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Description Search For Inventory

  1. #1
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    Description Search For Inventory

    I have an worksheet that I use for invoicing and quoting on sheet #2 that currently pulls information from a perpetually expanding inventory that I copy revisions onto on Sheet #1.

    What I am looking for is a search box on Sheet #2 that would allow me to enter a key word (or preferably words) in search and produce an array of closest matching results from two cells (1) containing the description and (1) with the corresponding part number. My inventory is around 8k line items so I would prefer to return just the matches and not have to sort through highlights. Also I have a lot of hardware with closely matching descriptions so the option to "refine" my search would be great. Meaning if I can enter the terms [3/8"; Bolt; 2] and return a description result of [H-0001][ Bolt - 3/8" x 2"] I am okay if I would have (3) input boxes in that case to keep refining the search level. The search needs to be dynamic as I will constantly be adding more line items to sheet #1 and do not want to have to update the formula each time.

    Here are my details:

    Search box location:
    Sheet 2 Q3 (R3 & R4 if multiple filtered) There is no data below these cells.

    Inventory data:
    Sheet 1 Column B is the description
    Sheet 1 Column A is the part number

    Thanks in advance for any help. I currently use the "find" and it takes forever to find things.

  2. #2
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    Re: Description Search For Inventory

    Would it be possible for you to post a small sample workbook (Use: Go Advanced --> Manage Attachments) so we can see what you're working with and so we have some practice data to build around? Be sure to remove or alter any sensitive info.

  3. #3
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    Re: Description Search For Inventory

    Thanks for the reply. I have attached a copy/sample. My preferred array location and "filter boxes" are located on sheet #2 in columns O-S.

    I edited the inventory on sheet #1 to the first 50 items. Just a reminder it is my current process to "copy/paste" an updated inventory on sheet one every month.
    It would be great if I didn't have to update formulas when new inventory gets dropped in. I assume it can be done by just searching columns?
    I feel the (3) filters are necessary so I can refine the array with multiple key words.

    I really appreciate you taking time to do this. I am quite the novice.
    Attached Files Attached Files

  4. #4
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    Re: Description Search For Inventory

    Try the following formula in O4. It's an array formula, so confirm it with Ctrl + Shift + Enter instead of Enter. Fill right into column P, then fill down as far as you like.

    =IFERROR(INDEX('JUNE16 APS INV'!$A$3:$B$10000,SMALL(IF(ISNUMBER(SEARCH($Q$3,'JUNE16 APS INV'!$B$3:$B$10000))*ISNUMBER(SEARCH($R$3,'JUNE16 APS INV'!$B$3:$B$10000))*ISNUMBER(SEARCH($S$3,'JUNE16 APS INV'!$B$3:$B$10000)),ROW('JUNE16 APS INV'!$B$3:$B$10000)-2),ROW(1:1)),COLUMN(A:A)),"")

    It should filter based on the three terms/phrases in your search boxes. It will respond to whatever is in sheet 1, so you can modify or paste over sheet 1 to your heart's content, and the search will reevaluate to match the changes. It doesn't have any sense, though, so the filter will be literal - it will read "3/8" and "3/ 8" as two different entries due to the space. Take a look at the attachment if you're stuck. I set it to operate on up to 10000 rows in your inventory sheet, but if you need a bigger range, change all of the 10000s in the formula to something bigger. I also only filled it down 100 Rows in the attachment, so you'll only get the first 100 returns. If you want more or less return space, just fill the formula down to your liking. In all cases, the bigger the range and the further you fill the formula down, the slower it will be when it recalculates. Take a look, see if it works...
    Attached Files Attached Files

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