Basic invoice template

Author: Oscar Cronquist Article last updated on March 13, 2019

In my workbook I have three worksheets; "Customer", "Vendor" and "Payment".

In the Customer sheet I have a table, tblCustomer, where I add new customers. Similarly, in the Vendor sheet I have a table, tblVendor, where I add new vendors.

In the Payment sheet I have a table, tblPayment, where i have three columns; Date, Amount and Name.

Now, here is what I want to do; In the Name column of the tblPayment, I want to create a drop down list in each cell, which would contain all the names from tblCustomer[Name] and tblVendor[Name].

This way I can fill in the Date, Amount and then select one of all the names available in the drop down list of my Name cell. Is this possible without using VB code or any macro? If so, please help me out with this.

Answer:

Yes, it is possible to merge values from both Excel defined Tables without using VBA, however, you need a "Calculation" sheet containing a formula that extracts the values from both sources to one distinct column.

A dynamic named range will then be used in order to get all values from the calculation sheet and inserted to a drop-down list.

Sheet: Customer

Sheet: Vendor

Sheet:Calc

Array formula in cell A2:

=IFERROR(INDEX(tblCustomer[First Name], ROWS(C1:$C$1)), IFERROR(INDEX(tblVendor[Company Name], ROWS(C1:$C$1)-ROWS(tblCustomer[First Name])), ""))

How to create an array formula

Copy (Ctrl + c) above array formula
Select cell A2
Paste (Ctrl + v)
Press and hold Ctrl + Shift
Press Enter once
Release all keys

How to copy array formula

Select cell A2
Copy (Ctrl + c)
Select cell range A3:A100
Paste (Ctrl + v)

Create named range

Named range formula:

=OFFSET(Calc!$A$2, 0, 0, MAX(IF(Calc!$A$2:$A$500<>"", ROW(Calc!$A$2:$A$500), "A"))-1)

Sheet: Payment

Create drop down list

Select cell C2
Go to "Data" tab
Press with left mouse button on "Data validation"
Select List
Type =Names in Source field
Press with left mouse button on OK

Get excel file *.xlsx

Basic invoice template.xlsx

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IFERROR INDEX ROWS OFFSET MAX IF ROW

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4 Responses to “Basic invoice template”

Rattan says:

January 4, 2012 at 10:47 am

Thank you very much. This solution has worked nicely.

Now, say if I have 1000 names alltogether. I guess I'll have to copy the array formula upto cell A1001. Also, I will have to increase the $A$500 upto $A$1001 in the Named Range Formula. Is that right?

Thanks again.

Reply
Rattan says:

January 4, 2012 at 5:27 pm

Hey Oscar,

I have done a slight change in my workbook. In Sheet:Calc, I have made a table in Column A and named it tblAllNames. Then I copied the array formula in its first row and adjusted the table rows as far as I needed (by pulling down the bottom right corner of the table). This way the formula copies itself in all the rows. Also, I can add names, which don’t exist in either of the Customer or Vendor tables, such as Bank Name or Employee Name, etc. I do have to remember not to sort this table because I tried that and it messed up things.

Then after this I created a Named range called AllNames and simply replaced the range by table name.

In its formula box I typed: =OFFSET(tblAllNames, 0, 0, MAX(IF(tblAllNames"", ROW(tblAllNames), "A"))-1).

This worked fine.

Can you please explain how this formula works? Why do you have “A” in it?

By the way, what if I make another table called tblEmployee and want to add all employee names to my drop down list as well . I’m sure a lot of things are going to change in the array formula.

Reply
Oscar says:

January 6, 2012 at 9:39 am

Rattan,

In its formula box I typed: =OFFSET(tblAllNames, 0, 0, MAX(IF(tblAllNames"", ROW(tblAllNames), "A"))-1).
This worked fine.
Can you please explain how this formula works? Why do you have “A” in it?

You can also use "". The "A" is just a random letter. Max function handles only numerical values, remaining values are ignored.

=OFFSET(tblAllNames, 0, 0, MAX(IF(tblAllNames<>"", ROW(tblAllNames), "A"))-1).

Explaining the named range formula
The formula gets all values in tblAllNames. I can´t use counta function in this case.

Step 1 - Convert nonempty values to row numbers
IF(tblAllNames<>"", ROW(tblAllNames), "A")

Step 2 - Get the largest row number
MAX(IF(tblAllNames<>"", ROW(tblAllNames), "A"))

Step 3 - Get values from cell range
=OFFSET(tblAllNames, 0, 0, MAX(IF(tblAllNames<>"", ROW(tblAllNames), "A"))-1)

By the way, what if I make another table called tblEmployee and want to add all employee names to my drop down list as well . I’m sure a lot of things are going to change in the array formula.

Change formula in sheet Calc to the formula found in this blog post:
Merge three columns into one list in excel

Reply
Nizamuddien T I says:

December 4, 2018 at 7:20 am

Dear sir,
I have saved invoice with Party No in A column and Inv No in B column and untill N column the rest of the invoice data.
my qstn is when i enter Party no in textbox the all the invoices relating to that party should appear in listbox. how can i do that?

Reply

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