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Procedure documentationCalculating and Deleting Subtotals Locate this document in the navigation structure

 

Caution Caution

This concept also applies to the calculation of interim values for mean values, minimums and maximums. The procedure is the same as for subtotals.

End of the caution.

Prerequisites

Generally, totals can only be calculated using Key Figures; subtotals can only be calculated using

Characteristics.

You have calculated a total for at least one column. The icons and the menu entries for calculating subtotals are only active after you have calculated a total.

Use

The following example clarifies the concept of totals and subtotals. In this example, a total was calculated for the Occupied column.

This graphic is explained in the accompanying text.

Then a subtotal is calculated using the No. column (flight number). The total is broken down into multiple subtotals. A subtotal is the total number of Occupied seats for all rows with the same subtotal criterion value (here flight number: No. column).

In other words: Therefore, the rows between two subtotals have the same value for the subtotal criterion, the identical flight number (No.). The subtotal calculates the total number of Occupied seats of a flight number.

Procedure

Creating Subtotals for One or More Columns

  1. Mark one or more columns.

  2. Choose Subtotals (Subtotals).

Alternatively:

  1. Mark one or more columns.

  2. Right click on one of the column headers you selected.

  3. Choose Subtotals.

Without Column Selection

If you choose the subtotals function without having selected a column, you must select the columns for which you want to calculate subtotals in the Define Sorting/Subtotals dialog box. To do this, you proceed as follows:

  1. Select the relevant entries in Available Columns.

  2. To add the selected entries to the Sort Criteria/Subtotals, choose .

Alternatively:

  1. Select the relevant entries in Available Columns.

  2. Click on the selected entry/entries again, but this time hold the mouse button down. The cursor appears with a small rectangle.

  3. Drag the entries to Sort Criteria/Subtotals and drop them there.

To find terms, choose .

To define a subtotal for a column or columns, click on the checkbox under the subtotal symbol. A checkmark is set.

Result

Result In the following example, a total was calculated for the Occupancy column and a subtotal for the Airline and Flight No. columns.

This graphic is explained in the accompanying text.

On this screen, you see the two subtotal levels as well as the non-totals rows. The first subtotal level totals the occupied seats (Occupancy) for the rows with an identical flight number (Flight No.), the first subtotal criterion. One small square next to the subtotals indicates the first level of the subtotal calculation.

The second subtotal calculation level adds the subtotals of the first level with the same Airline; this is the second subtotal criterion. Two small squares next to the subtotals indicate the second level of the subtotal calculation. Arrows are used to identify which subtotals belong to which subtotal criteria.

Three small squares indicate the third level; the totals calculation level. This indicates that the total calculates the top level subtotals.

Displaying and Hiding Entries and Subtotals

To hide or display entries underneath a total or subtotal, or to display just the subtotals, you have two options:

  • Click on the squares of the relevant subtotal row.

  • Click on the icon in the relevant subtotal row.

The entries underneath this total or subtotal are hidden. The icon in the subtotal row indicates that the entries underneath a total or subtotal are hidden.

To hide all entries and subtotals for a totals or subtotal level, see Setting Drilldown Summation Levels.

Deleting Subtotals

To delete a subtotal, choose Subtotals (Subtotals), without selecting a column. If you were to select a column here, you would define a new subtotal for the column.

The Define Sorting/Subtotals dialog box appears.

To delete the subtotal, deselect the relevant checkbox underneath the subtotal icon.

For information on changing or deleting a sort, see Sorting in Ascending and Descending Order.

To apply your settings, choose .

Alternative Procedure in Fullscreen Mode

In addition to the previously mentioned procedures, in full-screen mode you can also call the functions using the menu paths.

  1. Mark one or more columns.

  2. Choose   Edit   Subtotals  .

    To delete subtotals, choose   Edit   Subtotals   without selecting a column.