While working with Excel, we are able to create pivot tables and obtain specific data such as subtotals and grand totals by using the GETPIVOTDATA function. This step by step tutorial will assist all levels of Excel users in getting pivot table subtotals grouped by date.
Figure 1. Final result: Get pivot table data subtotals grouped by date
Syntax of the GETPIVOTDATA function
GETPIVOTDATA is used to retrieve specific data stored in a PivotTable report
=GETPIVOTDATA(data_field, pivot_table, [field1, item1, field2, item2], ...)
- data_field – The name of the data field, enclosed in quotation marks, which contains the data that we want to retrieve
- pivot_table – reference to a cell or range of cells in a PivotTable report; determines the PivotTable report that contains the data that we want to retrieve
- field1, item1, field2, item2 – optional; pairs of field names and item names that determine the data that we want to retrieve.
- pairs can be in any order
- field names and items other than dates and numbers must be enclosed in quotation marks
- GETPIVOTDATA returns #REF! if pivot_table is not a range in the PivotTable report or if the arguments do not describe a visible field
Setting up Our Data
Our source table contains three columns: Item (column B), Quarter (column C) and Orders (column D). We will use this data to create a pivot table grouped by quarter.
Figure 2. Sample data to get pivot table data subtotals grouped by date
Below pivot table shows the subtotals and grand totals for orders per item and per quarter. In cell J2, we enter the quarter whose subtotals we want to retrieve.
Figure 3. Pivot table created from the source data
Get pivot table subtotal for 4th quarter
We want to obtain the subtotal for orders in the 4th quarter. We can easily retrieve data from a pivot table by using the GETPIVOTDATA function. Let us follow these steps:
Step 1. Select cell J3
Step 2. Enter the formula:
Step 3: Press ENTER
Our data field is “Orders”. The pivot_table reference is B2, which refers to the pivot table “Sum of Orders”. The field/item pair refers to the field “Quarter”, and J2 contains the value 4, which means that we want to get the 4th quarter data.
The final result in cell J3 is 11,500, which is the subtotal for orders in the 4th quarter.
Figure 4. Output: Get pivot table subtotal for 4th quarter
Get subtotal for specific item
With the GETPIVOTDATA, we can retrieve more specific data by adding the appropriate field/item pairs in our formula. For example, we want to obtain the subtotal for item A002 in the fourth quarter.
The formula in cell J3 becomes:
By adding the field/item pair “Item” and “A002” to our formula, we are able to obtain the specific data for A002 in the 4th quarter. As a result, the value in cell J3 is 2,500.
Figure 5. Output: More specific subtotal for A002 in the 4th quarter
Get pivot table grand total
In order to get the grand total, we simply omit the field/item pair in our formula.
The formula in cell J3 becomes:
The resulting grand total in cell J3 is 43,000.
Figure 6. Entering the GETPIVOTDATA formula to get grand total
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