The dangers of Excel: Why collecting data with Excel becomes a problem

In 1985, Microsoft Excel was introduced for the Apple Macintosh - almost 40 years later, the spreadsheet programme is one of the most important office tools of every company. The range of functions is enormous and, because it is quick and easy to use, it enjoys great popularity among users. However, Excel also tempts people to use it everywhere possible - regardless of whether better alternatives have already been created for it..

Versino Financial Suite for SAP Business One Finance

Evaluations, analyses and calculations? Excel go!

However, with Excel Hours recorded from projects, orders, purchase orders or sales data are collected. But why does this become problematic?

Working with Excel becomes a problem, for example, when an Excel template is given to several employees for data collection. Each of these employees can change the Excel spreadsheet as desired. For example, they can add or delete columns, rows or sheets. When these data are then brought together, it takes a lot of time to bring the respective adjustments to Excel back into a unit.

From an Excel file, many

Another problem occurs when an Excel sheet is edited by several people in succession. The sheet is distributed by e-mail and can then be sent on as desired. Due to the distribution, it is unclear which is the current version. This means that incorrect sheets are quickly forwarded and processed.

To avoid this problem, it is possible for all employees to edit one and the same Excel spreadsheet. However, simultaneous access is not possible. This is still very easy with personal Excel sheets, as they are only passed on to one or two other people at most. This makes it easy to maintain an overview and to adjust any deviations.

Better with suitable systems

However, it is much easier to handle all data management via a suitable system. ERP, CRM or DMS software provides the ideal basis for collecting data on a single basis. Adjustments or changes are automatically synchronised. Likewise, the search for corresponding data is facilitated, because every user of the system has access to the data he or she needs. This makes data management simple, efficient and avoids errors.

Better on a uniform data basis

In contrast, the work process with Excel is not only very time-intensive, but any process security is also lost. With evaluations or Calculationsbased on such unclear and inconsistent data, it is no longer possible to work in spite of Excel. What initially appears to be simple use can lead to an uncontrollable accumulation of Excel files. The productivity of the work is lowered and errors are provoked.