Not All the Rows from the Data source (excel) is showing up on the PowerBI Data pane

[roysubhasish]

Hi All,

I am practicing Power BI with the attached data source in an Excel file.

When I loaded it into Power BI, the "Budget Summary" table in the Data Pane is not displaying all the rows. I consulted ChatGPT for potential solutions and tried several approaches, such as setting the columns to "Do not summarize," but I still can't see all the rows from the Budget Summary tab.

Attachment(s):

1. The Screenshots of the Source Data file. Note: I do not see an option to attach an excel file on this screen. 
2. The screenshot of the issue.

Other screenshots from the Source Data file:

What am I planning to do with this dataset?
I intend to build a report and dashboard to create various insights.

1. Overall Budget Health (Card Visualization):

   • Add a Card visualization for the total approved budget and the remaining budget.
   • Create a KPI or Gauge to track remaining budget as a percentage of the approved budget.
   • Set up Conditional Formatting for the gauge:
     • If remaining budget >= 20% of the total, format as Green (On Track).
     • If remaining budget < 20%, format as Yellow (Alert).
     • If remaining budget is negative, format as Red (Overrun).

2. Actual Expenses by Vendor and Contractor (Bar Chart and Drill-Down):

   • Add a Stacked Bar Chart for expenses categorized by vendor and contractor.
   • Add drill-down functionality for contractor roles:
     • Set the hierarchy as Contractor > Role to allow drilling into role-specific expenses.
   • Customize tooltips to show total costs per role for additional insight.

3. Confidence Level for Budget Completion:

   • Add a Gauge Chart or Card to represent confidence in budget adherence.
   • Confidence Calculation: Use the remaining budget relative to historical spending rate.
   • Alternatively, add a Donut Chart to represent the confidence level (e.g., High, Medium, Low).

4. Configure Slicers for Interactivity

   • Add a Date Slicer if you need to dynamically view expenses at different points in time.
   • Category Slicer (Vendor/Contractor) to filter the expenses and show a focused view.

5. Finalize Formatting and Conditional Indicators

   1. Conditional Formatting:

      • Use color formatting on budget health KPIs to visually cue whether spending is within budget.
      • Apply color-coded thresholds (e.g., Green for within budget, Red for over budget) to make the report executive-friendly.

   2. Dashboard Layout:

      • Place budget health indicators prominently.
      • Show expenses in an interactive bar chart with drill-down options for contractors.
      • Highlight the confidence level chart alongside budget health for quick assessment.
6. Publish and Share the Report

If someone could guide me (or provide some hands-on help) on this learning journey, it would be greatly appreciated.

Regards,

Subhasish 

[Anonymous]

Hi @roysubhasish ,

1. This document gives a brief overview of how to create visualizations in reports, so you can take a brief look. Also, there are descriptions of other visual objects in this pane, all of which I think will be helpful to you.

Add visualizations to a Power BI report (part 1) - Power BI | Microsoft Learn

2.With conditional formatting for tables and matrixes in Power BI, you can specify customized cell colors, including color gradients, based on field values. You can also represent cell values with data bars or KPI icons, or as active web links. You can apply conditional formatting to any text or data field, as long as you base the formatting on a field that has numeric, color name or hex code, or web URL values.

Apply conditional table formatting in Power BI - Power BI | Microsoft Learn

3.When you publish a Power BI Desktop file to the Power BI service, you publish the data in the model to your Power BI workspace. The same is true for any reports you created in Report view. You’ll see a new semantic model with the same name and any reports in your Workspace navigator.

Publishing from Power BI Desktop has the same effect as using Get Data in Power BI to connect to and upload a Power BI Desktop file.

Publish from Power BI Desktop - Power BI | Microsoft Learn

If your Current Period does not refer to this, please clarify in a follow-up reply.

Best Regards,

Clara Gong

If there is any post helps, then please consider Accept it as the solution  to help the other members find it more quickly.

[roysubhasish]

Thank you @Anonymous for sharing this information. I would like to review this and see how it fits into my use case and if it works. 

[Pragati11]

HI @roysubhasish ,

The Data pane screenshot that you have shared is for showing the table and it's columns not the actual data.

To check the data for this table, see below:

1. Number 1 highlighted is the Data area where I see all the tables loaded to Power BI Desktop.

2. Number 2 highlighted will show the detailed data view with rows of data something like below:

In the above screenshot, I have selected Country table on the right and on the left I see all the rows within this table.

Hope this helps.

[roysubhasish]

Thank you @Pragati11 , for the feedback. I have changed the format of my data source a little bit and now it is populating all the rows, this is what the change now looks like but I am still facing some issues in other areas.
I would like to take some time and debug these and will consolidate all the issues that I am facing and report here so if you or someone from this community can guide me what I am doing wrong that would be very helpful.

[Anonymous]

Hi @roysubhasish ,

Very happy with your prompt feedback. If the problem you faced earlier has been solved, then you can mark the helpful answer as a solution.

Also, in order to better help you solve your problem, we recommend that you ask only one question per post so that we can help you more efficiently.

Best Regards,

Clara Gong

If there is any post helps, then please consider Accept it as the solution  to help the other members find it more quickly.