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Placement of calculated fields in a report

Discussion in 'Information Technology' started by Shaun Rucker, Jul 28, 2006.

  1. Shaun Rucker

    Shaun Rucker
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    Guest

    I am trying to design a report that shows the dollar amounts of write offs
    approved by individuals in particular departments.
    Ex.

    Dept. Authorized Total
    Admin Dana $192.00
    Lyzz $265.00

    My problem is, I need to also add in a total for the department; I want to
    see:

    Dept. Authorized Total
    Admin Dana $192.00
    Lyzz $265.00
    Dept Total $457.00

    However, when adding in the calculated field "Dept Total", I have to place
    it in the header for the "Dept" field (in design view). If I move the field
    anywhere else, I get the wrong totals. This makes it appear like this:

    Dept Total $457.00
    Dept. Authorized Total
    Admin Dana $192.00
    Lyzz $265.00

    I have gotten this data to display as a pivot table by creating a form
    instead of a report; however I cannot figure out how to format the pivot
    table the way I need it to look. This report has to go to upper-level
    management, so I want it to look pretty.
     
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  3. Wolfgang Kais

    Wolfgang Kais
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    Guest

    Hello Shaun.

    Shaun Rucker wrote:
    >I am trying to design a report that shows the dollar amounts of
    > write offs approved by individuals in particular departments.
    > Ex.
    >
    > Dept. Authorized Total
    > Admin Dana $192.00
    > Lyzz $265.00
    >
    > My problem is, I need to also add in a total for the department;
    > I want to see:
    >
    > Dept. Authorized Total
    > Admin Dana $192.00
    > Lyzz $265.00
    > Dept Total $457.00
    >
    > However, when adding in the calculated field "Dept Total", I have to
    > place it in the header for the "Dept" field (in design view). If I move
    > the field anywhere else, I get the wrong totals.
    > This makes it appear like this:
    >
    > Dept Total $457.00
    > Dept. Authorized Total
    > Admin Dana $192.00
    > Lyzz $265.00
    >
    > I have gotten this data to display as a pivot table by creating a
    > form instead of a report; however I cannot figure out how to
    > format the pivot table the way I need it to look.
    > This report has to go to upper-level management, so I want
    > it to look pretty.


    You don't have to use a PivotTable. Place the textbox in the
    Dept - Footer section. If this section does not appear in design view,
    click "sorting and grouping", select the Dept field in the list and
    change the properties to also display a footer section.

    --
    Regards,
    Wolfgang
     
  4. Shaun Rucker

    Shaun Rucker
    Expand Collapse
    Guest

    Thanks Wolfgang, that worked perfectly!!

    I took a class on Access in school, but haven't touched it since (about 6
    years ago), so I'm re-learning basically.

    Thanks again,
    Shaun

    "Wolfgang Kais" wrote:

    > Hello Shaun.
    >
    > Shaun Rucker wrote:
    > >I am trying to design a report that shows the dollar amounts of
    > > write offs approved by individuals in particular departments.
    > > Ex.
    > >
    > > Dept. Authorized Total
    > > Admin Dana $192.00
    > > Lyzz $265.00
    > >
    > > My problem is, I need to also add in a total for the department;
    > > I want to see:
    > >
    > > Dept. Authorized Total
    > > Admin Dana $192.00
    > > Lyzz $265.00
    > > Dept Total $457.00
    > >
    > > However, when adding in the calculated field "Dept Total", I have to
    > > place it in the header for the "Dept" field (in design view). If I move
    > > the field anywhere else, I get the wrong totals.
    > > This makes it appear like this:
    > >
    > > Dept Total $457.00
    > > Dept. Authorized Total
    > > Admin Dana $192.00
    > > Lyzz $265.00
    > >
    > > I have gotten this data to display as a pivot table by creating a
    > > form instead of a report; however I cannot figure out how to
    > > format the pivot table the way I need it to look.
    > > This report has to go to upper-level management, so I want
    > > it to look pretty.

    >
    > You don't have to use a PivotTable. Place the textbox in the
    > Dept - Footer section. If this section does not appear in design view,
    > click "sorting and grouping", select the Dept field in the list and
    > change the properties to also display a footer section.
    >
    > --
    > Regards,
    > Wolfgang
    >
    >
    >
     
  5. Larry Daugherty

    Larry Daugherty
    Expand Collapse
    Guest

    Group on the Department.. Put the Department name in its header,
    include the details as you already have them and put the department
    total in the department footer.

    HTH
    --
    -Larry-
    --

    "Shaun Rucker" <ShaunRucker@discussions.microsoft.com> wrote in
    message news:6E809641-B14E-4C09-822A-4898195AACDE@microsoft.com...
    > I am trying to design a report that shows the dollar amounts of

    write offs
    > approved by individuals in particular departments.
    > Ex.
    >
    > Dept. Authorized Total
    > Admin Dana $192.00
    > Lyzz $265.00
    >
    > My problem is, I need to also add in a total for the department; I

    want to
    > see:
    >
    > Dept. Authorized Total
    > Admin Dana $192.00
    > Lyzz $265.00
    > Dept Total $457.00
    >
    > However, when adding in the calculated field "Dept Total", I have to

    place
    > it in the header for the "Dept" field (in design view). If I move

    the field
    > anywhere else, I get the wrong totals. This makes it appear like

    this:
    >
    > Dept Total $457.00
    > Dept. Authorized Total
    > Admin Dana $192.00
    > Lyzz $265.00
    >
    > I have gotten this data to display as a pivot table by creating a

    form
    > instead of a report; however I cannot figure out how to format the

    pivot
    > table the way I need it to look. This report has to go to

    upper-level
    > management, so I want it to look pretty.
     
  6. Shaun Rucker

    Shaun Rucker
    Expand Collapse
    Guest

    "Larry Daugherty" wrote:

    > Group on the Department.. Put the Department name in its header,
    > include the details as you already have them and put the department
    > total in the department footer.
    >
    > HTH
    > --
    > -Larry-
    > --
    >
    > "Shaun Rucker" <ShaunRucker@discussions.microsoft.com> wrote in
    > message news:6E809641-B14E-4C09-822A-4898195AACDE@microsoft.com...
    > > I am trying to design a report that shows the dollar amounts of

    > write offs
    > > approved by individuals in particular departments.
    > > Ex.
    > >
    > > Dept. Authorized Total
    > > Admin Dana $192.00
    > > Lyzz $265.00
    > >
    > > My problem is, I need to also add in a total for the department; I

    > want to
    > > see:
    > >
    > > Dept. Authorized Total
    > > Admin Dana $192.00
    > > Lyzz $265.00
    > > Dept Total $457.00
    > >
    > > However, when adding in the calculated field "Dept Total", I have to

    > place
    > > it in the header for the "Dept" field (in design view). If I move

    > the field
    > > anywhere else, I get the wrong totals. This makes it appear like

    > this:
    > >
    > > Dept Total $457.00
    > > Dept. Authorized Total
    > > Admin Dana $192.00
    > > Lyzz $265.00
    > >
    > > I have gotten this data to display as a pivot table by creating a

    > form
    > > instead of a report; however I cannot figure out how to format the

    > pivot
    > > table the way I need it to look. This report has to go to

    > upper-level
    > > management, so I want it to look pretty.

    >


    Thanks for the help guys, now I have a similar problem that I cannot figure
    out. I got the report to look just as I wanted, but I have to add a total
    for each individual. I placed the total field on the footer for the
    "Authorized By" section and got the numbers to show, but I now have some
    formatting problems. This is how the report looks:

    Dept. Authorized Total
    Admin Dana $192.00
    $100.00
    $345.00
    Total $637
    Lyzz $265.00
    $1,458.00
    Total $1,723.00
    Dept Total $4,083.00

    However, I only want to see the total for each individual, not every record
    with their name on it. I want to see:

    Dept. Authorized Total
    Admin Dana $637
    Lyzz $1,723.00
    Dept Total $4,083.00

    If I remove the individual "Total" field, it still leaves a blank space for
    each individual total that that person authorized:

    Dept. Authorized Total
    Admin Dana


    Total $637
    Lyzz

    Total $1,723.00
    Dept Total $4,083.00
    Is this possible?
     
  7. Wolfgang Kais

    Wolfgang Kais
    Expand Collapse
    Guest

    Hello Shaun.

    Shaun Rucker wrote:
    > Thanks for the help guys, now I have a similar problem that I cannot
    > figure out. I got the report to look just as I wanted, but I have to
    > add a total for each individual. I placed the total field on the
    > footer for the "Authorized By" section and got the numbers to show,
    > but I now have some formatting problems. This is how the report
    > looks:
    >
    > Dept. Authorized Total
    > Admin Dana $192.00
    > $100.00
    > $345.00
    > Total $637.00
    > Lyzz $265.00
    > $1,458.00
    > Total $1,723.00
    > Dept Total $4,083.00
    >
    > However, I only want to see the total for each individual, not every
    > record with their name on it. I want to see:
    >
    > Dept. Authorized Total
    > Admin Dana $637.00
    > Lyzz $1,723.00
    > Dept Total $4,083.00
    >
    > If I remove the individual "Total" field, it still leaves a blank
    > space for each individual total that that person authorized:
    >
    > Dept. Authorized Total
    > Admin Dana
    >
    >
    > Total $637.00
    > Lyzz
    >
    > Total $1,723.00
    > Dept Total $4,083.00
    > Is this possible?


    Delete the label in the "Authorized By" footer, move the textboxes for
    "Dept." and "Authorized" from the detail section the "Authorized By"
    footer section , and set the "visible" property of the detail section to
    False.

    --
    Regards,
    Wolfgang
     

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