Leverage Formulas and Filters for Clear Financial Oversight
Regular financial analysis is crucial for any purchasing operation. The GTBuy spreadsheet is designed to transform raw transactional data into actionable insights. This guide will walk you through generating comprehensive monthly reports to summarize total spending, refunds, and delivery efficiency.
Phase 1: Data Preparation
Begin by ensuring your raw data for the month is logged consistently in the designated 'Transactions'Date, Item, Cost, Status (Completed/Refunded), and Delivery Days.
- Apply a Date Filter:
- Check for Completeness:
Phase 2: Core Analysis with Formulas
1. Total Spending
Use the This provides the clearest view of actual cash outflow.SUMIFS
=SUMIFS(Cost_Range, Status_Range, "Completed", Date_Range, ">="&Start_Date, Date_Range, "<="&End_Date)
2. Refund Data Summary
Utilize Calculate the refund rate as a percentage: COUNTIFSSUMIFS
Refund Count: =COUNTIFS(Status_Range, "Refunded", Date_Range, ">="&Start_Date, Date_Range, "<="&End_Date)
Refund Amount: =SUMIFS(Cost_Range, Status_Range, "Refunded", Date_Range, ">="&Start_Date, Date_Range, "<="&End_Date)=(Refund_Amount / Total_Spending_Before_Refunds)*100.
3. Delivery Efficiency
Analyze the 'Delivery Days'
Use a filter on the StatusDelivery Days
Average Delivery: =AVERAGEIFS(Delivery_Days_Range, Status_Range, "Completed", Delivery_Days_Range, ">0")
Maximum Delay: =MAX(Delivery_Days_Range)
Phase 3: Consolidation & Presentation
Create a dedicated 'Monthly Summary'
Metric Value Total Net Spend [Formula Result] Refund Rate [Formula Result]% Avg. Delivery Time [Formula Result] days
Maintaining Clear Oversight
By systematically applying these filters and formulas each month, you transform the GTBuy spreadsheet into a powerful reporting tool. This process not only automates data summarization but also highlights trends, pinpoints issues in refunds or delivery, and provides a solid foundation for informed financial decision-making.
Pro Tip: