I am trying to add a few totals (sums and counts) using the wizard to an Access report. When I add them to the report and try to view the report, the report fails. Without the totals the report will display. The only thing I can figure that may be a factor is that the query being run to populate the report takes a bit to execute. The query runs a series of other queries which takes longer than normal to generate the report.
ETA: Thank you dmoody007 for your help in rooting out the problem and confirming my suspicions.
The question is a little vague. Any of these can either display errors or cause the report to not run.
Use Control Name in detail section of report for totals field (example: Name is Overtime so total of overtime should appear like =Sum([OverTime]))
Be careful not to name your controls the same. Detail control can be named Overtime. Your total of overtime should NOT be named overtime as well. Name it like Tot_OverTime otherwise you could end up with a circular reference.
If counting a text field, know that null fields are an issue. Suggest counting identity seeds or fields you know always have a value.
Make sure each control in detail you plan to sum, is formatted for numbers. If you look at the control property, format should be a number and you can assign decimal places. If not, you need to check your query or source table to ensure field is properly assigned a format.
One good tip. Add one field to total at a time. A little tedious but ensures one works before adding the next. Always recommend this to newbies until they get real comfortable making reports. Easier to debug.
Good Luck.
Related
I'm currently in the process of coding a summary report in Access XP for a client and while for the most part I've gotten 99% of the fields to match correctly with the original report (created in Corel Paradox 4.0), I'm having an issue with a sum field where despite using the same set of data, I'm getting invalid answers.
For example, in one table, the sum of the fee field comes to 9,050 in the Paradox report. In Access, the table containing the data also comes to that same amount. Despite this, when I enter the expression in my Summary report, Access will always display the total as 9,005.
I've been trying to use the NZ function to cancel any nulls, however that hasn't helped. Changing the number format to currency, general, and other formats also hasn't been helping.
Any assistance/insights are greatly appreciated.
EDIT: As requested below are some of the expressions from my Access report. Everything up till now has strictly been Access code, but as I have SQL experience, I am open to implementing that type of code if needed (it actually has been on my mind for a bit)
=nz(Sum([Fee]))
Calculates just the total fees
=nz(Sum([Room & Meals]))+(nz(Sum([Commutter & Meals])))+(nz(Sum([Fee])))
This we use to calculate the grand total. It also comes out identical to the fee total for my dummy data since the first two fields don't have any totals added to them.
Not sure this will help, but you need to break this down to trouble-shoot.
Capture the detail data from this report and compare to the Corel Paradox data. Don't just test the totals. Maybe you can put them in Excel.
Break out the three fields individually and sum those: Sum([Room & Meals, Sum([Commutter & Meals, Sum([Fee]). Don't format. Manually add them together to test.
Are these integers or is there some rounding going on?
Are the text boxes on the report large enough to display the entire number?
1 may show you're comparing apples to oranges.
I'm currently in the process of creating an extensive Access report (~50 calculated fields) for a client and while I've gotten 99% of the report down, I'm having trouble handling the Sum and Count logic on the report.
In a nutshell, the report is intended to list the attendees at an event, tally up the number of attendees at each track/course, and also list any outstanding dues which will be paid at the door. In addition, and this is where I'm having trouble, the report also shows the revenue from each track/course along with a breakdown of the revenue from commuters vs. people staying overnight.
At the moment, all of the formulas follow fairly similar structures so despite having 50 fields, 99% of those are simply adjusting the fields to fit the relevant variables.
For the report now with revenue, my issue is that although I have the fee data specified in the data tables, Microsoft Access keeps zeroing out the calculations rather than displaying the total on the fly.
Here's two of the formals I'm using:
=((Count([W1]))*[Fee Charged W1])
=Sum([Room & Meals])
Earlier today I think I pinpointed the problem to the fact that Microsoft Access is showing the report essentially per individual rather than displaying one report for the entire dataset. I've confirmed this because I manually checked the data and noticed some fields had null values which explained the null tallies.
My question now is whether there is a way to assign a default value for variables in reports so that the report cancels out any invalid data in the database table? I imagine using VBA would help, but I have little experience in that realm.
Thanks very much in advance for any assistance
Just found the solution which was right under my nose the entire time. I just had to configure the fields to use a Running Sum (also called a Cumulative Total).
