T RANSACTION P ROCESSING Using lookups and macros to prepare Bills MAN 327 2.0 Micro-computers & Their Applications 1 [email protected].

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TRANSACTION PROCESSING

Using lookups and macros to prepare Bills

MAN 327 2.0 Micro-computers & Their Applications

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VLOOKUP

Search for a value in the leftmost column of a table, and returns appropriate value in another column.

Table must be sorted in ascending order

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SAMPLE DATABASE

Code Product Price

A23 Paper 5.00

B14 Lamp 15.00

A27 Desk 75.00

C45 Pencil 0.50

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VLOOKUP

VLOOKUP(A7, $A$2:$C$5,2, FALSE)

Search

What? Search

Where?

What you

Want?

Exact match or

not

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A27 75.00 exact match

A27 5.00 approximate match

A28 #N/A VLookup -- not found

A28 IF and VLOOKUP

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=VLOOKUP(A7,$A$2:$C$5,2,FALSE) Since 123 is a text, VLookup formula returns #N/A

=VLOOKUP(--A8,$A$2:$C$5,2,FALSE) Double unary (--) converts text lookup value to number

=VLOOKUP(--A9,$A$2:$C$5,2,FALSE) The same formula works if the lookup value is a

number

123 #N/A123 Paper123 Paper

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HOW TO AVOID #N/A

=if( ISNA (VLOOKUP(A7,$A$2:$C$5,2,FALSE), ””, =VLOOKUP(A7,$A$2:$C$5,2,FALSE))

- if not found, print “”

=IFERROR(VLOOKUP(B6,OrdersA,2,FALSE),IFERROR(VLOOKUP(B6,OrdersB,2,FALSE), "Not Found"))

- find elsewhere

Formulas Name Manager

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REPORT CARD USING LOOKUP

Score Grade0 F

50 D60 C70 B85 A

Subject Score GradeEnglish 77 BMath 67 CPhysics 86 A

=VLOOKUP(B4,GradeList,2)

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MACROS

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c.lkAUTOMATING A WORKBOOK WITH MACROS

A macro enables you to combine multiple

commands and keystrokes and execute

them as a single command.

If you perform a particular task frequently,

creating a macro to use can be time-saving and

improves the consistency and accuracy of

repetitive procedures.

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MACROS IN EXCEL 2007

Displaying the developer tab Office>Excel Options Popular Check Show Developer tab in the Ribbon

Macro security

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c.lkRECORDING MACROS IN EXCEL 2007 Developer>Code>Record Macro Click the Record Macro button in the status

bar Type the name of the macro in the input box Save in “This workbook” Click “Stop recording” when finished

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RECORDING MACROS TIPS

Think what operations you want to include in the macro.When to startWhen to stop If it will include any formatting

Use a short but descriptive name so that you recognise it later

In Excel 97-2003, if “Stop recording” does not appear, use Tools | Macro | Stop recording

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RECORDING MACRO TIPS (2)

Remember to stop the recording. Trying to run the macro, without stopping recording, will result to a macro that will continue endlessly.

If you want to use the macro in more than one workbook, save it in the Personal Macro Workbook.

Absolute recording is the default action. Relative recording remembers the

position of the active cell relative to its previous position.

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RUNNING MACROS Use Tools | Macro | Macros…on the

Worksheet menu and double click the macro name. In Excel 2007 use the macros button in the

Developer tab. Alternatively, use the shortcut key that you

assigned. Macros are available to all open workbooks

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VISUAL BASIC EDITOR

Project explorer

Properties window

Code window

Immediate window

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THINKING IN TERMS OF OBJECTS

Objects are Excel elements that can be manipulated using VBA.Application object (Excel)Workbooks (all Workbook objects)

Worksheets (all Worksheet objects) Range PageSetup

Charts (all Chart objects) Names (all Name objects)

Windows (all Window objects)Addins (all Addin objects)

