Introduction

For many users, Excel is seen as a tool for entering data and printing reports. However, as business leaders ask for more detailed analysis, Excel has become more than just a data entry tool. While ERP systems and accounting software have built-in analytics, Excel is often used as an extra tool to meet specific needs and work with different data sources.

What Can Excel Do?

• Data Analysis with Excel
  Excel provides powerful tools like PivotTables, Power Query, and data visualization features to analyze trends, forecast future performance, and drill into granular details.

• Combining Different Data Sources for New Reports
  Excel enables the consolidation of data from multiple sources—such as ERP exports, external databases, and manual inputs—into cohesive reports for better insights.

• Overcoming Dirty Data Problems
  Excel’s functions like TRIM, CLEAN, and SUBSTITUTE, along with advanced filtering, help users clean and standardize messy datasets for accurate reporting.

• Creating a Data Mindset for Future Data Building
  By working with Excel, users develop structured data habits, such as proper formatting, labeling, and categorization, ensuring easier data handling and integration in the future.

• Streamlining Reporting with Advanced Excel Functions
  Functions like VLOOKUP, INDEX-MATCH, and conditional formatting simplify and automate reporting tasks, saving time while improving accuracy.

• Controlling Cells for Consolidated Information
  Excel allows for precise control of data input through tools like Data Validation, ensuring consistency when consolidating information from various stakeholders.
  
  

Who Should Learn Excel and How Can They Benefit?

• Administrative Roles

  • Manage expenses and suppliers effectively.
  • Monitor schedules to prevent missed renewals or delays.

• Sales Administrators

  • Prepare customer service and sales reports.
  • Manage outstanding orders and tailor sales analysis to specific needs.

• Procurement Teams

  • Monitor supplier quotations and material costs.
  • Plan inventory requirements and track stock levels.

• Accounting and Finance Departments

  • Create detailed cash flow reports and Forecast
  • Prepare monthly reporting packs including working schedules, reconciliations, and financial statement analyses.
  • Plan and monitor budgets effectively.

• Human Resource Departments

  • Analyze turnover rates, employee demographics, and satisfaction survey results.
  • Maintain compliance records, such as licenses and certifications.
  • Schedule training sessions and track attendance.

Real-World Scenarios

Many people believe that once they have a system, Excel is no longer needed. But in real life, there are many reasons why Excel is still used. Below are some examples:

1. Phantom Sales Orders for Stock Reservation
Sometimes, sales orders are entered into the system just to reserve stock, even though they are not real orders. Most systems can’t easily exclude these phantom orders. Excel can quickly create a manual report that excludes such orders, saving time compared to customizing the system.

2. Unattended Sales or Purchase Orders
Some orders stay in the system because people don’t follow SOPs. Others are left intentionally for monitoring or future reference. Excel can help organize and analyze these orders for better tracking.

3. Adjustments Outside the System
Adjustments like forecasts or timing changes often cannot be entered into the system directly. Excel provides flexibility for these temporary or manual adjustments.

4. Data Inconsistencies in Growing Businesses
As businesses grow and update their systems, data may become inconsistent (e.g., item categories or stock descriptions). During this time, Excel helps bridge the gap by providing consistent, customized reports.

Why Do These Scenarios Happen?

These scenarios often occur because of human factors such as lack of training, not fully understanding the system’s impact, or choosing easier methods for convenience and efficiency. While these behaviors can be improved, Excel often becomes the go-to tool to quickly address these challenges.

Conclusion

Excel is more than a data entry tool. It helps businesses clean data, combine information, and create customized reports. From solving messy data problems to tracking orders or analyzing financials, Excel offers solutions for real-world challenges. Whether you’re an admin, a sales team member, or a finance professional, learning Excel can help you work smarter and achieve better results.