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Still Hoping for help with a Query problem



 
 
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  #1  
Old November 5th, 2004, 11:17 PM
Don Sealer
external usenet poster
 
Posts: n/a
Default Still Hoping for help with a Query problem

Anyone interested in helping please let me know. I did get a reply (below)
but unfortunately I don't understand it.
Still looking,
And thanks to all,
Don...........

Brett,
I'm not sure how to reply to your instructions. I replied to your post but
it came back as underliverable.
Here's my questions

Actually I meant 22 products but you're exactly right, one line for each
product and the qty for it. I already have a report that shows this data
but it doesn't include the date. So I've got a report that shows each
product on it's own line and shows the total quantities for each. Now I'd
like to be able to show this data in time periods.
I don't understand a whole lot of this. There are many features I've never
used in Access. I'd like to break this down one or two questions at a time
if you don't mind.
Questions:
You say "make sure you have Sorting & Grouping by Product in your report.
I'm not sure what you mean nor do I know how to do that. I can find Sorting
& Grouping on the View menu but I'm not sure how to use it or what you want
me to do with it.

Let's start with that. You're right , I do have lots of questions.
Thanks for your help,
Don........

Brett Collings [429338]" wrote in message
. ..
Don, where you say you want to "group" all 162 entries into just the 2
products, I think what you mean is that you want just one line for
each product and the Sum() of the Quantities and Defects. Is this
correct?

If it is, here is a quick suggestion. Make a copy og that Report so
that as we play with it, it doesn't matter if we break it. Once you
have that feeling of freedom, you'll be a little more adventurous.

- Make sure you have Sorting & Grouping by Product in your report
- open Group headers and footers (Menu-View-Grou....)
- put your controls in the detail section of the group band
- Name each control correctly with a simple Naming Convention prefix
like txt, num, dte, cbo (Report Design-Properties-Other-Name). The
Name of a control MUST be different from the ControlSource.
- in the Group footer add a new text box for each of the fields that
you want to total and make their controlSource things like
Sum(numDefects) or Count(txtDefects). Note that we are using the NAME
of the control in the detail band and NOT it's ControlSource.
- at this point I go to the trouble on NAMING each of these
calculation controls with the prefix "cal" and a descriptive name for
it. Once you get into code behind the form, unclear naming like
"Text442" really kills you.
- click the Details bar, go to it's Properties and mark it invisible

Preview the report and all you will see are the totals! The trick is
that the detail band information (the 162 records) must be there,
you've just made them invisible. Because you have set a grouping for
Product, you will get 22 bands displaying totals. Piece of cake huh


That's a quick and dirty ... there'll be a lot of tidying up and
you'll have more questions ... ask away

Brett



  #2  
Old November 6th, 2004, 07:13 AM
SteveS
external usenet poster
 
Posts: n/a
Default

Don,

I'm still not sure I understand what you are trying to do. Would you give
some sample data? So far I know you have 22 products and 30 columns but what
does the report look like?

Product Qty
Widget1 40
Widget2 10
Digit1 15
Digit2 50
Gidget1 33
..
..
..
Item22 13


Are there more columns in the report? I know you want the month/year in
there somewhere.

What version of access are you using? If you want to send me a cut down
version (maybe 500 lines in the table), I have A2K (or A97 is ok). See my
email below.

Questions:
You say "make sure you have Sorting & Grouping by Product in your report.
I'm not sure what you mean nor do I know how to do that. I can find Sorting
& Grouping on the View menu but I'm not sure how to use it or what you want
me to do with it.


Grouping is like having unlimited sub reports. Grouping adds more sections
to the report. You can sort within the grouping and each group has its own
header and footer. In the group header you can put the field that you are
grouping by and remove it from the Detail section.

Say you have a report that has two sub-reports: This month and last month.
Now your boss wants to see this all of this years data by month. You could
try and add 10 more sub-reports......well you could try. :0

Or you could get rid of the sub-reports and use grouping. You might have to
change the record source a little to get the month/year into separate fields
(in the query). Add a group section (header) for the month, put the month
field in the group header and the rest of the fields you want to se in the
detail section. Set the sorting (if you want) and your report is done!

If you wanted to see 5 years of data by year-month, the grouping would be 1)
Year field and 2) Month field. Put the year field in the first group header
and the month in the second group header. The Detail section gets the rest of
the fields you need in the report.

Try it on a *copy* of a report......


Steve
--------------------------------
"Veni, Vidi, Velcro"
(I came; I saw; I stuck around.)

sanfu at techie dot com replace the at and dot with the symbols & no spaces


"Don Sealer" wrote:

Anyone interested in helping please let me know. I did get a reply (below)
but unfortunately I don't understand it.
Still looking,
And thanks to all,
Don...........

Brett,
I'm not sure how to reply to your instructions. I replied to your post but
it came back as underliverable.
Here's my questions

Actually I meant 22 products but you're exactly right, one line for each
product and the qty for it. I already have a report that shows this data
but it doesn't include the date. So I've got a report that shows each
product on it's own line and shows the total quantities for each. Now I'd
like to be able to show this data in time periods.
I don't understand a whole lot of this. There are many features I've never
used in Access. I'd like to break this down one or two questions at a time
if you don't mind.
Questions:
You say "make sure you have Sorting & Grouping by Product in your report.
I'm not sure what you mean nor do I know how to do that. I can find Sorting
& Grouping on the View menu but I'm not sure how to use it or what you want
me to do with it.

Let's start with that. You're right , I do have lots of questions.
Thanks for your help,
Don........

  #3  
Old November 6th, 2004, 01:32 PM
Don Sealer
external usenet poster
 
Posts: n/a
Default

Steve,
Let's see if I can do this better than before.
I have 22 products that I track quantites built and defects for each product. So I have a report that has 22 rows (one for each product) and about 30 columns (one for each quantity or defect associated with the product). Kinda looks like this:
Product Qty Built Defect 1 Defect 2 Defect 3 Defect 4; etc
Product1 100 1 2 3 1
Product2 10 0 1 4 2
Product3 121 4 0 5 2
etc
I have a report that shows all of this and works very well. What I need to be able to do is show this report for time periods. For instance the month of October. When I do this, because there are multiple entries for each day, my report then has a row for each entry so instead of having a report showing 22 products, one row for each product, I have a report that might have a hundred rows, one for each entry. Product1 for instance may have 5 separate entries. Actually I don't need to show the time period on the report I just need to be able to show the data from specific time periods.
Does this explain it any better?
Hope so,
Thanks for your interest,
Don........



"SteveS" sanfu at techie dot com wrote in message ...
Don,

I'm still not sure I understand what you are trying to do. Would you give
some sample data? So far I know you have 22 products and 30 columns but what
does the report look like?

Product Qty
Widget1 40
Widget2 10
Digit1 15
Digit2 50
Gidget1 33
.
.
.
Item22 13


Are there more columns in the report? I know you want the month/year in
there somewhere.

What version of access are you using? If you want to send me a cut down
version (maybe 500 lines in the table), I have A2K (or A97 is ok). See my
email below.

Questions:
You say "make sure you have Sorting & Grouping by Product in your report.
I'm not sure what you mean nor do I know how to do that. I can find Sorting
& Grouping on the View menu but I'm not sure how to use it or what you want
me to do with it.


Grouping is like having unlimited sub reports. Grouping adds more sections
to the report. You can sort within the grouping and each group has its own
header and footer. In the group header you can put the field that you are
grouping by and remove it from the Detail section.

Say you have a report that has two sub-reports: This month and last month.
Now your boss wants to see this all of this years data by month. You could
try and add 10 more sub-reports......well you could try. :0

Or you could get rid of the sub-reports and use grouping. You might have to
change the record source a little to get the month/year into separate fields
(in the query). Add a group section (header) for the month, put the month
field in the group header and the rest of the fields you want to se in the
detail section. Set the sorting (if you want) and your report is done!

If you wanted to see 5 years of data by year-month, the grouping would be 1)
Year field and 2) Month field. Put the year field in the first group header
and the month in the second group header. The Detail section gets the rest of
the fields you need in the report.

Try it on a *copy* of a report......


Steve
--------------------------------
"Veni, Vidi, Velcro"
(I came; I saw; I stuck around.)

sanfu at techie dot com replace the at and dot with the symbols & no spaces


"Don Sealer" wrote:

Anyone interested in helping please let me know. I did get a reply (below)
but unfortunately I don't understand it.
Still looking,
And thanks to all,
Don...........

Brett,
I'm not sure how to reply to your instructions. I replied to your post but
it came back as underliverable.
Here's my questions

Actually I meant 22 products but you're exactly right, one line for each
product and the qty for it. I already have a report that shows this data
but it doesn't include the date. So I've got a report that shows each
product on it's own line and shows the total quantities for each. Now I'd
like to be able to show this data in time periods.
I don't understand a whole lot of this. There are many features I've never
used in Access. I'd like to break this down one or two questions at a time
if you don't mind.
Questions:
You say "make sure you have Sorting & Grouping by Product in your report.
I'm not sure what you mean nor do I know how to do that. I can find Sorting
& Grouping on the View menu but I'm not sure how to use it or what you want
me to do with it.

Let's start with that. You're right , I do have lots of questions.
Thanks for your help,
Don........

  #4  
Old November 6th, 2004, 03:23 PM
Will Sellers
external usenet poster
 
Posts: n/a
Default

Steve
You are 3/4's there. Assuming that you have a date field, just add the date field (month) as a group. the results would look something like this
October
product qty defect1 defect2
abc 10/01 12 1 2
abc 10/10 10 2 1
abc 10/20 5 1 1
xyz 10/12 20 0 1

Use a query to create a date (month) field
The query would contain
month product date qty defect1 defect2
Your report sort sequence would be month (group) sort product, date
You can also play with the grouping ....Month, Product ..to get sub totals by product

"Don Sealer" wrote in message news:dv3jd.1055$vH3.228@trndny06...
Steve,
Let's see if I can do this better than before.
I have 22 products that I track quantites built and defects for each product. So I have a report that has 22 rows (one for each product) and about 30 columns (one for each quantity or defect associated with the product). Kinda looks like this:
Product Qty Built Defect 1 Defect 2 Defect 3 Defect 4; etc
Product1 100 1 2 3 1
Product2 10 0 1 4 2
Product3 121 4 0 5 2
etc
I have a report that shows all of this and works very well. What I need to be able to do is show this report for time periods. For instance the month of October. When I do this, because there are multiple entries for each day, my report then has a row for each entry so instead of having a report showing 22 products, one row for each product, I have a report that might have a hundred rows, one for each entry. Product1 for instance may have 5 separate entries. Actually I don't need to show the time period on the report I just need to be able to show the data from specific time periods.
Does this explain it any better?
Hope so,
Thanks for your interest,
Don........



"SteveS" sanfu at techie dot com wrote in message ...
Don,

I'm still not sure I understand what you are trying to do. Would you give
some sample data? So far I know you have 22 products and 30 columns but what
does the report look like?

Product Qty
Widget1 40
Widget2 10
Digit1 15
Digit2 50
Gidget1 33
.
.
.
Item22 13


Are there more columns in the report? I know you want the month/year in
there somewhere.

What version of access are you using? If you want to send me a cut down
version (maybe 500 lines in the table), I have A2K (or A97 is ok). See my
email below.

Questions:
You say "make sure you have Sorting & Grouping by Product in your report.
I'm not sure what you mean nor do I know how to do that. I can find Sorting
& Grouping on the View menu but I'm not sure how to use it or what you want
me to do with it.


Grouping is like having unlimited sub reports. Grouping adds more sections
to the report. You can sort within the grouping and each group has its own
header and footer. In the group header you can put the field that you are
grouping by and remove it from the Detail section.

Say you have a report that has two sub-reports: This month and last month.
Now your boss wants to see this all of this years data by month. You could
try and add 10 more sub-reports......well you could try. :0

Or you could get rid of the sub-reports and use grouping. You might have to
change the record source a little to get the month/year into separate fields
(in the query). Add a group section (header) for the month, put the month
field in the group header and the rest of the fields you want to se in the
detail section. Set the sorting (if you want) and your report is done!

If you wanted to see 5 years of data by year-month, the grouping would be 1)
Year field and 2) Month field. Put the year field in the first group header
and the month in the second group header. The Detail section gets the rest of
the fields you need in the report.

Try it on a *copy* of a report......


Steve
--------------------------------
"Veni, Vidi, Velcro"
(I came; I saw; I stuck around.)

sanfu at techie dot com replace the at and dot with the symbols & no spaces


"Don Sealer" wrote:

Anyone interested in helping please let me know. I did get a reply (below)
but unfortunately I don't understand it.
Still looking,
And thanks to all,
Don...........

Brett,
I'm not sure how to reply to your instructions. I replied to your post but
it came back as underliverable.
Here's my questions

Actually I meant 22 products but you're exactly right, one line for each
product and the qty for it. I already have a report that shows this data
but it doesn't include the date. So I've got a report that shows each
product on it's own line and shows the total quantities for each. Now I'd
like to be able to show this data in time periods.
I don't understand a whole lot of this. There are many features I've never
used in Access. I'd like to break this down one or two questions at a time
if you don't mind.
Questions:
You say "make sure you have Sorting & Grouping by Product in your report.
I'm not sure what you mean nor do I know how to do that. I can find Sorting
& Grouping on the View menu but I'm not sure how to use it or what you want
me to do with it.

Let's start with that. You're right , I do have lots of questions.
Thanks for your help,
Don........

  #5  
Old November 6th, 2004, 04:11 PM
SteveS
external usenet poster
 
Posts: n/a
Default

Don,

Yes, I (think I) understand better. How was the explaination on "Grouping &
Sorting"?

IMPORTANT: Make sure you are working on a COPY of the database OR a copy
of the report and query!

OK, here goes........
The record source for the report is a Totals query, right? In design view of
the query, the "Totals" button in the toolbar is hi-lighted?
You need to add one more field to this query - the date field.
1) In an empty column of the grid, paste the next line, changing "TheDate"
to the name of your date field:

Period: Format([TheDate],"mm/yyyy")

2) On the design grid, leave the "Total" line to "Group By" for the date
column.

3) Save the query.

You ARE using a copy, RIGHT??? :-

4) Open the report in design view.

5) Open the Sorting & Grouping dialog box. (Menu/View/Sorting and Grouping)

6) Click in the first row under 'Field/Expression'

7) Select "Period".

8) Change 'Group Header' to YES (look below the grid)

9) Click on the second row under 'Field/Expression'

10) Select "Product"

11) Close the dialog box.

Almost done, hang in there...

Notice that there is now a section named "Period Header" above the Details
section.

12) Put a control (text box) in the Period Header section. Set the record
source for the control to "Period"

13) The rest of the fields (Product, Defect1, Defect2,..., Defect30) should
be in the Details section already.

Save the report. Open it. Is this what you want? Are the numbers right??


Steve
--------------------------------
"Veni, Vidi, Velcro"
(I came; I saw; I stuck around.)



"Don Sealer" wrote:

Steve,
Let's see if I can do this better than before.
I have 22 products that I track quantites built and defects for each product. So I have a report that has 22 rows (one for each product) and about 30 columns (one for each quantity or defect associated with the product). Kinda looks like this:
Product Qty Built Defect 1 Defect 2 Defect 3 Defect 4; etc
Product1 100 1 2 3 1
Product2 10 0 1 4 2
Product3 121 4 0 5 2
etc
I have a report that shows all of this and works very well. What I need to be able to do is show this report for time periods. For instance the month of October. When I do this, because there are multiple entries for each day, my report then has a row for each entry so instead of having a report showing 22 products, one row for each product, I have a report that might have a hundred rows, one for each entry. Product1 for instance may have 5 separate entries. Actually I don't need to show the time period on the report I just need to be able to show the data from specific time periods.
Does this explain it any better?
Hope so,
Thanks for your interest,
Don........



"SteveS" sanfu at techie dot com wrote in message ...
Don,

I'm still not sure I understand what you are trying to do. Would you give
some sample data? So far I know you have 22 products and 30 columns but what
does the report look like?

Product Qty
Widget1 40
Widget2 10
Digit1 15
Digit2 50
Gidget1 33
.
.
.
Item22 13


Are there more columns in the report? I know you want the month/year in
there somewhere.

What version of access are you using? If you want to send me a cut down
version (maybe 500 lines in the table), I have A2K (or A97 is ok). See my
email below.

Questions:
You say "make sure you have Sorting & Grouping by Product in your report.
I'm not sure what you mean nor do I know how to do that. I can find Sorting
& Grouping on the View menu but I'm not sure how to use it or what you want
me to do with it.


Grouping is like having unlimited sub reports. Grouping adds more sections
to the report. You can sort within the grouping and each group has its own
header and footer. In the group header you can put the field that you are
grouping by and remove it from the Detail section.

Say you have a report that has two sub-reports: This month and last month.
Now your boss wants to see this all of this years data by month. You could
try and add 10 more sub-reports......well you could try. :0

Or you could get rid of the sub-reports and use grouping. You might have to
change the record source a little to get the month/year into separate fields
(in the query). Add a group section (header) for the month, put the month
field in the group header and the rest of the fields you want to se in the
detail section. Set the sorting (if you want) and your report is done!

If you wanted to see 5 years of data by year-month, the grouping would be 1)
Year field and 2) Month field. Put the year field in the first group header
and the month in the second group header. The Detail section gets the rest of
the fields you need in the report.

Try it on a *copy* of a report......


Steve
--------------------------------
"Veni, Vidi, Velcro"
(I came; I saw; I stuck around.)

sanfu at techie dot com replace the at and dot with the symbols & no spaces


"Don Sealer" wrote:

Anyone interested in helping please let me know. I did get a reply (below)
but unfortunately I don't understand it.
Still looking,
And thanks to all,
Don...........

Brett,
I'm not sure how to reply to your instructions. I replied to your post but
it came back as underliverable.
Here's my questions

Actually I meant 22 products but you're exactly right, one line for each
product and the qty for it. I already have a report that shows this data
but it doesn't include the date. So I've got a report that shows each
product on it's own line and shows the total quantities for each. Now I'd
like to be able to show this data in time periods.
I don't understand a whole lot of this. There are many features I've never
used in Access. I'd like to break this down one or two questions at a time
if you don't mind.
Questions:
You say "make sure you have Sorting & Grouping by Product in your report.
I'm not sure what you mean nor do I know how to do that. I can find Sorting
& Grouping on the View menu but I'm not sure how to use it or what you want
me to do with it.

Let's start with that. You're right , I do have lots of questions.
Thanks for your help,
Don.......

  #6  
Old November 6th, 2004, 10:11 PM
Don Sealer
external usenet poster
 
Posts: n/a
Default

That's cool how that works, I think I'm learning something. Acutally it's
not what I was looking for. I also think I should add to my example.
Product Qty Built Defect 1 Defect 2 Defect 3 Defect

4; etc
Product1 100 1 2 3

1
Product2 10 0 1 4

2
Product3 121 4 0 5

2
etc

TOTALS 231 5 3 12
5
Your suggestion grouped everything by month (which may come in handy in the
future) but in doing so I lost the bottom line (TOTALS). I was really
hoping to be able to somehow, either by query or somewhere in the report,
select dates. In some cases it might be a particular month, in other cases
it might be a couple of months, still at another time it might only be a
week or a couple of days.
I'm not sure I'm making myself clear but if you don't mind responding I
certainly don't mind your help. Your last suggestion was very helpful, if
only for future reference.
Thanks again,
Don..........


"SteveS" sanfu at techie dot com wrote in message
...
Don,

Yes, I (think I) understand better. How was the explaination on "Grouping

&
Sorting"?

IMPORTANT: Make sure you are working on a COPY of the database OR a

copy
of the report and query!

OK, here goes........
The record source for the report is a Totals query, right? In design view

of
the query, the "Totals" button in the toolbar is hi-lighted?
You need to add one more field to this query - the date field.
1) In an empty column of the grid, paste the next line, changing "TheDate"
to the name of your date field:

Period: Format([TheDate],"mm/yyyy")

2) On the design grid, leave the "Total" line to "Group By" for the date
column.

3) Save the query.

You ARE using a copy, RIGHT??? :-

4) Open the report in design view.

5) Open the Sorting & Grouping dialog box. (Menu/View/Sorting and

Grouping)

6) Click in the first row under 'Field/Expression'

7) Select "Period".

8) Change 'Group Header' to YES (look below the grid)

9) Click on the second row under 'Field/Expression'

10) Select "Product"

11) Close the dialog box.

Almost done, hang in there...

Notice that there is now a section named "Period Header" above the Details
section.

12) Put a control (text box) in the Period Header section. Set the record
source for the control to "Period"

13) The rest of the fields (Product, Defect1, Defect2,..., Defect30)

should
be in the Details section already.

Save the report. Open it. Is this what you want? Are the numbers right??


Steve
--------------------------------
"Veni, Vidi, Velcro"
(I came; I saw; I stuck around.)



"Don Sealer" wrote:

Steve,
Let's see if I can do this better than before.
I have 22 products that I track quantites built and defects for each

product. So I have a report that has 22 rows (one for each product) and
about 30 columns (one for each quantity or defect associated with the
product). Kinda looks like this:
Product Qty Built Defect 1 Defect 2 Defect 3 Defect

4; etc
Product1 100 1 2 3

1
Product2 10 0 1 4

2
Product3 121 4 0 5

2
etc
I have a report that shows all of this and works very well. What I

need to be able to do is show this report for time periods. For instance
the month of October. When I do this, because there are multiple entries
for each day, my report then has a row for each entry so instead of having a
report showing 22 products, one row for each product, I have a report that
might have a hundred rows, one for each entry. Product1 for instance may
have 5 separate entries. Actually I don't need to show the time period on
the report I just need to be able to show the data from specific time
periods.
Does this explain it any better?
Hope so,
Thanks for your interest,
Don........



"SteveS" sanfu at techie dot com wrote in message

...
Don,

I'm still not sure I understand what you are trying to do. Would you

give
some sample data? So far I know you have 22 products and 30 columns

but what
does the report look like?

Product Qty
Widget1 40
Widget2 10
Digit1 15
Digit2 50
Gidget1 33
.
.
.
Item22 13


Are there more columns in the report? I know you want the month/year

in
there somewhere.

What version of access are you using? If you want to send me a cut

down
version (maybe 500 lines in the table), I have A2K (or A97 is ok). See

my
email below.