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WORKING WITH OBJECTS USING VBA

Objects can be manipulated using the collections they belong to, specifying their location in the object hierarchy using the dot notation.Worksheets(“Sheet1”)Worksheets(1)Workbooks(“Book1”).Worksheets(“Sheet1”

)Worksheets(“Sheet1”).Range(“A1”)Application.Workbooks(“Book1”)._

Worksheets(“Sheet1”).Range(“A1”)

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c.lkACCESSING PROPERTIES AND METHODS

Properties

Reading

Worksheets(“Sheet1”).Range(“A1”).Value

Setting

Range(“A1”).Value=123

Methods

Range(“A1:D5”).Clear

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RANGE OBJECTS Multiple representations

Different thing in different cases Single cell

Collection of cells

The handle to the thing you want to work with

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REFERRING TO RANGE OBJECTS

Using the Range property

Applies to:

Application object

Worksheet object

Range object

Cells property of a Worksheet object

Offset property of a Range object

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RANGE PROPERTY Object.Range(cell1) Object.Range(cell1, cell2) Worksheets(“Sheet1”).Range(“A1”). _

Value = 1 Range(“Input”).Value = 5 Range(“A1:B10”).Value=3 Range(“A1”, “B10”)=3 Range(“C1:C10 A6:E6”)=5 Range(“A1, A5, B4, F5”)=6

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CELLS PROPERTY

Worksheets(“Sheet1”).Cells(1,1)=5

Changes the value of A1

Cells(5,2) = 4

Changes the value of B5

Cells(257) = 6 (Cells(16385)=6) for earlier

versions only

Changes cell A2

256 cells per row (16384)

65536 rows (1,048,576)

Last cell is 16,777,216 (17,179,869,184)

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CELLS PROPERTY (2)

With range objects

Range(“A1:B10”).Cells(4) = 400

Will change the value of B2

Worksheets(“Sheet1”).Cells.ClearCont

ents

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OFFSET PROPERTY

Applies only to the Range object Range(“B1”).Offset(1,0).Value=4

Changes B2 value to 4 Range(“C6”).Offset(-4,-2).Value = 5

Changes A2 value to 5

Exercise: Make another version of the macro using the Offset property

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VARIABLES

Variable is a named storage location in the

computer’s memory

Can accommodate wide variety of data types

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DATA TYPES

Integer, Long, Single, Double, Currency Date String Object Others…

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VARIABLES (2)

It is better to determine the data type of a

variable. Your applications will be executing

much faster!

Use Option Explicit to force yourself to

declare the variables you use

Constant is a “variable” that retains its value

Const companyName as String = “City

University”

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VARIABLE’S LIFETIME AND SCOPE

Two important concepts associated with variables:Scope

Defines which procedures can use that variable

LifetimeDefines how long that variable retains the values assigned to it

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VARIABLE LIFETIME

The lifetime of the variable depends where it is declared In a procedure

The lifetime is limited to the time taken to run the procedure

In a procedure using the Static keyword The lifetime is extended to the time that the

workbook is open In the declarations section

The lifetime is extended to the time that the workbook is open

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VARIABLE SCOPE

The scope of the variable depends where it is declared:In a procedure

It is visible only within the procedure code

In a moduleIt is visible only within the module code

In a module as PublicIt is visible from all open workbooks

In a module as PrivateIt is visible only within the module code

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INPUT AND OUTPUT Output

Using MsgBox functionMsgBox (“This is a message”)

InputUsing InputBox function

variableName = InputBox(“Enter a value”)

There are two Inputbox functions. VBScript Application object

Exercise: Make a subroutine that calculates the summation of two integers taken by user input and prints them using a message box

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c.lkMANIPULATING OBJECTS AND COLLECTIONS For each – Next constructs

