How to use VLOOKUP function to dynamically retrieve related data based on a selected Product ID

This table is a demonstration of how to use Excel formulas, particularly the VLOOKUP function, to dynamically retrieve related data based on a selected Product ID. Here’s a detailed explanation:

Overview

The table is set up to allow users to select a Product ID (cell H8), and based on this selection, the corresponding details are automatically filled into other cells (e.g., I8, J8, K8, L8). The details include:

1. Product Description (from Column B)
2. Product Invoice Quantity (from Column C)
3. Product Color Code and Name of Supplier (from Columns D and E combined)
4. My Product Color Code (from Column F)
5. My Product Color Description (mapped from the Color_Correspondence sheet)

Columns and Their Purposes

1. Product ID (Column A):
   • The user selects a Product ID in cell H8.
   • This serves as the lookup key for the VLOOKUP function in subsequent columns.
2. Product Description (Column B):
   • Fetched from the table using the formula in cell I8:
     =VLOOKUP(H8;$A$7:$F$14;2;FALSE)
     • This looks up the Product ID in H8 and retrieves the value in the 2nd column of the range $A$7:$F$14.
3. Product Invoice Quantity (Column C):
   • Retrieved with the formula in cell J8:
     =VLOOKUP(H8;$A$7:$F$14;3;FALSE)
     • Retrieves the value from the 3rd column of the range.
4. Product Color Code and Name of Supplier (Columns D and E):
   • Combined into one cell with the formula in K8:
     =VLOOKUP(H8;$A$7:$F$15;4;FALSE)&" | "&VLOOKUP(H8;$A$7:$F$15;5;FALSE)
     • Retrieves the 4th column value (Product Color Code) and 5th column value (Supplier Name), concatenating them with " | " in between.
5. My Product Color Code (Column F):
   • Directly fetched as 100 for Product ID = 8.
6. My Product Color Description (Derived from the Color_Correspondence sheet):
   • The description (e.g., “Red/Κόκκινο”) is fetched using the formula in L8:
     =VLOOKUP(K8;Color_Correspondence!$A$2:$F$9;5;FALSE)
     • This uses the Product Color Code from K8 to look up its corresponding description in the Color_Correspondence sheet.

Instructions

• Choose Product ID: Select or enter a Product ID in H8.
• The formulas automatically populate:
  • Product Description in I8
  • Product Invoice Quantity in J8
  • Product Color Code & Supplier in K8
  • Product Color Description in L8

Purpose

This setup is likely part of:

1. Dynamic Reporting: Helps users quickly see all relevant product details based on a single input (Product ID).
2. Data Validation: Ensures correct mappings (e.g., Color Codes to Descriptions) using a separate reference sheet (Color_Correspondence).
3. Automation: Saves time and minimizes errors by automatically populating details without manual lookup.

Summary

This Excel setup uses VLOOKUP formulas to fetch related product details dynamically based on a selected Product ID. It retrieves data such as descriptions, quantities, and color details, and integrates a reference sheet (Color_Correspondence) for mapping color codes to descriptions. It simplifies data analysis and improves efficiency for inventory or product management tasks.

Download the excel file…

If you’d like further clarification or help setting up similar functionality, let me know!