GTBuy: Generating Monthly Reports with the Spreadsheet
Learn how to use formulas and filters to transform raw order data into clear insights on spending, refunds, and delivery efficiency for superior financial oversight.
1. Preparing Your Data Source
Ensure your master GTBuy spreadsheet has consistent, columns. Typical essential columns include: Order Date, Product, Amount, Status (Shipped/Delivered/Refunded), Refund Amount, Delivery Date. Keep this list updated daily.
2. Summarizing Total Spending
Calculate monthly total and categorical spending using the Example:
This excludes cancelled orders, focusing on successful deliveries. Create a summary section or a separate dashboard sheet to display these totals.SUMIFS
=SUMIFS(Amount_Column, Date_Column, ">=1/1/2024", Date_Column, "<=1/31/2024", Status_Column, "Delivered")
3. Analyzing Refund Data
Track refunds to understand product issues or customer satisfaction. Use COUNTIFSSUMIFS.
Total Refund Count: =COUNTIFS(Status_Column, "Refunded", Date_Column, ">=1/1/2024", Date_Column, "<=1/31/2024")
Total Refund Amount: =SUMIFS(Refund_Amount_Column, Status_Column, "Refunded", Date_Column, ">=1/1/2024", Date_Column, "<=1/31/2024")Calculate a Refund Rate (%)
4. Measuring Delivery Efficiency
Key metric: Average Delivery Time. Add a helper column "Delivery Days" using a formula to calculate days between order and delivery dates.
=[@[Delivery Date]] - [@[Order Date]]Then, calculate the monthly average:
=AVERAGEIFS(Delivery_Days_Column, Status_Column, "Delivered", Date_Column, ">=1/1/2024", Date_Column, "<=1/31/2024")Use filters on the StatusDelivery Days
5. Building the Final Report Dashboard
Consolidate key metrics on a dedicated "Monthly Report" sheet:
- Total Gross Spending:
- Net Spending (After Refunds):
- Refund Rate:
- Average Delivery Time:
- Top Spending Categories:
- Net Spending (After Refunds):
Apply conditional formatting to highlight trends (e.g., red for high refund rates, green for fast delivery). Refresh data by updating the source range and verifying formulas each month.