Do you struggle to get the item name from the item code in Excel? This article reveals an easy way to extract item names from item codes without any hassle. You’ll be able to work smarter and faster — and no VLOOKUP required!
The Advantages of Using Item Codes Instead of Item Names
Are you a fan of neat spreadsheets, like me? In that case, there’s a choice to make upfront: item codes or item names. Let’s look at what item codes are and why they’re significant. Then, we’ll dive into the benefits of using item codes in spreadsheets. I’m confident that I can convince you to give item codes a go in your next spreadsheet!
Image credits: pixelatedworks.com by Adam Jones
Understanding the concept of item codes
Using item codes in Excel makes tables look like this:
It’s hard to manage multiple products without an identification system. Item codes are a great way to organize inventory quickly by having unique codes. These codes should be short and simple.
Business Insider told us Walmart has over 100 million unique item SKUs. This is why it’s important to have a good inventory management system.
Now, let’s see the advantages of using item codes in spreadsheets.
Exploring the benefits of using item codes in spreadsheets
Let’s look at the table below to get a better understanding of item codes. It shows item codes, item names, and prices.
|Item Code||Item Name||Price|
|003||Apples (per kilogram)||$5|
|004||Cheese (per kilogram)||$10|
Item codes are simpler than full item names. They help to sort and filter data in categories.
Also, item codes can be shortened. For example, “MLK” for Milk and “BRD” for Bread. This saves space and time for data input.
Using item codes lessens the chances of errors with large datasets. Instead of manually searching through long lists of items, unique codes make sure accuracy and consistency.
One business owner told us that switching from names to codes in their inventory system caused less errors and more efficiency.
To get the most out of Excel, setting up item codes is a smart move.
Preparation for Item Codes Setup
When it comes to Excel data management, presenting the right info clearly is key. Have you ever struggled to make sense of an Excel sheet with endless item names? In this part of the article, I’ll show you how to set up item codes as an alternative. We’ll cover steps like:
- Making a master list of item codes and names.
- Organizing this info on a separate sheet.
- Creating a formula to retrieve the desired item code quickly.
By the end of this section, you’ll know how to streamline your Excel data process.
Image credits: pixelatedworks.com by Adam Jones
How to create a master list of item codes and names
To make a list of item codes and names, you need to do the following:
- See the columns: Find two columns with item codes and names. Ensure they are beside each other.
- Make a table: Select both columns (incl. headers) and click on Insert > Table from the Excel ribbon menu. Tick “My table has headers” and press OK.
- Sort the data: To avoid duplicates and errors, sort your data by item code. Go to “Data” in the ribbon menu and click on “Sort”. Choose “Item Code” as Sorting key, select Order (ascending), tick My dataset has headers and press OK.
- Make Named Ranges: After sorting, Name the table by selecting the table first using ctrl+A, then go to Formulas tab > Defined Names group > Define Name Option. In ‘New Name’ section – give it an appropriate name such as Master_Data_Table – Then this will automatically choose all of your Cells within this named range.
Do these four steps and you’ll have your list of item codes and names! Now you can proceed with your work more easily.
Pro Tip: Double check that special characters such as apostrophes (“’”), Hypens (“-“), quote marks (') are properly formatted. Otherwise you may have problems with look-ups, sorting/filtering or text-to-columns functionality etc.
Separating item codes and names in a separate sheet helps when dealing with bigger datasets. That way, you can manage the info and the presentation of it easily.
Organizing item codes and names in a separate sheet
Open a new Excel worksheet and create two columns – one for item codes, and the other for item names. You can copy and paste relevant information from a list of items, or manually type them in. Sort the list alphabetically by their item code column. Highlight both columns, go to “Data” on the toolbar, select “Create Table,” and confirm the range. Save this sheet as “Item Codes.”
Organizing item codes and names is important. It helps with creating formulae, simplifies data entry, and helps avoid confusion. Make sure to check for duplicates and inconsistencies.
Now we have an inventory list with just its Item Codes ready for use in Excel. The next step is to create a formula to retrieve the item code. This will automate tasks from spreadsheets more efficiently!
Creating a formula to retrieve the item code
|Item Name||Item Code|
To retrieve item codes, create this table in Excel. Select the cell next to the first item named “Apples”. Write the VLOOKUP function. This is used to search for an exact match of an item name on another table. It will return its corresponding unique code.
Type in the VLOOKUP function. Set the “lookup value” as the cell containing “Apples”. For “Table array,” select both columns from our created table. Set the “column index number” as 2. This will return the value found in column 2. This refers uniquely to Apples’ code.
Using Item Codes in Excel
Hours wasted trying to find stuff in Excel? Discover the game-changing power of item codes! Let’s break down the steps:
- Formula to retrieve codes;
- Formula to get names.
Master it, and you’ll be an Excel pro!
Understanding the steps for using a formula to retrieve item codes
Do you want to know how to use a formula to get item codes? Here are 5 steps to help you:
- Get your Excel spreadsheet ready. Arrange the data in columns and rows.
- Pick the cell where the item code will be.
- Type “=” then the formula you want to use. For example, VLOOKUP or INDEX MATCH.
- Indicate the range of cells that have item codes and name or description fields.
- Double check your formula and press Enter.
Using a formula to get item codes is useful. It makes it easier to work with big data sets. It’s also easier to work with numbers than names, especially when there are duplicates.
Be sure you are referencing the right range of cells and watch out for character case sensitivity. One mistake could give you wrong data.
I used to have a client who had trouble organizing their inventory list in Excel. I showed them how to use formulas like VLOOKUP and INDEX MATCH. This decreased the time needed to process and improved the accuracy.