Questions:
You say "make sure you have Sorting & Grouping by Product in your

report.
I'm not sure what you mean nor do I know how to do that. I can find

Sorting
& Grouping on the View menu but I'm not sure how to use it or what

you want
me to do with it.

Grouping is like having unlimited sub reports. Grouping adds more

sections
to the report. You can sort within the grouping and each group has its

own
header and footer. In the group header you can put the field that you

are
grouping by and remove it from the Detail section.

Say you have a report that has two sub-reports: This month and last

month.
Now your boss wants to see this all of this years data by month. You

could
try and add 10 more sub-reports......well you could try. :0

Or you could get rid of the sub-reports and use grouping. You might

have to
change the record source a little to get the month/year into separate

fields
(in the query). Add a group section (header) for the month, put the

month
field in the group header and the rest of the fields you want to se in

the
detail section. Set the sorting (if you want) and your report is done!

If you wanted to see 5 years of data by year-month, the grouping would

be 1)
Year field and 2) Month field. Put the year field in the first group

header
and the month in the second group header. The Detail section gets the

rest of
the fields you need in the report.

Try it on a *copy* of a report......


Steve
--------------------------------
"Veni, Vidi, Velcro"
(I came; I saw; I stuck around.)

sanfu at techie dot com replace the at and dot with the symbols & no

spaces


"Don Sealer" wrote:

Anyone interested in helping please let me know. I did get a reply

(below)
but unfortunately I don't understand it.
Still looking,
And thanks to all,
Don...........

Brett,
I'm not sure how to reply to your instructions. I replied to your

post but
it came back as underliverable.
Here's my questions

Actually I meant 22 products but you're exactly right, one line for

each
product and the qty for it. I already have a report that shows this

data
but it doesn't include the date. So I've got a report that shows

each
product on it's own line and shows the total quantities for each.

Now I'd
like to be able to show this data in time periods.
I don't understand a whole lot of this. There are many features

I've never
used in Access. I'd like to break this down one or two questions at

a time
if you don't mind.
Questions:
You say "make sure you have Sorting & Grouping by Product in your

report.
I'm not sure what you mean nor do I know how to do that. I can find

Sorting
& Grouping on the View menu but I'm not sure how to use it or what

you want
me to do with it.

Let's start with that. You're right , I do have lots of questions.
Thanks for your help,
Don.......



  #7  
Old November 7th, 2004, 05:51 AM
SteveS
external usenet poster
 
Posts: n/a
Default

I see, said the blind man as he picked up his hammer and saw..... g

OK Don, how are you opening the report? Do you have a form that shows all of
the reports and you select one, then click a button? Or is there just a
button that opens the form?

-------------------------------------------------------------------
The quick and dirty way to select records in a date range:
-------------------------------------------------------------------
(You ARE working on a COPY, right?)

1) Make a new copy of the original report and query.
2) Open the query in design view
3) In the top of the window, double click on the date field
4) The date field should have been added to the grid
5) UNCHECK the check mark for that is in the date column (you don't want to
see it)
6) In the Criteria row in the date column enter:

Between [StartDate] And [EndDate]

7) Save the query (click the floppy disk in the toolbar)
8) Run the query (click on the red exclaimation point in the toolbar)

EVERY time you run the query, open a report or form based on the query, you
will get dialog boxs asking for a Start date and an End date.


-------------------------------------------------------------------
The Not so quick (but better) way to select records in a date range:
-------------------------------------------------------------------

If you have a form that you can put two unbound controls (text boxes) on,
you can do: validation checks, have default ranges, have the date ranges in
the header of the report , .... all kinds of things

Let's say you have a simple dB with 3 reports. To open the reports, you have
three buttons, one for each report, on a form named 'frmReportMenu'.

1) On this form add two text box controls so the layout looks like this:

txtbox1 txtbox2 button

2) Change the name of txtbox1 to StartDate
3) Change the name of txtbox2 to EndDate

(You can set the Input Mask and Format later)

4) Open the query in design view. In grid for the Criteria row in the Date
column (the one with the check box unchecked), change the criteria to (watch
for line wrap):

Between [Forms]![frmReportMenu].[StartDate] And
[Forms]![frmReportMenu].[EndDate]

Don't forget to change frmReportMenu to the name of your form!!!!

5) Save the query and the Report Menu form. Note that there are no changes
to the report.

The code for the button (if you used a wizard) should open the report.
If not, the OnClick event of the button should have:

DoCmd.OpenReport "Report1", acPreview


where "Report1" should be the name of your report.

Done!!
----------------------
To see your report:
-Open the report menu or whatever form the button is on
-Fill in the start date and end date
-Click on the Open Report button
-As the report opens, it runs the query
-The query sees it has two parameters located on the form frmReportMenu
-It gets the dates, the recordset is generated and the report completes
opening, displaying the data found (if any).


Is this closer to what you want? Clear as mud???

Steve
--------------------------------
"Veni, Vidi, Velcro"
(I came; I saw; I stuck around.)


"Don Sealer" wrote:

That's cool how that works, I think I'm learning something. Acutally it's
not what I was looking for. I also think I should add to my example.
Product Qty Built Defect 1 Defect 2 Defect 3 Defect

4; etc
Product1 100 1 2 3

1
Product2 10 0 1 4

2
Product3 121 4 0 5

2
etc

TOTALS 231 5 3 12
5
Your suggestion grouped everything by month (which may come in handy in the
future) but in doing so I lost the bottom line (TOTALS). I was really
hoping to be able to somehow, either by query or somewhere in the report,
select dates. In some cases it might be a particular month, in other cases
it might be a couple of months, still at another time it might only be a
week or a couple of days.
I'm not sure I'm making myself clear but if you don't mind responding I
certainly don't mind your help. Your last suggestion was very helpful, if
only for future reference.
Thanks again,
Don..........


"SteveS" sanfu at techie dot com wrote in message
...
Don,

Yes, I (think I) understand better. How was the explaination on "Grouping

&
Sorting"?

IMPORTANT: Make sure you are working on a COPY of the database OR a

copy
of the report and query!

OK, here goes........
The record source for the report is a Totals query, right? In design view

of
the query, the "Totals" button in the toolbar is hi-lighted?
You need to add one more field to this query - the date field.
1) In an empty column of the grid, paste the next line, changing "TheDate"
to the name of your date field:

Period: Format([TheDate],"mm/yyyy")

2) On the design grid, leave the "Total" line to "Group By" for the date
column.

3) Save the query.

You ARE using a copy, RIGHT??? :-

4) Open the report in design view.

5) Open the Sorting & Grouping dialog box. (Menu/View/Sorting and

Grouping)

6) Click in the first row under 'Field/Expression'

7) Select "Period".

8) Change 'Group Header' to YES (look below the grid)

9) Click on the second row under 'Field/Expression'

10) Select "Product"

11) Close the dialog box.

Almost done, hang in there...

Notice that there is now a section named "Period Header" above the Details
section.

12) Put a control (text box) in the Period Header section. Set the record
source for the control to "Period"

13) The rest of the fields (Product, Defect1, Defect2,..., Defect30)

should
be in the Details section already.

Save the report. Open it. Is this what you want? Are the numbers right??


Steve
--------------------------------
"Veni, Vidi, Velcro"
(I came; I saw; I stuck around.)



