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Monthly we collate items bought for our manufacturing franchise for KPi stats.

Andre Hofer 85 Reputation points
2026-04-15T03:08:02.67+00:00

Monthly we collate items bought for our manufacturing franchise to produce KPI stats. Currently use a combo two step of identifying all similar items with a “search” and give them a label and then aggregate these labels with a sum(filter). The number of variables to combine are growing and looking for a simpler solution.

trying this formula:

=LET(item,J5:J35,QuantitySold,L5:L35,keys,{"ASS SMALL","ASS CRATE","ASS TALL"},SUMIFS(item,QuantitySold,keys)) but gives a spill answer

where the table looks like:

User's image

Here we are combining all “assembly" totals. The item table can be several 100 items. Is there a way to fix this formula or is there a better formula. The number of variables that can be categorised with a label can some times be up to 30. So would prefer to set up an array for “keys”.

Microsoft 365 and Office | Excel | For business | MacOS

Answer accepted by question author

  1. Q&A Assist
    2026-04-15T03:08:22.4533333+00:00
    AI generated content. This question contains an answer created with AI from Q&A Assist. Learn more

    SUMIFS does not accept an array of criteria in a single argument, so using keys, {"*ASS SMALL*","*ASS CRATE*","*ASS TALL*"} in one SUMIFS call will always spill an array of results instead of one total.

    A pattern that works is to calculate one SUMIFS per key and then sum those results. With LET and an array of keys this can be written compactly:

    =LET(
    items, J5:J35,
    qty,   L5:L35,
    keys,  {"*ASS SMALL*";"*ASS CRATE*";"*ASS TALL*"},
    SUM( SUMIFS(qty, items, keys) )
)

    Key points:

    • keys is a vertical array (; between items). SUMIFS(qty, items, keys) returns one subtotal per key, which spills.
    • Wrapping that in SUM(...) adds those subtotals into a single result.
    • items is the range with the item descriptions (e.g., “ASS CRATE - Crate for shipping”).
    • qty is the range with QuantitySold.

    To extend this to more patterns, just add more entries to keys:

    keys, {"*ASS SMALL*";"*ASS CRATE*";"*ASS TALL*";"*ASS PANELS*";"*ASS XYZ*"}

    This keeps all the category patterns in one place and avoids helper columns while still using standard SUMIFS behavior with wildcards.

    References:

    1 person found this answer helpful.

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