From here you can select the workbook and then the sheet that you want to connect to.ī) Use the Merge Queries as New option to bring the two datasets together. In PowerBI, go to Transform Data and then Excel. In Excel, go to the Data tab then Get Data, then From File and then from Workbook. Here are the steps you need to take: remember to watch the video for full instructions!Ī) Firstly connect both base data and lookup data to PowerQuery in separate queries. The merge however will bring in any matching rows and create duplicate rows in the base table to accommodate all of the lookup table’s rows. However, if each employee belongs to more than one cost centre then you can’t use the VLOOKUP as the VLOOKUP will only return the first cost centre that it finds. You just need the credit card information (being the base list) and a list of people who have credit cards and their cost centres (the LOOKUP dataset) and VLOOKUP the information from the Lookup table to the base table. This is easy enough if each person just belongs to one cost centre. The cost goes to the cost centre of the person who’s spent the money. In the example video, we want to allocate some credit card bills to different cost centres depending on who’s spent the money. However in other circumstances it can be extremely useful, such as splitting costs to multiple cost centres by manual journals and that’s the scenario we’ll look at here. If you’re then trying to tie your dataset back to a value like a TB or Accounts Receivable subledger then that’s not going to work! In some cases this isn’t useful!! Perhaps if your base dataset has some values in it that you want to sum, creating duplicate rows, will also create duplicate values. Merging brings in all matched rows from the lookup dataset, but creates duplicate rows in the base table to accomodate all the lookup dataset rows. If there is different information in each of the rows with the duplicate key values then they will be ignored, with only the first row in the table being returned. However, where there are duplicate key values in the table you are looking up to (the lookup table), a VLOOKUP will only return the first item that it finds and ignore any others. Merging can be better, because you don’t need to write a different VLOOKUP for each different column you want to transfer, merging will do them all at once (if you want them to). It uses the information in a column of data that’s present in two datasets (called a key dataset), to then take the information from a lookup dataset and put it into a base dataset. Merging in PowerQuery in Excel or in Power BI is in some ways like a VLOOKUP.
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