"Don Sealer" wrote:

Steve,
Let's see if I can do this better than before.
I have 22 products that I track quantites built and defects for each

product. So I have a report that has 22 rows (one for each product) and
about 30 columns (one for each quantity or defect associated with the
product). Kinda looks like this:
Product Qty Built Defect 1 Defect 2 Defect 3 Defect

4; etc
Product1 100 1 2 3

1
Product2 10 0 1 4

2
Product3 121 4 0 5

2
etc
I have a report that shows all of this and works very well. What I

need to be able to do is show this report for time periods. For instance
the month of October. When I do this, because there are multiple entries
for each day, my report then has a row for each entry so instead of having a
report showing 22 products, one row for each product, I have a report that
might have a hundred rows, one for each entry. Product1 for instance may
have 5 separate entries. Actually I don't need to show the time period on
the report I just need to be able to show the data from specific time
periods.
Does this explain it any better?
Hope so,
Thanks for your interest,
Don........



"SteveS" sanfu at techie dot com wrote in message

...
Don,

I'm still not sure I understand what you are trying to do. Would you

give
some sample data? So far I know you have 22 products and 30 columns

but what
does the report look like?

Product Qty
Widget1 40
Widget2 10
Digit1 15
Digit2 50
Gidget1 33
.
.
.
Item22 13


Are there more columns in the report? I know you want the month/year

in
there somewhere.

What version of access are you using? If you want to send me a cut

down
version (maybe 500 lines in the table), I have A2K (or A97 is ok). See

my
email below.

Questions:
You say "make sure you have Sorting & Grouping by Product in your

report.
I'm not sure what you mean nor do I know how to do that. I can find

Sorting
& Grouping on the View menu but I'm not sure how to use it or what

you want
me to do with it.

Grouping is like having unlimited sub reports. Grouping adds more

sections
to the report. You can sort within the grouping and each group has its

own
header and footer. In the group header you can put the field that you

are
grouping by and remove it from the Detail section.

Say you have a report that has two sub-reports: This month and last

month.
Now your boss wants to see this all of this years data by month. You

could
try and add 10 more sub-reports......well you could try. :0

Or you could get rid of the sub-reports and use grouping. You might

have to
change the record source a little to get the month/year into separate

fields
(in the query). Add a group section (header) for the month, put the

month
field in the group header and the rest of the fields you want to se in

the
detail section. Set the sorting (if you want) and your report is done!

If you wanted to see 5 years of data by year-month, the grouping would

be 1)
Year field and 2) Month field. Put the year field in the first group

header
and the month in the second group header. The Detail section gets the

rest of
the fields you need in the report.

Try it on a *copy* of a report......


Steve
--------------------------------
"Veni, Vidi, Velcro"
(I came; I saw; I stuck around.)

sanfu at techie dot com replace the at and dot with the symbols & no

spaces


"Don Sealer" wrote:

Anyone interested in helping please let me know. I did get a reply

(below)
but unfortunately I don't understand it.
Still looking,
And thanks to all,
Don...........

Brett,
I'm not sure how to reply to your instructions. I replied to your

post but
it came back as underliverable.
Here's my questions

Actually I meant 22 products but you're exactly right, one line for

each
product and the qty for it. I already have a report that shows this

data
but it doesn't include the date. So I've got a report that shows

each
product on it's own line and shows the total quantities for each.

Now I'd
like to be able to show this data in time periods.
I don't understand a whole lot of this. There are many features

I've never
used in Access. I'd like to break this down one or two questions at

a time
if you don't mind.
Questions:
You say "make sure you have Sorting & Grouping by Product in your

report.
I'm not sure what you mean nor do I know how to do that. I can find

Sorting
& Grouping on the View menu but I'm not sure how to use it or what

you want
me to do with it.

Let's start with that. You're right , I do have lots of questions.
Thanks for your help,
Don.......




  #8  
Old November 7th, 2004, 10:44 PM
Don Sealer
external usenet poster
 
Posts: n/a
Default

Steve,
I did this but it returns every record for that time period. I'm really
looking to group the time period somehow. In other words I may have 20
entries for one product and 10 entries for another and so on. My report now
shows only one entry for each product with accumulated totals for quantities
and defects. When I do a start/end date in the query I see all 20 entries
for the one product and the 10 entries for the other product and so on
again.
Another thing came up while I was working with the previous suggestion
you gave me. I'm using the "period" idea with sorting and grouping like you
suggested. I think this is something I can use most of the time. However
there is a formatting problem.
Your sorting and grouping suggestion sorts the data by months and shows
it in the report. What happens is the individual months come up on parts of
the report page. I figured out that it's because I don't always have all of
the products being produced each month and so the number of lines change for
each month thus the formatting changes in the report. I decided to go into
the data and just add an entry for each item that was not produced for the
month. That way the report will always have the same amount of lines and
the formatting will always be the same. The problem with this is I get an
error report that says "Cannot open a form whose underlying query contains a
user-defined function that attempts to set or get the form's RecordsetClone
Property". I'm not sure what that means but I figured out it's because I'm
not entering a quantity into the Total Tested field. Any suggestions on how
to get around this?
So, I'm still working on how to query a time period and show only one
line for each product and all the totals for each product.
And now I'm wondering how do I get around the Cannot open a form error.
Thanks for your continued interest and help,
Don..........

"SteveS" sanfu at techie dot com wrote in message
...
I see, said the blind man as he picked up his hammer and saw..... g

OK Don, how are you opening the report? Do you have a form that shows all

of
the reports and you select one, then click a button? Or is there just a
button that opens the form?

-------------------------------------------------------------------
The quick and dirty way to select records in a date range:
-------------------------------------------------------------------
(You ARE working on a COPY, right?)

1) Make a new copy of the original report and query.
2) Open the query in design view
3) In the top of the window, double click on the date field
4) The date field should have been added to the grid
5) UNCHECK the check mark for that is in the date column (you don't want

to
see it)
6) In the Criteria row in the date column enter:

Between [StartDate] And [EndDate]

7) Save the query (click the floppy disk in the toolbar)
8) Run the query (click on the red exclaimation point in the toolbar)

EVERY time you run the query, open a report or form based on the query,

you
will get dialog boxs asking for a Start date and an End date.


-------------------------------------------------------------------
The Not so quick (but better) way to select records in a date range:
-------------------------------------------------------------------

If you have a form that you can put two unbound controls (text boxes) on,
you can do: validation checks, have default ranges, have the date ranges

in
the header of the report , .... all kinds of things

Let's say you have a simple dB with 3 reports. To open the reports, you

have
three buttons, one for each report, on a form named 'frmReportMenu'.

1) On this form add two text box controls so the layout looks like this:

txtbox1 txtbox2 button

2) Change the name of txtbox1 to StartDate
3) Change the name of txtbox2 to EndDate

(You can set the Input Mask and Format later)

4) Open the query in design view. In grid for the Criteria row in the Date
column (the one with the check box unchecked), change the criteria to

(watch
for line wrap):

Between [Forms]![frmReportMenu].[StartDate] And
[Forms]![frmReportMenu].[EndDate]

Don't forget to change frmReportMenu to the name of your form!!!!

5) Save the query and the Report Menu form. Note that there are no changes
to the report.

The code for the button (if you used a wizard) should open the report.
If not, the OnClick event of the button should have:

DoCmd.OpenReport "Report1", acPreview


where "Report1" should be the name of your report.

Done!!
----------------------
To see your report:
-Open the report menu or whatever form the button is on
-Fill in the start date and end date
-Click on the Open Report button
-As the report opens, it runs the query
-The query sees it has two parameters located on the form frmReportMenu
-It gets the dates, the recordset is generated and the report completes
opening, displaying the data found (if any).


Is this closer to what you want? Clear as mud???

Steve
--------------------------------
"Veni, Vidi, Velcro"
(I came; I saw; I stuck around.)


