Access Query Count Records in Another Table without Requery? - ms-access

Question

I'm trying to make a report where I need to know the the count of items from another table like this
+----------+--------+--------------------------------------------+
| Sale No. | Widget | Total Sold |
+----------+--------+--------------------------------------------+
| 123 | foo | Dcount(another table where widget = "foo") |
| 456 | bar | Dcount(another table where widget = "bar") |
+----------+--------+--------------------------------------------+
.
SELECT [Sale No.]
, Widget
, Dcount("SELECT foo from whatever where widget = " & widget) as [Total Sold]
FROM sometable
Unfortunately this queries the database for every record, for such a report that must be run daily this isn't really efficient.
Is there a way to query this once, and either through VBA or some SQL I don't know to hold the query in memory or the counts of each unique item. Basically query the other table just the one time instead of N times.
Here's a more accurate table that reflects my data closer
+----------+------------+---------+------------------+
| Employee | Department | Policy | Review Requested |
+----------+------------+---------+------------------+
| 123 | Sales | PlanABC | TRUE |
| 456 | Sales | PlanABC | TRUE |
| 789 | Accounting | PlanXYZ | FALSE |
| 101112 | Accounting | PlanXYZ | TRUE |
| 131415 | Sales | PlanXYZ | FALSE |
| 161718 | Admin | PlanJKL | TRUE |
+----------+------------+---------+------------------+
And the result I'm going for
+------------+----------+---------+----------------------+
| Department | Employee | Policy | Count of All Polices |
+------------+----------+---------+----------------------+
| Sales | 123 | PlanABC | 2 |
| Sales | 456 | PlanABC | 2 |
| Accounting | 101112 | PlanXYZ | 3 |
| Admin | 161718 | PlanJKL | 1 |
+------------+----------+---------+----------------------+

Answer 1

If your table is set up as below:
| Sale No | Widget |
|---------|--------|
| 1 | Foo |
| 2 | Bar |
| 3 | Foo |
| 4 | Foo |
| 5 | Bar |
| 6 | Foo |
| 7 | Foo |
| 8 | Bar |
| 9 | Bar |
| 10 | Foo |
You can't include the Sale No as it will group the values on that.
SELECT Widget
, COUNT(Widget) AS [Total Sold]
FROM sometable
GROUP BY Widget
Just adding the Widgets and grouping on them will return:
| Widget | Total Sold |
|--------|------------|
| Bar | 4 |
| Foo | 6 |
If, on the other hand, your Sale No field is duplicated then you can get a count per Sale No.
| Sale No | Widget |
|---------|--------|
| 1 | Foo |
| 1 | Bar |
| 5 | Foo |
| 5 | Foo |
| 5 | Bar |
| 7 | Foo |
| 7 | Foo |
| 7 | Bar |
| 7 | Bar |
| 10 | Foo |
Here the Sale No is added and the query is grouped by all fields that are not being aggregated.
SELECT [Sale No]
, Widget
, COUNT(Widget) As [Total Sold]
FROM sometable
GROUP BY [Sale No]
, Widget
This would return this table:
| Sale No | Widget | Total Sold |
|---------|--------|------------|
| 1 | Bar | 1 |
| 1 | Foo | 1 |
| 5 | Bar | 1 |
| 5 | Foo | 2 |
| 7 | Bar | 2 |
| 7 | Foo | 2 |
| 10 | Foo | 1 |
Edit:
Based on the provided table this SQL should give the correct result:
SELECT T1.Department
, T1.Employee
, T1.Policy
, COUNT(T2.Policy)
FROM sometable T1 INNER JOIN sometable T2 ON T1.Policy = T2.Policy
GROUP BY T1.Department
, T1.Employee
, T1.Policy
Resulting table:
| Department | Employee | Policy | Expr1003 |
|------------|----------|---------|----------|
| Accounting | 789 | PlanXYZ | 3 |
| Accounting | 101112 | PLanXYZ | 3 |
| Admin | 161718 | PLanJKL | 1 |
| Sales | 123 | PlanABC | 1 |
| Sales | 456 | PalnABC | 1 |
| Sales | 131415 | PlanXYZ | 3 |