How to Calculate the Running Total by Group Using the Excel Power Query – 2 Methods

The dataset showcases Items and Sales over three months. To calculate the running total by group (Month), choose a month:

Method 1 – Running Total by Group

Step 1: Opening the Power Query Editor 

• Select the dataset and go to the Data tab.
• In Get & Transform Data, choose From Table/Range.

• The following window will be displayed.

Note: To avoid repetitive tasks, you can duplicate Table1 (right-click Table1 and choose Duplicate).

Step 2: Finding the Index 

• Go to Add Column tab > Index Column > From 1.

A new column displays the index number for each Item.

Step 3: Determining Running Totals

• Click Custom Column in Add Column.
• In the Custom Column dialog box, rename the New column name as Running Totals
• Enter the following formula as shown.

The List.Sum function sums the values and the List.Range function defines the range (Sales) and changes it depending on the Index value.

This is the output.

Step 4: Applying the Group By Feature

• Go the Home tab.
• In Transform, select Group By.
• In the Group By dialog box, choose Month.
• In Operation, choose All Rows.

• Click OK.

Data is grouped.

Step 5: Calculating Running Totals by Group

• To find the running totals by group, open the Advanced Editor in the View tab.

• Enter the following code.

let
    Source = Excel.CurrentWorkbook(){[Name="Table2"]}[Content],
    #"Changed Type" = Table.TransformColumnTypes(Source,{{"Month", type text}, {"Items", type text}, {"Sales", Int64.Type}}),
    #"Grouped Rows" = Table.Group(#"Changed Type", {"Month"}, {{"Count", each _, type table [Month=nullable text, Items=nullable text, Sales=nullable number]}}),

   //Function to Compute Running Totals 

   RunTotalFunction = (RunTotalTable as table) as table =>
   let 
    #"Added Index" = Table.AddIndexColumn(RunTotalTable, "Index", 1, 1, Int64.Type),
    #"Added Custom" = Table.AddColumn(#"Added Index", "Running Totals", each List.Sum(List.Range(#"Added Index"[Sales],0,[Index])))
in
    #"Added Custom",

    //Assigning the Function
    RunTotals = Table.TransformColumns(#"Grouped Rows", {"Count", each RunTotalFunction(_)})
in
    RunTotals

The Runfunction was created to compute the running totals and declare RunTable as a table. The Index for the RunTable column and Running Totals was calculated. (you can copy the code from Table1 and enter RunTable instead of #”Changed Type”).

The function was called and #”Grouped Rows” and “Count” for each Runfunction were assigned to determine the running totals.

If you click the February Table, you’ll get all information including the running total for that month.

Read More: How to Calculate Running Total in One Cell in Excel

Method 2 – Using the List.Accumulate Function

Step1: Computing Running Totals

• Find the index (as described in Step 2 of the first method) for Table3.

• Add a custom column: Running Totals.
• Enter the following formula.

= List.Accumulate(
      List.Range(
            #"Changed Type"[Sales],
            0,
            [Index]),
      0,
      (state, current)=>state + current)

The List.Accumulate function accumulates the sum of values in the list. The list is defined using the List.Range function in the Sales column.

This is the output.

Step 2: Apply the Group By Option

• Choose Month in Group by.

You’ll see the running total by group (month). If you pick any Table from the Count table for any Month, you’ll get the running total for that month.

Practice Section 

Download the .xlsx file from the Download Practice Workbook section. Go to Queries & Connections in the Data tab.

Click Table1 and practice.

Download Practice Workbook

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