Use it when you want to process every member of a collection

When you don’t know how many objects are in a collection

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CONTROL STRUCTURES

If – then constructsMost commonly usedSyntax:If condition Then

condition_true_instructions[Else If condition2 Then

condition2_true_instructionsElse

both_conditions_false_instructions]End If

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TYPE CONVERSION TECHNIQUES

Convert an expression to a specific data type Conversion functions include Boolean, Byte,

Currency, Date, Double, Decimal, Integer, Long, Single, String, Variant

CBool, CByte, CCur, CDate, CDbl, CDec, CInt, CLng, CSng, CStr, CVar

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MACRO RECORDING

View Macros

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CELL REFERENCES (1 OF 2)

Relative versus Absolute References Critical to specify whether cell references are

absolute or relative Absolute cell addresses are constant

Macro refers to that cell every time the macro is run Relative cell addresses change

VBA uses offset to indicate space from active cell every time the macro is run

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CELL REFERENCES (2 OF 2)

Relative references ActiveCell.Offset(1,0).Range(“A1”).Select Relative reference above means the cell one row

below the active cell Offset of (0,1) means the cell one column to the

right of the active cell Negative numbers are used for cells above or to

the left of the active cell Absolute references

Range(“A1”).Select Always refers to cell A1

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Sub dis()

Dim a

a = InputBox("Enter discount rate", "My Title",

10)

MsgBox ("You hae entered " & a / 100)

ActiveCell.FormulaR1C1 = "=R[-5]C[-1] * " & a /

100

ActiveCell.Offset(1, 0).Range("A1").Select

Selection.Font.Bold = True

‘Selection.Font.ColorIndex = 3

End Sub

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Option Explicit Global Variable Data Types

Dim VarA As IntegerDim VarB, VarC As Double

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OPERATORS (1)

Arithmetic operators: Addition: + Subtraction: - Multiplication: * Division: / Integer Division: \ Modulo Division: MOD Exponentiation: ^ Negative Number: -

String operator: Concatenation (i.e.,

joining two strings together to form a longer string): &

Comparison operators: Equal To: = Not Equal To: <> Less Than: < Greater Than: > Less Than Or Equal To: <= Greater Than Or Equal To: >=

Logical operators: Conjunction: And Disjunction: Or Negation: Not

Commonly used operators

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Syntax of some operators: 87 \ 10 ( = 8, result is an integer ) 87 MOD 10 ( = 87 - (87 \ 10) = 7, result is an

integer ) 10^2 ( = 102 = 100 ) "Hello " & "World" ( = "Hello World" )

You should pay attention on the result data types of operators, and functions.

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c.lkOPERATOR PRECEDENCE (1)

^- (negative number)

*, /\MOD+, -&

<, <=, >, >=, =, <> (comparison)NotAndOr

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c.lkOPERATOR PRECEDENCE (2)

1 ^ 2 + 3 = 4 (i.e. 12 + 3 = 4) 1 ^ (2 + 3) = 1 (i.e. 1(2+3) = 1) You need to add parentheses as necessary

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If then else End if Select case end select Do while loop For next

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IF THEN ELSE

Dim a a = ActiveCell.FormulaR1C1 ActiveCell.Range("A2").Select If a > 50 Then ActiveCell.Value = "Pass" Else ActiveCell.Value = "Fail" End If

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SELECT CASE

Dim a, g

a = ActiveCell.FormulaR1C1

ActiveCell.Range("A2").Select

Select Case a

Case Is >= 75

g = "A"

Case Is >= 65

g = "B"

Case Is >= 50

g = "C"

Case Is >= 35

g = "S"

Case Else

g = "F"

End Select

ActiveCell.Value = g

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DO WHILE LOOPActiveCell.Offset(1, 0).Range("A1").Select Dim a, s s = 0 a = 0 Do While a < 10 s = s + a a = a + 1 Loop ActiveCell.FormulaR1C1 = s

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FOR NEXT

Dim a, s s = 0 For a = 1 To 10 s = s + a Next a ActiveCell.FormulaR1C1 = s