"Don Sealer" wrote:

That's cool how that works, I think I'm learning something. Acutally

it's
not what I was looking for. I also think I should add to my example.
Product Qty Built Defect 1 Defect 2 Defect 3

Defect
4; etc
Product1 100 1 2 3

1
Product2 10 0 1 4

2
Product3 121 4 0 5

2
etc

TOTALS 231 5 3 12
5
Your suggestion grouped everything by month (which may come in handy in

the
future) but in doing so I lost the bottom line (TOTALS). I was really
hoping to be able to somehow, either by query or somewhere in the

report,
select dates. In some cases it might be a particular month, in other

cases
it might be a couple of months, still at another time it might only be a
week or a couple of days.
I'm not sure I'm making myself clear but if you don't mind responding I
certainly don't mind your help. Your last suggestion was very helpful,

if
only for future reference.
Thanks again,
Don..........


"SteveS" sanfu at techie dot com wrote in message
...
Don,

Yes, I (think I) understand better. How was the explaination on

"Grouping
&
Sorting"?

IMPORTANT: Make sure you are working on a COPY of the database OR

a
copy
of the report and query!

OK, here goes........
The record source for the report is a Totals query, right? In design

view
of
the query, the "Totals" button in the toolbar is hi-lighted?
You need to add one more field to this query - the date field.
1) In an empty column of the grid, paste the next line, changing

"TheDate"
to the name of your date field:

Period: Format([TheDate],"mm/yyyy")

2) On the design grid, leave the "Total" line to "Group By" for the

date
column.

3) Save the query.

You ARE using a copy, RIGHT??? :-

4) Open the report in design view.

5) Open the Sorting & Grouping dialog box. (Menu/View/Sorting and

Grouping)

6) Click in the first row under 'Field/Expression'

7) Select "Period".

8) Change 'Group Header' to YES (look below the grid)

9) Click on the second row under 'Field/Expression'

10) Select "Product"

11) Close the dialog box.

Almost done, hang in there...

Notice that there is now a section named "Period Header" above the

Details
section.

12) Put a control (text box) in the Period Header section. Set the

record
source for the control to "Period"

13) The rest of the fields (Product, Defect1, Defect2,..., Defect30)

should
be in the Details section already.

Save the report. Open it. Is this what you want? Are the numbers

right??


Steve
--------------------------------
"Veni, Vidi, Velcro"
(I came; I saw; I stuck around.)



"Don Sealer" wrote:

Steve,
Let's see if I can do this better than before.
I have 22 products that I track quantites built and defects for each

product. So I have a report that has 22 rows (one for each product) and
about 30 columns (one for each quantity or defect associated with the
product). Kinda looks like this:
Product Qty Built Defect 1 Defect 2 Defect 3

Defect
4; etc
Product1 100 1 2 3

1
Product2 10 0 1 4

2
Product3 121 4 0 5

2
etc
I have a report that shows all of this and works very well. What I

need to be able to do is show this report for time periods. For

instance
the month of October. When I do this, because there are multiple

entries
for each day, my report then has a row for each entry so instead of

having a
report showing 22 products, one row for each product, I have a report

that
might have a hundred rows, one for each entry. Product1 for instance

may
have 5 separate entries. Actually I don't need to show the time period

on
the report I just need to be able to show the data from specific time
periods.
Does this explain it any better?
Hope so,
Thanks for your interest,
Don........



"SteveS" sanfu at techie dot com wrote in message

...
Don,

I'm still not sure I understand what you are trying to do. Would

you
give
some sample data? So far I know you have 22 products and 30

columns
but what
does the report look like?

Product Qty
Widget1 40
Widget2 10
Digit1 15
Digit2 50
Gidget1 33
.
.
.
Item22 13


Are there more columns in the report? I know you want the

month/year
in
there somewhere.

What version of access are you using? If you want to send me a cut

down
version (maybe 500 lines in the table), I have A2K (or A97 is ok).

See
my
email below.

Questions:
You say "make sure you have Sorting & Grouping by Product in

your
report.
I'm not sure what you mean nor do I know how to do that. I can

find
Sorting
& Grouping on the View menu but I'm not sure how to use it or

what
you want
me to do with it.

Grouping is like having unlimited sub reports. Grouping adds more

sections
to the report. You can sort within the grouping and each group has

its
own
header and footer. In the group header you can put the field that

you
are
grouping by and remove it from the Detail section.

Say you have a report that has two sub-reports: This month and

last
month.
Now your boss wants to see this all of this years data by month.

You
could
try and add 10 more sub-reports......well you could try. :0

Or you could get rid of the sub-reports and use grouping. You

might
have to
change the record source a little to get the month/year into

separate
fields
(in the query). Add a group section (header) for the month, put

the
month
field in the group header and the rest of the fields you want to

se in
the
detail section. Set the sorting (if you want) and your report is

done!

If you wanted to see 5 years of data by year-month, the grouping

would
be 1)
Year field and 2) Month field. Put the year field in the first

group
header
and the month in the second group header. The Detail section gets

the
rest of
the fields you need in the report.

Try it on a *copy* of a report......


Steve
--------------------------------
"Veni, Vidi, Velcro"
(I came; I saw; I stuck around.)

sanfu at techie dot com replace the at and dot with the symbols &

no
spaces


"Don Sealer" wrote:

Anyone interested in helping please let me know. I did get a

reply
(below)
but unfortunately I don't understand it.
Still looking,
And thanks to all,
Don...........

Brett,
I'm not sure how to reply to your instructions. I replied to

your
post but
it came back as underliverable.
Here's my questions

Actually I meant 22 products but you're exactly right, one line

for
each
product and the qty for it. I already have a report that shows

this
data
but it doesn't include the date. So I've got a report that

shows
each
product on it's own line and shows the total quantities for

each.
Now I'd
like to be able to show this data in time periods.
I don't understand a whole lot of this. There are many

features
I've never
used in Access. I'd like to break this down one or two

questions at
a time
if you don't mind.
Questions:
You say "make sure you have Sorting & Grouping by Product in

your
report.
I'm not sure what you mean nor do I know how to do that. I can

find
Sorting
& Grouping on the View menu but I'm not sure how to use it or

what
you want
me to do with it.

Let's start with that. You're right , I do have lots of

questions.
Thanks for your help,
Don.......






  #9  
Old November 8th, 2004, 06:50 AM
SteveS
external usenet poster
 
Posts: n/a
Default

Don,

I think I've got it now (I said hopefully). You want to have only 22 product
lines (rows) plus the totals line and the 30 + columns on the report, but you
want to be able to select only the records that fall between two dates
(inclusive).

Seems simple now - I guess my brain wasn't geting enough oxygen -
cranial-rectal inversion syndrom ( I think my head was up my
backside...grin).

It takes two queries: the first query (sub) limits the records by date and
the second query (main) totals the found records.

The sub-query......
---------------------
Create a new query, add the TABLE the data is in and add the fields:
product, TheDate, qtyMade, D1, D2, ..., D30.

In the criteria for the date field use either: (watch line wrap)

Between [Enter Start Date] And [Enter End Date]

or

Between [Forms]![frmReportDates].[StartDate] And
[Forms]![frmReportDates].[EndDate]

The nice thing about using the form to enter dates is that the dates can be
added to the report header.


The main query......
----------------------
This query totals the records found in the sub-query.
Create another query. Add the SUB-QUERY you created above.
Add the fields to the grid: (NOT THE DATE FIELD)

product, qtyMade, D1, D2, ....., D30

Click the sigma button on the toolbar (makes this a totals query). Leave the
Product column to GROUP BY. Change all the rest of the columns to SUM.

