Explain how the VLOOKUP function works and give me an example of its practical use?

Explain how the VLOOKUP function works and give me an example of its practical use?This work provides experience not only with several of the objectives but also: Continuous self-learning via online information Getting hands-on experience using MS Excel VLOOKUP also works with other spreadsheet programs like Libre Office Increasing your understanding that MS Excel is a powerful technology A “poor man’s database” for this assignment Increasing your skill to Re’search’ content and accomplish tasks Creating effective prompts and using ChatGPT Applying nonroutine cognitive skills Enhancing attention-to-detail and personal responsibility Technology / IS Needed For Assignment Web Browser (Not Safari) SpartanLearn (Canvas) Google Drive / Docs MS Excel ChatGPT Scenario: You are an intern at “Bay Dairy Delights. Street Address: 1234 Dairy Lane Tampa, FL 33606 Phone Number: (813) 555-1234 Email Address: info@baydairydelights.com Logo: Bay Dairy DelightsLinks to an external site. Business Brand Colors: Primary Color: Cool Blue (#A2DFF7) Secondary Color: Cream (#FFF5E1) Accent Colors: Grassy Green (#9BC67B), Sunshine Yellow (#F9D423), and Earthy Brown (#8A7352). During your internship at “Bay Dairy Delights,” a renowned dairy manufacturer in Tampa, Florida, you were invited to a crucial meeting with the senior management. In this meeting, the owner highlighted the need for an efficient way to invoice the numerous customers who receive fresh dairy deliveries directly to their homes. The goal was to streamline this process within the Excel spreadsheet where all product and customer data were already stored. Recognizing an opportunity to apply the concepts you had learned, you mustered the courage to suggest, “I believe we can create an Excel invoice template that automatically pulls product and customer details.” This suggestion resonated from the knowledge you had gained. You envisioned the potential of using VLOOKUP to facilitate this process. The owner, intrigued by your proposition, asked for more details. Energized, you delved deeper into your idea, aspiring to transform this challenge into a tangible solution for the company. He had already found an invoice layoutLinks to an external site. that he liked and gave you a copy of it You’ll need three sheets within the Excel workbook for this: 1. Invoice Template 2. Product List 3. Customer List Assignment Deliverables 1. MS Excel Template File 2. An Invoice generated from the MS Excel Template file 3. Response Document Task Overview: Creating an Invoice Template in Excel Objective: Design a functional and user-friendly invoice form (template) within an Excel spreadsheet containing product and customer data. This template should automatically fetch relevant details to streamline the invoicing process for “Bay Dairy Delights.” Tasks: 1. Understand What VLOOKUP is and How to Use: o Using ChatGPT: Ask relevant questions about the VLOOKUP function, its syntax, and potential use cases. o Conduct research via the Internet: Explore articles, tutorials, and videos that offer a deep dive into how VLOOKUP operates within Excel. 2. Understand the Business Needs: o Familiarize yourself with the product offerings of “Bay Dairy Delights.” o Recognize the key data points needed on an invoice (e.g., product name, quantity, price, customer details). 3. Data Sheets Review: o Examine the existing Excel sheets to understand the structure of product and customer data. o Identify any data inconsistencies or gaps and rectify them. 4. Design the Invoice Layout: o Start with basic design elements like headers, placeholders for the company logo, and essential fields. o Consider sections for ‘Bill To,’ ‘Ship To,’ ‘Invoice Date,’ ‘Invoice Number,’ and a detailed area for product listings. 5. Integrate with Existing Data: o Use the VLOOKUP function to auto-populate product prices, descriptions, and customer details based on the selected product or customer. 6. Incorporate Calculation Mechanisms: o Design formulas to calculate subtotals, taxes (if applicable), and grand totals based on quantities and unit prices. o Ensure any updates in product quantities or selections automatically adjust the invoice calculations. 7. Add Error-Handling: o Incorporate mechanisms to alert users if they enter data not found in the products or customer sheets (e.g., an incorrect product code). o Offer guidance or prompts for mandatory fields that are left empty. 8. Enhance Usability and Aesthetics: o Apply consistent and professional formatting to enhance readability and brand alignment. o Use conditional formatting to highlight specific fields or conditions, like overdue payments or out-of-stock items. 9. Testing: o Generate mock invoices using the form (template) to ensure accurate data retrieval and calculations. § Suggest using one product item for every line in the invoice form § Try a couple of customers o Adjust any functionalities based on the testing feedback. 10. Documentation: o Provide a brief user guide or annotations within the Excel sheet to guide users on how to generate invoices. o Highlight any areas where users should be cautious, like overwriting formulas. Outcome: By the end of this assignment, you should have a dynamic and integrated Excel invoice template ready for “Bay Dairy Delights.” This template will not only enhance the invoicing efficiency but also reduce manual errors, providing a seamless experience for the team. Task Sequence: Preparation & Review: · Review References: o Go through all the provided reference materials, including any attached files and links. § State that you have reviewed these references in the Response Document § This link How to Use VLOOKUP in ExcelLinks to an external site. actually goes step-by-step in creating an invoice § Can be handy to make sure you covered everything · Familiarize with Terms: o If you encounter unfamiliar terms or concepts, take the initiative to conduct some re’search’. § Using a search engine and / or ChatGPT o Example: If you come across the term “isBlank,” look it up to understand its function and usage in Excel. Understanding VLOOKUP: · Engage with ChatGPT: o Pose questions about the VLOOKUP function to get clarity on its purpose and implementation. o Use this Prompt: § “Hey ChatGPT! I’ve been given an assignment on data retrieval in spreadsheets, and I’ve heard that the VLOOKUP function in Excel and Google Sheets can be a valuable tool for this. Can you explain how the VLOOKUP function works and give me an example of its practical use? Additionally, how does VLOOKUP handle situations where it can’t find the specified lookup value?” § Review what