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Access as financial reporting tool

Discussion in 'Information Technology' started by Micke J, Jul 28, 2006.

  1. Micke J

    Micke J
    Expand Collapse
    Guest

    We would like to set up Access as our reporting tool in the absence of good
    reporting from our financial system.

    In the P&L report we need to see month actual, month budget, month budget
    variance and the same for YTD (AC, BU and BU var.) We have different
    departments: new units, used units, workshop, service, hire, parts and admin.
    We also have different branches: Sydney, Melbourne etc...

    We also need to look at sub totals like gross margin, contribution, etc,
    i.e. normal subtotals in a P&L.

    At the moment we can generate a trial balance file with all the information
    above, and we've created tables for department, branch, account, and also for
    the separate month values linked to the above.

    a) how do I build my P&L? I've started off with a query but got stuck since
    I need subtotals...

    b) what is the best set up in this scenario, maybe we've started off on the
    wrong foot?

    Thankful for replies,
     
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  3. Pieter Wijnen

    Pieter Wijnen
    Expand Collapse
    Guest

    You can't have subtotals in a query (well, you shouldn't), you can however
    have subtotals in a report.
    Assuming you want a subtotal for a field Called "Amount"
    Add a Hidden Control to the forms Detail section & call it RAmount
    (ControlSource: Amount) & set it's Running Sum Property to 'Over Group'
    In The Group Footer For Department Add A Control DeptAmount (ControlSource:
    RAmount)

    HTH

    Pieter

    "Micke J" <Micke J@discussions.microsoft.com> wrote in message
    news:9A3EE5D6-E351-45B9-9052-718C311725E1@microsoft.com...
    > We would like to set up Access as our reporting tool in the absence of
    > good
    > reporting from our financial system.
    >
    > In the P&L report we need to see month actual, month budget, month budget
    > variance and the same for YTD (AC, BU and BU var.) We have different
    > departments: new units, used units, workshop, service, hire, parts and
    > admin.
    > We also have different branches: Sydney, Melbourne etc...
    >
    > We also need to look at sub totals like gross margin, contribution, etc,
    > i.e. normal subtotals in a P&L.
    >
    > At the moment we can generate a trial balance file with all the
    > information
    > above, and we've created tables for department, branch, account, and also
    > for
    > the separate month values linked to the above.
    >
    > a) how do I build my P&L? I've started off with a query but got stuck
    > since
    > I need subtotals...
    >
    > b) what is the best set up in this scenario, maybe we've started off on
    > the
    > wrong foot?
    >
    > Thankful for replies,
    >
     
  4. Pieter Wijnen

    Pieter Wijnen
    Expand Collapse
    Guest

    You can't have subtotals in a query (well, you shouldn't), you can however
    have subtotals in a report.
    Assuming you want a subtotal for a field Called "Amount"
    Add a Hidden Control to the forms Detail section & call it RAmount
    (ControlSource: Amount) & set it's Running Sum Property to 'Over Group'
    In The Group Footer For Department Add A Control DeptAmount (ControlSource:
    RAmount)

    HTH

    Pieter

    "Micke J" <Micke J@discussions.microsoft.com> wrote in message
    news:9A3EE5D6-E351-45B9-9052-718C311725E1@microsoft.com...
    > We would like to set up Access as our reporting tool in the absence of
    > good
    > reporting from our financial system.
    >
    > In the P&L report we need to see month actual, month budget, month budget
    > variance and the same for YTD (AC, BU and BU var.) We have different
    > departments: new units, used units, workshop, service, hire, parts and
    > admin.
    > We also have different branches: Sydney, Melbourne etc...
    >
    > We also need to look at sub totals like gross margin, contribution, etc,
    > i.e. normal subtotals in a P&L.
    >
    > At the moment we can generate a trial balance file with all the
    > information
    > above, and we've created tables for department, branch, account, and also
    > for
    > the separate month values linked to the above.
    >
    > a) how do I build my P&L? I've started off with a query but got stuck
    > since
    > I need subtotals...
    >
    > b) what is the best set up in this scenario, maybe we've started off on
    > the
    > wrong foot?
    >
    > Thankful for replies,
    >




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  5. Micke J

    Micke J
    Expand Collapse
    Guest

    Thanks Pieter,

    In reports can I have many subtotals, since I'm looking at approx. 10
    subtotals in our current Excel format?

    Cheers,




    "Pieter Wijnen" wrote:

    > You can't have subtotals in a query (well, you shouldn't), you can however
    > have subtotals in a report.
    > Assuming you want a subtotal for a field Called "Amount"
    > Add a Hidden Control to the forms Detail section & call it RAmount
    > (ControlSource: Amount) & set it's Running Sum Property to 'Over Group'
    > In The Group Footer For Department Add A Control DeptAmount (ControlSource:
    > RAmount)
    >
    > HTH
    >
    > Pieter
    >
    > "Micke J" <Micke J@discussions.microsoft.com> wrote in message
    > news:9A3EE5D6-E351-45B9-9052-718C311725E1@microsoft.com...
    > > We would like to set up Access as our reporting tool in the absence of
    > > good
    > > reporting from our financial system.
    > >
    > > In the P&L report we need to see month actual, month budget, month budget
    > > variance and the same for YTD (AC, BU and BU var.) We have different
    > > departments: new units, used units, workshop, service, hire, parts and
    > > admin.
    > > We also have different branches: Sydney, Melbourne etc...
    > >
    > > We also need to look at sub totals like gross margin, contribution, etc,
    > > i.e. normal subtotals in a P&L.
    > >
    > > At the moment we can generate a trial balance file with all the
    > > information
    > > above, and we've created tables for department, branch, account, and also
    > > for
    > > the separate month values linked to the above.
    > >
    > > a) how do I build my P&L? I've started off with a query but got stuck
    > > since
    > > I need subtotals...
    > >
    > > b) what is the best set up in this scenario, maybe we've started off on
    > > the
    > > wrong foot?
    > >
    > > Thankful for replies,
    > >