The answer came right from a page in the Microsoft Office Website: http://office.microsoft.com/en-us/access-help/summing-in-reports-HA001122444.aspx
I have a report which lists 2 fields namely appointments and absences. Now what I want is that after building the report, I want to get the difference between these 2 counts. Is that possible?
thanks!
If your report has two fields on it, Appointments and Absences, and they are named the same, create an unbound control and assign its ControlSource to be this:
=[Appointments]-[Absences]
Now, I wouldn't really recommend using that, since it's likely that the controls and the fields they are bound to have the same name. I'd rename the control that is bound to Appointments as txtAppointments and the one bound to Absences as txtAbsences, and the calculation would then be [txtAppointments]-[txtAbsences].
Now, keep in mind that this assumes that neither field is ever Null. If it is, you probably want this, instead:
=Nz([txtAppointments], 0)-Nz([txtAbsences], 0)
Try and see if it works!
In a report model I have some entities which have attributes which are integers (set to integer datatype) but should not be summed or aggregated in any way.
For examples ID's.
But when I create reports with the wizard, sometimes the report builder will try to sum the values even though it doesn't make sense to sum ID's.
For example let's say I have a list of cars sold in a month. In january I've sold 2 cars, one with the ID 101 and one with the ID 210. In report builder I will then - when using the wizard - get the number 311 for the summed values. I can remove it afterwards, but I would like this to not happen at all (since the end-users will be confused)
I need a way to say to the report model: This is an integer, but it is not really a number you should sum up
Well the wizard isn't perfect as you've found out. It does it's best in trying to figure out what to do. All that you can really do is remove =Sum(carID.value, "datasetname") when it automatically puts it there. Or if you don't need to sum anything at all delete the footer of the table. A workaround perhaps would be to do a Convert in your SQL to make your ID's a varchar.
If you drag an integer field onto the table it generates a sum by default. This is not always what you want - e.g. when the field is an Id or a status code that is the same for all rows shown.
Right-click the "<<Expr>>" and bring up the "Expression..." dialog. Replace "Sum" with "First" - e.g. =Sum(carID.value, "datasetname") becomes =First(carID.value, "datasetname") If the values are the same in all rows, then the first value will do. If not, there are also other functions like Last, Min, Max.
This is a bit of a kludge, but it works for me. I used my text editor to edit the RDL (XML) file and replace "Sum(" with "", then searched (carefully) for the ")" and replaced with "". I only replaced this inside of the ... Reopen in report builder without issues.
I want to group by a report item, but that's not allowed.
So I tried creating a parameter...not allowed as well.
Tried referencing from footer...failed again.
This is somewhat complicated.
Let me explain:
I have textbox22, it's value is:
=Code.Calc_Factor(Fields!xx.Value, fields!yy.Value...)
This is embedded VB code in the report that's called for each row to calculate a standard factor.
Now to calculate the deviation from the standard factor, I use textbox89, whose value is:
=(Fields!FACTOR.Value - ReportItems!textbox22.Value)/ReportItems!textbox22.Value
Don't get confused between Fields!FACTOR.Value and textbox22.Value, they are different.
Fields!FACTOR.Value is the factor used, textbox22.Value is what it should be (standard factor).
Now I want to create a group which splits deviations into 2 groups, > 1% or not.
So I tried creating a group:
=IIF(ReportItems!textbox89.Value > 1,0,1)
...But then SSRS complains about using report items.
I have run into a similar problem of using report items in the past, but this is a new case!
Any help greatly appreciated.
Have you tried adding a calculated field to your dataset?
Here is how it works:
While you are in the layout view of the report, open "datasets" tool window(in my environment it is on the left).
Right click on the DataSet you are working with and add a field, you can use a calculated field, and build your formula appropriately
Then you should be able to group on this field
-Dan
I'm not 100% that someone won't have some magic solution for this but I have run across similar problems myself in the past. I believe (but could be wrong) the problem Reporting Services is having is that it only renders once and what you're asking it to do is render the data before rendering the grouping which it doesn't do.
The only way I have ever been able to produce the exact results I need is to make the data rendering happen exclusively in the SQL (through the use of table variables usually) and then use Reporting Services merely as a display platform. This will require that your factoring algorithm gets expressed in the T-SQL within the stored procedure you will likely have to write to get the data in shape. This would appear to be the only way to achieve your end result.
This has the bonus feature of separating report design and presentation from data manipulation.
Sorry I couldn't provide a SSRS solution, maybe someone else will know more.