Ignore duplicate child rows and show data of only the latest date effective and lowest price

Enfield Homes
Enfield Homes ✭✭
edited 12/01/22 in Formulas and Functions

Hi guys,

I'm pulling my hair out trying to solve this one.

I have created a price file of items in smartsheet. Each Item can be purchased from multiple service providers and I am keeping a history of what the item cost per service provider at different times.

I would like to be able to summarise each item at the parent level to identify which service provider can supply the item at the lowest price. Because I'm keeping historic pricing, I need to ignore service provider pricing that has been superseded by a more current date effective.

Can anyone tell me how to do this? I've included a screenshot of my sheet where the formula should return the result: Res Direct, $1.22, 2/12/2022.

Best Answer


  • Paul Newcome
    Paul Newcome ✭✭✭✭✭✭

    You would need a helper column for this one.

    Checkbox column called "Most Recent" with the following column formula:

    =IF([Date Effective]@row = MAX(COLLECT([Date Effective]:[Date Effective], Description:Description, @cell = Description@row, [Service Provider:]:[Service Provider:], @cell = [Service Provider:]@row)), 1)

    Then in the parent rows of the Purchase Rate column you would use:

    =MIN(COLLECT(CHILDREN(), CHILDREN([Most Recent]@row), @cell = 1))

  • Enfield Homes
    Enfield Homes ✭✭
    edited 12/05/22

    Thanks @Paul Newcome,

    I've decided to add an archive checkbox to eliminate historic pricing from the formula. When I add a new price for a service provider I will check the archive box for the previous price. This will allow me to keep a history while excluding it from live pricing.

    I'm then left with only two criteria:

    1. Find the min price
    2. Is the product available (Archived product = 0, available product =1)
    3. The final step would be to match both of the above criterial and then return the supplier and price that matches.

    Here's my formula so far, which I know isn't quite right.

    =INDEX(COLLECT(CHILDREN([Service Provider:]@row), CHILDREN(Available@row), 1, (CHILDREN([Purchase Rate]@row), Min@row))

    The result should equal: 'Westland Landscaping'. I'll then use the JOIN function to add the price to the end

  • Enfield Homes
    Enfield Homes ✭✭
    Answer ✓

    Please ignore @Paul Newcome, Looks like I've solved it with the below formula.

    =IFERROR(INDEX(COLLECT(CHILDREN([Service Provider:]@row), CHILDREN(Available@row), 1, CHILDREN([Purchase Rate]@row), Min@row), 1) + ", " + "$" + Min@row, "")

Help Article Resources

Want to practice working with formulas directly in Smartsheet?

Check out the Formula Handbook template!