    >
    >
    >
     
  6. Pieter Wijnen

    Pieter Wijnen
    Expand Collapse
    Guest

    Yes, by repeating the same approach for each group level

    Good luck

    Pieter

    "Micke J" <MickeJ@discussions.microsoft.com> wrote in message
    news:CF7D82E9-8E0C-49F0-AC46-AD9A7A1B64D6@microsoft.com...
    > Thanks Pieter,
    >
    > In reports can I have many subtotals, since I'm looking at approx. 10
    > subtotals in our current Excel format?
    >
    > Cheers,
    >
    >
    >
    >
    > "Pieter Wijnen" wrote:
    >
    >> You can't have subtotals in a query (well, you shouldn't), you can
    >> however
    >> have subtotals in a report.
    >> Assuming you want a subtotal for a field Called "Amount"
    >> Add a Hidden Control to the forms Detail section & call it RAmount
    >> (ControlSource: Amount) & set it's Running Sum Property to 'Over Group'
    >> In The Group Footer For Department Add A Control DeptAmount
    >> (ControlSource:
    >> RAmount)
    >>
    >> HTH
    >>
    >> Pieter
    >>
    >> "Micke J" <Micke J@discussions.microsoft.com> wrote in message
    >> news:9A3EE5D6-E351-45B9-9052-718C311725E1@microsoft.com...
    >> > We would like to set up Access as our reporting tool in the absence of
    >> > good
    >> > reporting from our financial system.
    >> >
    >> > In the P&L report we need to see month actual, month budget, month
    >> > budget
    >> > variance and the same for YTD (AC, BU and BU var.) We have different
    >> > departments: new units, used units, workshop, service, hire, parts and
    >> > admin.
    >> > We also have different branches: Sydney, Melbourne etc...
    >> >
    >> > We also need to look at sub totals like gross margin, contribution,
    >> > etc,
    >> > i.e. normal subtotals in a P&L.
    >> >
    >> > At the moment we can generate a trial balance file with all the
    >> > information
    >> > above, and we've created tables for department, branch, account, and
    >> > also
    >> > for
    >> > the separate month values linked to the above.
    >> >
    >> > a) how do I build my P&L? I've started off with a query but got stuck
    >> > since
    >> > I need subtotals...
    >> >
    >> > b) what is the best set up in this scenario, maybe we've started off on
    >> > the
    >> > wrong foot?
    >> >
    >> > Thankful for replies,
    >> >

    >>
    >>
    >>
     
  7. Pieter Wijnen

    Pieter Wijnen
    Expand Collapse
    Guest

    Yes, by repeating the same approach for each group level

    Good luck

    Pieter

    "Micke J" <MickeJ@discussions.microsoft.com> wrote in message
    news:CF7D82E9-8E0C-49F0-AC46-AD9A7A1B64D6@microsoft.com...
    > Thanks Pieter,
    >
    > In reports can I have many subtotals, since I'm looking at approx. 10
    > subtotals in our current Excel format?
    >
    > Cheers,
    >
    >
    >
    >
    > "Pieter Wijnen" wrote:
    >
    >> You can't have subtotals in a query (well, you shouldn't), you can
    >> however
    >> have subtotals in a report.
    >> Assuming you want a subtotal for a field Called "Amount"
    >> Add a Hidden Control to the forms Detail section & call it RAmount
    >> (ControlSource: Amount) & set it's Running Sum Property to 'Over Group'
    >> In The Group Footer For Department Add A Control DeptAmount
    >> (ControlSource:
    >> RAmount)
    >>
    >> HTH
    >>
    >> Pieter
    >>
    >> "Micke J" <Micke J@discussions.microsoft.com> wrote in message
    >> news:9A3EE5D6-E351-45B9-9052-718C311725E1@microsoft.com...
    >> > We would like to set up Access as our reporting tool in the absence of
    >> > good
    >> > reporting from our financial system.
    >> >
    >> > In the P&L report we need to see month actual, month budget, month
    >> > budget
    >> > variance and the same for YTD (AC, BU and BU var.) We have different
    >> > departments: new units, used units, workshop, service, hire, parts and
    >> > admin.
    >> > We also have different branches: Sydney, Melbourne etc...
    >> >
    >> > We also need to look at sub totals like gross margin, contribution,
    >> > etc,
    >> > i.e. normal subtotals in a P&L.
    >> >
    >> > At the moment we can generate a trial balance file with all the
    >> > information
    >> > above, and we've created tables for department, branch, account, and
    >> > also
    >> > for
    >> > the separate month values linked to the above.
    >> >
    >> > a) how do I build my P&L? I've started off with a query but got stuck
    >> > since
    >> > I need subtotals...
    >> >
    >> > b) what is the best set up in this scenario, maybe we've started off on
    >> > the
    >> > wrong foot?
    >> >
    >> > Thankful for replies,
    >> >

    >>
    >>
    >>




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