$A$2:$A$5000, 0)), INDEX(Sheet2!$B$2:$B$2001, MATCH(A2, Sheet2!$A$2:$A$2001, 0)))
Match returns the relative position of an item in (Sheet2!$A$2:$A$2001) that matches a specified value (A2).
MATCH(A2, Sheet2!$A$2:$A$2001, 0) returns #N/A. This means "Product AT" can´t be found in sheet2.
ISERROR(MATCH(A2, Sheet2!$A$2:$A$2001, 0)) returns TRUE.
Step 2 - Identify sheet and price
The formula returned TRUE in cell C2. This means there is no new price. Let´s find the old price in sheet1 instead.
=IF(ISERROR(MATCH(A2, Sheet2!$A$2:$A$2001, 0)), Formula if TRUE, Formula if FALSE)
=IF(ISERROR(MATCH(A2, Sheet2!$A$2:$A$2001, 0)), INDEX(Sheet1!$B$2:$B$5000, MATCH(A2, Sheet1!$A$2:$A$5000, 0)), INDEX(Sheet2!$B$2:$B$2001, MATCH(A2, Sheet2!$A$2:$A$2001, 0)))
INDEX(Sheet1!$B$2:$B$5000, MATCH(A2, Sheet1!$A$2:$A$5000, 0))
MATCH(A2, Sheet1!$A$2:$A$5000, 0) returns 1. "Product AT" is found on the first row on sheet1.
INDEX(Sheet1!$B$2:$B$5000, 1) returns $43,90.
If formula in step 1 had returned False
If the formula had returned False in cell C2, we would need to look for the new price in sheet2.
=IF(ISERROR(MATCH(A2, Sheet2!$A$2:$A$2001, 0)), Formula if TRUE, Formula if FALSE)
=IF(ISERROR(MATCH(A2, Sheet2!$A$2:$A$2001, 0)), INDEX(Sheet1!$B$2:$B$5000, MATCH(A2, Sheet1!$A$2:$A$5000, 0)), INDEX(Sheet2!$B$2:$B$2001, MATCH(A2, Sheet2!$A$2:$A$2001, 0)))
INDEX(Sheet2!$B$2:$B$2001, MATCH(A2, Sheet2!$A$2:$A$2001, 0))
Get excel example file
automate_excel_pricelist.zip (300 KB)
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Hi,
Using the IFERROR in Excel 2007, you could use the formula below, whereby you do not need the Helper column B.
=IFERROR(VLOOKUP(A2, Sheet2!$A$2:$B$2001, 2, 0), VLOOKUP(Sheet3!A2, Sheet1!$A$2:$B$5000, 2, 0))
Why is it necessary to make the Formula an Array formula, it seems to work just fine witout it
Kanti Chiba,
you are right. It is not necessary to create an array formula.
Column B is not a helper column, it is created to make the formula in column C easier to understand.
Thanks for your contribution!
if you have a price list for products and you want to update that from a new price list the below formula may help
=IFERROR(INDEX($H$2:$I$4, MATCH(A2, $H$2:$H$4,0), 2),B2)
Hi, what if there is some new products in the new price list. And what I want to do is to identify the "values" of these product, so I know the codes of the new products. Can we do that?
1. Create one column and do a VLOOKUP for your price in your 'new price sheet;
2. create a second column with the code: 'IFNA'
if your price sheet has #NA select the cell with new price, if it has a value from the old sheet basically its NOT #n/a ; and Excel will keep the old price.
suppose you have an old price in the Cell?
you can create a third column, use your new price sheet and turn all prices in your master sheet to the text '#N/A' then do steps 1 & 2.
Granted this is a 3 column, 3 step process,
But the time and grief saved creating a single formula solution that actually works in the end is priceless.
and you can create a Macro to do this.