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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,
     
  2. Loading...


  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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