ChatGPT stated and interact as necessary § Summarize what you learned in the Response Document § Copy the share link from ChatGPT and add to Response Document using Hyperlink text: VLOOKUP Chat Session with ChatGPT § Do this at the end of your interaction with ChatGPT for this assignment · Internet Research: o Dive deeper into VLOOKUP by exploring online articles, tutorials, and videos as necessary. Invoice Form Template Creation: You are tasked with creating a reusable Invoice Form (template) that the company will use with their customers. Once you create this form you are going to create a sample (using company info) to show to the boss that it is functioning properly. · Invoice Template: This is a pre-formatted document in which you’ve set up all the necessary fields, columns, and formulas, but haven’t filled in specific transaction details. Think of it as a blank form, ready to be filled out for each new sale. · Sample Invoice: This is a filled-out version of the invoice template, using fictional or example data. It’s meant to show what a completed invoice would look like when using the template. Analogy: It’s like having a blank form and a filled-out form. The blank form is our template, and the filled-out form with example data is our sample. 1. Initial Setup: o Open your new Excel file 2. Review the Example Invoice Provided by the Boss o You know that using an existing invoice created using Excel can save time you realize that since the boss gave you an example that he like you will create from scratch § For learning purposes, do not use any existing excel product. § Use this exampleLinks to an external site. to create your invoice template 3. Design the Invoice Header: o Add your business’s name and any other pertinent information at the top. § Info in Scenario section o Insert placeholders for the Invoice Number and Invoice Date. o Designate areas for “Ship To” customer details. 4. Set Up Client Information Section: o Include fields for the client’s name, address, contact number, and email address. o Pull and display client details from the “Customer” sheet based on a given Customer’s Name. § Use the Full Name column 5. Design the Product/Services Table: o Create columns for Item Number, Product Name, Quantity, Unit Price, and Total. o Integrate the “Product” sheet to autofill Product Name and Unit Price based on the Item Number. o Total is automatically calculated from Qty and Unit Price o Create 14 working product rows o Add lines for a professional look § Reference Boss’s example 6. Implement the Calculation Area: o Add a row to calculate and display the Subtotal (sum of all product totals). o Insert a row for Tax Rate § Set to 7.5% o Create a row to display the Sales Tax amount. § Auto calculate o Designate a final row to display the Grand Total. 7. Include a Payment and Notes Section: o Designate an area for payment terms (e.g., Due on Receipt, Net 30). o Provide space for any additional notes or comments related to the invoice. 8. Format and Style the Invoice: o Apply consistent and professional formatting (fonts, borders, colors). o Ensure all cells and sections are clearly distinguishable and well-spaced. 9. Set Up Data Validation and Error Handling: o Ensure only valid product codes from the “Product” sheet can be entered. o Implement error messages or indicators for any discrepancies, like a product quantity that exceeds available inventory. o Empty product lines should remain free of information if no product is added 10. Test Your Invoice Template: · o Try generating a sample invoice using a client from the “Customer” sheet and products from the “Product” sheet. § Test all rows to make sure they work properly § Suggest by using the same product in each row o Ensure all details populate correctly and all calculations are accurate. o Make sure the VLOOKUP part of the function doesn’t change when you add it to each row § This naturally happens § You prevent by naming a range of cells that the products occupy § A reference discusses and or ask ChatGPT Generate a Customer Invoice: To show the boss that the new Invoice Form (Template) is functioning properly you will create a sample for him to review. · Use the following information for the sample form: o Customer § James Gray § Customer #: C007 o Products § Milk x 1 § Ice Cream x 3 § Cheese x2 § Butter x 1 § Cottage Cheese x 2 · Add Customer and Product codes: o Enter customer ID § Should auto populate customer info o Add invoice number: 239342 o Add this date: 10/19/23 o Add products via their code § Should auto populate Description and Cost. o Add Quantity for each · Review & Finalization: o Review your invoice for accuracy o Once completed, create a PDF (to “send” to your customer) of this invoice, which you will submit as part of your assignment. Save & Submission: · Final Check & Save of MS Excel File: o Double-check all the details on your Excel invoice template. o Save the MS Excel spreadsheet. · Pre-Submission: o Ensure you close the Excel file before submission to prevent any potential file corruption or access issues. o Attach the saved Excel spreadsheet and the PDF of your sample invoice for submission. Assignment Response Document: · Document Creation: o Create a professional Response Document (~500 – 800 words) detailing your experience, challenges faced, and learning outcomes from the assignment. o Use Google Docs o State that you have reviewed all of the reference material\ o ChatGPT § Summarize your understanding of your interaction with the prompt provided earlier in this assignment § Create a Hyperlink text: VLOOKUP Chat Session with ChatGPT § Only get share link at the end of your interaction with ChatGPT § Discuss the value of interacting with ChatGPT in accomplishing a task o Discuss the value of VLOOKUP o Give an example on how you could use VLOOKUP in a business scenario o Discuss your experience in completing this assignment § Do you have the confidence to use VLOOKUP in the future § To include if you now have the skill to figure out how to create an Excel spreadsheet given a task to do so § Discuss ChatGPT and searching online · Formatting & Submission: o Ensure you follow any specific requirements outlined further in the Work. o Convert your response document into a PDF format and provide it alongside your Excel spreadsheet and invoice PDF. Task Completion: Complete this assignment by: · Stating you have completed · Attach the deliverables o Excel spreadsheet file (the one you created) § Make sure that you have closed the file before uploading o The PDF invoice o Response Document (PDF) · Submit assignment If you have any questions, please contact me.

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