Use this query as the record source for the report.

-----------------------------
I was also thinking... what if you had a table (tblReportDates) with two
fields:
S_Date and E_Date, both type Date/Time
as the record source for a form (frmReportDates) that has two controls:
StartDate (record source S_Date) and EndDate (record source E_Date)?

Set the form options: AllowEdits - Yes/ Allow Additions - No

Whenever you opened the form, the last entered dates would be there.
-----------------------------

Does this give you the report you want? (Hint: the answer I am looking for
is Yes - or I will put my tail betwixt the legs and slink away) :-(

Steve
-----------------------------
Artificial Intelligence is no match
for my Natural Stupidity


"Don Sealer" wrote:

Steve,
I did this but it returns every record for that time period. I'm really
looking to group the time period somehow. In other words I may have 20
entries for one product and 10 entries for another and so on. My report now
shows only one entry for each product with accumulated totals for quantities
and defects. When I do a start/end date in the query I see all 20 entries
for the one product and the 10 entries for the other product and so on
again.
Another thing came up while I was working with the previous suggestion
you gave me. I'm using the "period" idea with sorting and grouping like you
suggested. I think this is something I can use most of the time. However
there is a formatting problem.
Your sorting and grouping suggestion sorts the data by months and shows
it in the report. What happens is the individual months come up on parts of
the report page. I figured out that it's because I don't always have all of
the products being produced each month and so the number of lines change for
each month thus the formatting changes in the report. I decided to go into
the data and just add an entry for each item that was not produced for the
month. That way the report will always have the same amount of lines and
the formatting will always be the same. The problem with this is I get an
error report that says "Cannot open a form whose underlying query contains a
user-defined function that attempts to set or get the form's RecordsetClone
Property". I'm not sure what that means but I figured out it's because I'm
not entering a quantity into the Total Tested field. Any suggestions on how
to get around this?
So, I'm still working on how to query a time period and show only one
line for each product and all the totals for each product.
And now I'm wondering how do I get around the Cannot open a form error.
Thanks for your continued interest and help,
Don..........

"SteveS" sanfu at techie dot com wrote in message
...
I see, said the blind man as he picked up his hammer and saw..... g

OK Don, how are you opening the report? Do you have a form that shows all

of
the reports and you select one, then click a button? Or is there just a
button that opens the form?

-------------------------------------------------------------------
The quick and dirty way to select records in a date range:
-------------------------------------------------------------------
(You ARE working on a COPY, right?)

1) Make a new copy of the original report and query.
2) Open the query in design view
3) In the top of the window, double click on the date field
4) The date field should have been added to the grid
5) UNCHECK the check mark for that is in the date column (you don't want

to
see it)
6) In the Criteria row in the date column enter:

Between [StartDate] And [EndDate]

7) Save the query (click the floppy disk in the toolbar)
8) Run the query (click on the red exclaimation point in the toolbar)

EVERY time you run the query, open a report or form based on the query,

you
will get dialog boxs asking for a Start date and an End date.


-------------------------------------------------------------------
The Not so quick (but better) way to select records in a date range:
-------------------------------------------------------------------

If you have a form that you can put two unbound controls (text boxes) on,
you can do: validation checks, have default ranges, have the date ranges

in
the header of the report , .... all kinds of things

Let's say you have a simple dB with 3 reports. To open the reports, you

have
three buttons, one for each report, on a form named 'frmReportMenu'.

1) On this form add two text box controls so the layout looks like this:

txtbox1 txtbox2 button

2) Change the name of txtbox1 to StartDate
3) Change the name of txtbox2 to EndDate

(You can set the Input Mask and Format later)

4) Open the query in design view. In grid for the Criteria row in the Date
column (the one with the check box unchecked), change the criteria to

(watch
for line wrap):

Between [Forms]![frmReportMenu].[StartDate] And
[Forms]![frmReportMenu].[EndDate]

Don't forget to change frmReportMenu to the name of your form!!!!

5) Save the query and the Report Menu form. Note that there are no changes
to the report.

The code for the button (if you used a wizard) should open the report.
If not, the OnClick event of the button should have:

DoCmd.OpenReport "Report1", acPreview


where "Report1" should be the name of your report.

Done!!
----------------------
To see your report:
-Open the report menu or whatever form the button is on
-Fill in the start date and end date
-Click on the Open Report button
-As the report opens, it runs the query
-The query sees it has two parameters located on the form frmReportMenu
-It gets the dates, the recordset is generated and the report completes
opening, displaying the data found (if any).


Is this closer to what you want? Clear as mud???

Steve
--------------------------------
"Veni, Vidi, Velcro"
(I came; I saw; I stuck around.)


"Don Sealer" wrote:

That's cool how that works, I think I'm learning something. Acutally

it's
not what I was looking for. I also think I should add to my example.
Product Qty Built Defect 1 Defect 2 Defect 3

Defect
4; etc
Product1 100 1 2 3
1
Product2 10 0 1 4
2
Product3 121 4 0 5
2
etc
TOTALS 231 5 3 12
5
Your suggestion grouped everything by month (which may come in handy in

the
future) but in doing so I lost the bottom line (TOTALS). I was really
hoping to be able to somehow, either by query or somewhere in the

report,
select dates. In some cases it might be a particular month, in other

cases
it might be a couple of months, still at another time it might only be a
week or a couple of days.
I'm not sure I'm making myself clear but if you don't mind responding I
certainly don't mind your help. Your last suggestion was very helpful,

if
only for future reference.
Thanks again,
Don..........


"SteveS" sanfu at techie dot com wrote in message
...
Don,

Yes, I (think I) understand better. How was the explaination on

"Grouping
&
Sorting"?

IMPORTANT: Make sure you are working on a COPY of the database OR

a
copy
of the report and query!

OK, here goes........
The record source for the report is a Totals query, right? In design

view
of
the query, the "Totals" button in the toolbar is hi-lighted?
You need to add one more field to this query - the date field.
1) In an empty column of the grid, paste the next line, changing

"TheDate"
to the name of your date field:

Period: Format([TheDate],"mm/yyyy")

2) On the design grid, leave the "Total" line to "Group By" for the

date
column.

3) Save the query.

You ARE using a copy, RIGHT??? :-

4) Open the report in design view.

5) Open the Sorting & Grouping dialog box. (Menu/View/Sorting and
Grouping)

6) Click in the first row under 'Field/Expression'

7) Select "Period".

8) Change 'Group Header' to YES (look below the grid)

9) Click on the second row under 'Field/Expression'

10) Select "Product"

11) Close the dialog box.

Almost done, hang in there...

Notice that there is now a section named "Period Header" above the

Details
section.

12) Put a control (text box) in the Period Header section. Set the

record
source for the control to "Period"

13) The rest of the fields (Product, Defect1, Defect2,..., Defect30)
should
be in the Details section already.

Save the report. Open it. Is this what you want? Are the numbers

right??


Steve
--------------------------------
"Veni, Vidi, Velcro"
(I came; I saw; I stuck around.)



"Don Sealer" wrote:

Steve,
Let's see if I can do this better than before.
I have 22 products that I track quantites built and defects for each
product. So I have a report that has 22 rows (one for each product) and
about 30 columns (one for each quantity or defect associated with the
product). Kinda looks like this:
Product Qty Built Defect 1 Defect 2 Defect 3

Defect
4; etc
Product1 100 1 2 3
1
Product2 10 0 1 4
2
Product3 121 4 0 5
2
etc
I have a report that shows all of this and works very well. What I
need to be able to do is show this report for time periods. For

instance
the month of October. When I do this, because there are multiple

entries
for each day, my report then has a row for each entry so instead of

having a
report showing 22 products, one row for each product, I have a report

that
might have a hundred rows, one for each entry. Product1 for instance

may
have 5 separate entries. Actually I don't need to show the time period

on
the report I just need to be able to show the data from specific time
periods.
Does this explain it any better?
Hope so,
Thanks for your interest,
Don........