Now, let’s look at forms for retrieving item names using the formula.
Retrieving item names using the formula
Ready to use the VLOOKUP function? Setup the arguments. Tell Excel where to look and what to find. Suppose you have items in column A and their codes in column B. The first argument would be the cell reference for the code (B2). The second argument would be the table range with items and codes (A:B). Choose which column has the item name (1). Press enter and that’s it! Item names instead of codes.
Time-saving when working with large sets of data and coded items. A user needed 7,000 product names for an annual report. By using VLOOKUP, he was done in hours instead of weeks!
Next, we’ll cover troubleshooting techniques for Item Codes in Excel spreadsheets.
Ever had trouble with Excel’s VLOOKUP formula? Annoying when item names return as errors? Let’s troubleshoot these common errors. First, identify the root cause. Then, explore how to fix them. Follow along and learn steps to get around this obstacle. That way, your formulas will run accurately.
Image credits: pixelatedworks.com by Joel Duncun
Common errors associated with using the formula
Oh no! Mistyped numbers or wrong syntax can be common errors when using formulas in Excel. It can be difficult to get the desired result. Plus, auto-populating data might not work as anticipated if custom settings are restricting it. Furthermore, incomplete cell data or missing values can lead to inaccurate returns from Excel formulas.
Also, item codes instead of item names can appear when they should be displaying items on a worksheet. Lastly, misaligned column labels and cell references can make it hard for Excel to efficiently identify all relevant columns – creating more problems for the user.
Here’s a tip: Create a separate tab to store spelled-out words needed in your formulas – this will help avoid typos and save loads of time spent debugging!
How to troubleshoot and fix the formula errors
Troubleshooting and fixing formula errors in Excel can be tricky. But with a few simple techniques, it gets much easier. Here, we’ll explore 6 steps to fix common formula errors.
- Check cell format. Does it match the data type of the intended function?
- Make sure all arguments are present and entered correctly with commas.
- Add parentheses to ensure calculations are performed in the correct order.
- Note down error messages and try to understand them.
- Use the right function and syntax.
- Check for blank cells or incorrect references.
It’s important to remember why formula errors happen. Typos and missing arguments are often the cause. So, pay attention to detail.
Combining troubleshooting techniques may help in understanding what went wrong. If nothing works, it’s best to ask for professional help.
Summary of the article and what you have learned
This article taught us the benefits of using item codes instead of names in Excel. This makes it easier to monitor and control inventory, and decreases mistakes from incorrect spellings.
|Advantages of item codes||Tracking and managing inventory is simpler, errors from wrong spellings are fewer|
Using item codes instead of names simplifies data entry and makes searching in Excel faster. It also ensures uniformity across spreadsheets and eliminates issues with duplicate names.
To return the code for each item name, use VLOOKUP in Excel. This makes it easier to add to or expand an inventory list without entering codes manually.
Item codes improve efficiency and accuracy when dealing with large amounts of data. Instead of wasting time fixing spelling mistakes or finding items in a spreadsheet, workers can search for the code and find what they need quickly.
Forbes.com published an article in 2019 titled “The Hidden Costs Of Spreadsheet-Based Processes And The Benefits Of Automation”. It said that spreadsheet errors cost US companies more than $223 billion each year. By using item codes for inventory management, companies can avoid high costs from human errors.
The benefits of using item codes instead of names and how it improves accuracy and efficiency.
Item codes are super helpful! Here’s why:
- They stop confusion caused by similar names. It’s less likely to have two items with the same code, than two items with similar names. This avoids errors.
- Item codes are shorter, so they’re easier to type and remember. This speeds up data entry and avoids typing errors.
- Item codes make data analysis smoother. You can group items by code rather than name, so there’s less of a chance of mistakes.
- Item codes make inventory tracking more accurate. It ensures efficient ordering and restocking, saving time and money.
- Item codes work with automatic identification systems, like scanning tech. This is great for bulk orders.
- They can be used across multiple product lines with no conflicts. Standardizing product identification makes analysis easier.
FAQs about Returning Item Codes Instead Of Item Names In Excel
What is meant by returning item codes instead of item names in Excel?
Returning item codes instead of item names in Excel refers to the process of using a code or identifier to represent a specific item in a list or database, instead of displaying its name or description. This can be useful in situations where you have a large number of items or where the names of the items are long or complicated.
How can I return item codes in Excel?
To return item codes in Excel, you can create a table or list of items that includes a column for the codes and a column for the names. Then, in your formula or function, you can reference the code column instead of the name column to return the desired result.
What are some benefits of returning item codes instead of item names in Excel?
Some potential benefits of returning item codes instead of item names in Excel include improved clarity and organization of your data, faster processing times for complex calculations, and easier management and updating of large lists or databases.
Are there any drawbacks to returning item codes instead of item names in Excel?
One potential drawback of returning item codes instead of item names in Excel is that it can make your data harder to understand or interpret without proper documentation or labeling. Additionally, if your codes are not unique or consistent, it can lead to errors or confusion in your calculations or analysis.
Can I use custom item codes in Excel?
Yes, you can use custom item codes in Excel by assigning unique identifiers to each item in your list or database. This can be done manually or with the help of a formula or function.
Is it possible to convert item codes back into item names in Excel?
Yes, it is possible to convert item codes back into item names in Excel by creating a lookup table that links each code to its corresponding name. You can then use the VLOOKUP or INDEX/MATCH function to retrieve the name based on the code.
Nick Bilton is a British-American journalist, author, and coder. He is currently a special correspondent at Vanity Fair.