New Year Data

Micah Turner

I have been using Smartsheet to track projects and our P&L for the past year. Much of the Data for this culminates from the MONTH of the transactions. Consequently, now that the New Year is upon us the data will be skewed as it will collect from the MONTH of 2022 and 2023. Is there any way to archive this "database" and use a new year, or correct this situation I am in?

Darren Mullen

@Micah Turner You could copy all rows from 2022 to another sheet... ? Or, create a new sheet for 2023 or update formulas to filter out the years you don't want. What is best really depends on your use case, which you'd have to explain for a more detailed answer.

Micah Turner

Thank you Darren. So here is what we have....We have individual folders based off of an Intake Sheet for each job. We then have an Expense Workspace where all expenses are kept on the correlating type of expense (credit card, invoice, etc.) We have another workspace for P&L where there is a billing log that contains the billing for each project every month.

Those all are pulled together on a P&L Log that pulls by the job number, and month date to provide our profit and loss for each job, rolled up by month, rolled up by quarter, rolled up by year to date. Here are some screenshots.

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Andrée Starå

Hi @Micah Turner

I hope you're well and safe!

Have you explored using a Report?

Would that work/help?

I hope that helps!

Have a fantastic week & Happy Holidays!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Micah Turner

Thank you, but no, that will not work. All of these sheets are real time data that is accessed regularly for a multitude of different reasons. I appreciate you help though.

Micah Turner

Thank you all for the suggestions. I have most of this figured out except for one last issue. Our P&L pulls information from our Expense Sheet. Right now the formula only gathers by MONTH. Is there a way for it to pull by MONTH and YEAR? Here is the formula we are currently using...

=SUMIFS({Expense Tracker Amount}, {Expense Tracker Job #}, [Job #]@row, {Expense Tracker Date}, MONTH(@cell) = 1)