Bart

=(LEN(TRIM($D3))+1-LEN(TRIM(SUBSTITUTE(” “&SUBSTITUTE(TRIM($D3),
” “,” “)&” “,” “&TRIM(E$2)&” “,TRIM(E$2)))))
/(LEN(TRIM($D3))+1-LEN(SUBSTITUTE($D3,” “,”")))*$B3
-IF($C3=E$2,$B3,0)

Then again, if you’re going to do much text parsing in Excel, better by far to use Longre’s MOREFUNC.XLL add-in.

=REGEX.COUNT($D3,””&TRIM(E$2)&””)
/(REGEX.COUNT(TRIM($D3),” “)+1)*$B3-IF($C3=E$2,$B3,0)

To use an “integrated” approach like Dick used, one must factor in both time and space. When 3 people share a room, each implicitly (or explicitly) gets 1/3rd of the room. With 2 in a room people get 1/2 of the room. The model Dick used incorporated only the time dimension.

[For those who have some experience with Activity Based Costing, this is analogous to using different metrics to allocate different types of fixed/overhead costs. Some might be allocated based on time, some on quantity, some on space, and yet others on some other basis.]

So, to stick with Dick’s approach, break the room into 6 ‘units’ (6 being the LCM of 2 and 3). Now, BD used 2 units for each of 2 nights. TO and FS, on the other hand, each used 2 units for the first 2 nights and then consumed 3 units on the third night. Once one factors in time and space, one would find that irrespective of how many additional nights TO and FS stayed, BD’s cost would be constant at 133.33

With 3 nights (2 including BD), we get BD’s share as 4/18 * 600 = 133.33
With 2 (hypothetical) nights, BD’s share would be 4/12 * 400 = 133.33
With 4 (hypothetical) nights, BD’s share would be 4/24 * 800 = 133.33

That said, there’s nothing as flexible, transparent, auditable, and simple as a method I first encountered in my college days.

For each person, create 2 columns, the first a ‘+’ column, the second a ‘-’ column.

Now, use one row to record the financial transaction for one event. The definition of an event is, of course, flexible.

For each event, for each person who pays enter the amount they paid in their ‘+’ column. For all those who should have paid enter the appropriate amount in their ‘-’ column.

The total cost of the event should equal the total of all the ‘+’ entries, which should also equal the total of all the ‘-’ entries!

To get a “bottom line” number for each person to settle the account at the end, simply total up each column. Take the difference between the ‘+’ and ‘-’ columns for each person and that’s what s/he owes/is owed.

The ultimate in flexibility, auditability, and transparency. Do this in Excel and one can use formulas in the cells to calculate a number.

Take Hotel1 in Dick’s example. Suppose TO and FS had split the bill. Then, the entries for the row corresponding to Hotel1 would look like:

Total amount $600
TO + $300
FS + $300
BD – $133.33
TO – $233.33
FS – $233.33

Now, suppose the deal was that TO would cover BD’s share while FS would pay just his own share. The entry would now be:

Total amount $600
TO + $366.67
FS + $233.33
BD – $133.33
TO – $233.33
FS – $233.33

The above model would satisfy not only GAAP but even SOX! “Linearize” the above and get a system consistent with a relational database model.

Second point: This formula is neither large nor complex. I generally agree with your points about helper columns and large, complex formulas, but I don’t think those criticisms apply here.

Just watch what happens when next time you forget to add the ; at the end of a data cell.

I agree wholeheartedly. I really admire the creators of very, very clever –SUMPRODUCT formulas, but I’d never give one as a solution to casual Excel users, even if I could . My past responsibility for certifying spreadsheet solutions also gave me a preference for intermediate results; so much easier to validate.

Niek