"SteveS" sanfu at techie dot com wrote in message
...
Don,

I'm still not sure I understand what you are trying to do. Would

you
give
some sample data? So far I know you have 22 products and 30

columns
but what
does the report look like?

Product Qty
Widget1 40
Widget2 10
Digit1 15
Digit2 50
Gidget1 33
.
.
.
Item22 13


Are there more columns in the report? I know you want the

month/year
in
there somewhere.

What version of access are you using? If you want to send me a cut
down
version (maybe 500 lines in the table), I have A2K (or A97 is ok).

See
my
email below.

Questions:
You say "make sure you have Sorting & Grouping by Product in

your
report.
I'm not sure what you mean nor do I know how to do that. I can

find
Sorting
& Grouping on the View menu but I'm not sure how to use it or

what
you want
me to do with it.

Grouping is like having unlimited sub reports. Grouping adds more
sections
to the report. You can sort within the grouping and each group has

its
own
header and footer. In the group header you can put the field that

you
are
grouping by and remove it from the Detail section.

Say you have a report that has two sub-reports: This month and

last
month.
Now your boss wants to see this all of this years data by month.

You
could
try and add 10 more sub-reports......well you could try. :0

Or you could get rid of the sub-reports and use grouping. You

might
have to
change the record source a little to get the month/year into

separate
fields
(in the query). Add a group section (header) for the month, put

the
month
field in the group header and the rest of the fields you want to

se in
the
detail section. Set the sorting (if you want) and your report is

done!

If you wanted to see 5 years of data by year-month, the grouping

would
be 1)
Year field and 2) Month field. Put the year field in the first

group
header
and the month in the second group header. The Detail section gets

the
rest of
the fields you need in the report.

Try it on a *copy* of a report......


Steve
--------------------------------
"Veni, Vidi, Velcro"
(I came; I saw; I stuck around.)

sanfu at techie dot com replace the at and dot with the symbols &

no
spaces


"Don Sealer" wrote:

Anyone interested in helping please let me know. I did get a

reply
(below)
but unfortunately I don't understand it.
Still looking,
And thanks to all,
Don...........

Brett,
I'm not sure how to reply to your instructions. I replied to

your
post but
it came back as underliverable.
Here's my questions

Actually I meant 22 products but you're exactly right, one line

for
each
product and the qty for it. I already have a report that shows

this
data
but it doesn't include the date. So I've got a report that

shows
each
product on it's own line and shows the total quantities for

each.
Now I'd
like to be able to show this data in time periods.
I don't understand a whole lot of this. There are many

features
I've never
used in Access. I'd like to break this down one or two

questions at
a time
if you don't mind.
Questions:
You say "make sure you have Sorting & Grouping by Product in

your
report.
I'm not sure what you mean nor do I know how to do that. I can

find
Sorting
& Grouping on the View menu but I'm not sure how to use it or

what
you want
me to do with it.

Let's start with that. You're right , I do have lots of

questions.
Thanks for your help,
Don.......






  #10  
Old November 9th, 2004, 11:25 AM
Don Sealer
external usenet poster
 
Posts: n/a
Default

BINGO!!
It works very well. Thank you so much! I'm sitting here wondering why I
couldn't figure this out myself. Anyway thank you again. I will leave you
alone now and you can resume your normal life. Also, no need to tuck your
tail
Thanks again,
Don..........
I learned much through this experience



"SteveS" sanfu at techie dot com wrote in message
...
Don,

I think I've got it now (I said hopefully). You want to have only 22

product
lines (rows) plus the totals line and the 30 + columns on the report, but

you
want to be able to select only the records that fall between two dates
(inclusive).

Seems simple now - I guess my brain wasn't geting enough oxygen -
cranial-rectal inversion syndrom ( I think my head was up my
backside...grin).

It takes two queries: the first query (sub) limits the records by date and
the second query (main) totals the found records.

The sub-query......
---------------------
Create a new query, add the TABLE the data is in and add the fields:
product, TheDate, qtyMade, D1, D2, ..., D30.

In the criteria for the date field use either: (watch line wrap)

Between [Enter Start Date] And [Enter End Date]

or

Between [Forms]![frmReportDates].[StartDate] And
[Forms]![frmReportDates].[EndDate]

The nice thing about using the form to enter dates is that the dates can

be
added to the report header.


The main query......
----------------------
This query totals the records found in the sub-query.
Create another query. Add the SUB-QUERY you created above.
Add the fields to the grid: (NOT THE DATE FIELD)

product, qtyMade, D1, D2, ....., D30

Click the sigma button on the toolbar (makes this a totals query). Leave

the
Product column to GROUP BY. Change all the rest of the columns to SUM.

Use this query as the record source for the report.

-----------------------------
I was also thinking... what if you had a table (tblReportDates) with two
fields:
S_Date and E_Date, both type Date/Time
as the record source for a form (frmReportDates) that has two controls:
StartDate (record source S_Date) and EndDate (record source E_Date)?

Set the form options: AllowEdits - Yes/ Allow Additions - No

Whenever you opened the form, the last entered dates would be there.
-----------------------------

Does this give you the report you want? (Hint: the answer I am looking for
is Yes - or I will put my tail betwixt the legs and slink away) :-(

Steve
-----------------------------
Artificial Intelligence is no match
for my Natural Stupidity


"Don Sealer" wrote:

Steve,
I did this but it returns every record for that time period. I'm

really
looking to group the time period somehow. In other words I may have 20
entries for one product and 10 entries for another and so on. My report

now
shows only one entry for each product with accumulated totals for

quantities
and defects. When I do a start/end date in the query I see all 20

entries
for the one product and the 10 entries for the other product and so on
again.
Another thing came up while I was working with the previous

suggestion
you gave me. I'm using the "period" idea with sorting and grouping like

you
suggested. I think this is something I can use most of the time.

However
there is a formatting problem.
Your sorting and grouping suggestion sorts the data by months and

shows
it in the report. What happens is the individual months come up on

parts of
the report page. I figured out that it's because I don't always have

all of
the products being produced each month and so the number of lines change

for
each month thus the formatting changes in the report. I decided to go

into
the data and just add an entry for each item that was not produced for

the
month. That way the report will always have the same amount of lines

and
the formatting will always be the same. The problem with this is I get

an
error report that says "Cannot open a form whose underlying query

contains a
user-defined function that attempts to set or get the form's

RecordsetClone
Property". I'm not sure what that means but I figured out it's because

I'm
not entering a quantity into the Total Tested field. Any suggestions on

how
to get around this?
So, I'm still working on how to query a time period and show only

one
line for each product and all the totals for each product.
And now I'm wondering how do I get around the Cannot open a form

error.
Thanks for your continued interest and help,
Don..........

"SteveS" sanfu at techie dot com wrote in message
...
I see, said the blind man as he picked up his hammer and saw..... g

OK Don, how are you opening the report? Do you have a form that shows

all
of
the reports and you select one, then click a button? Or is there just

a
button that opens the form?

-------------------------------------------------------------------
The quick and dirty way to select records in a date range:
-------------------------------------------------------------------
(You ARE working on a COPY, right?)

1) Make a new copy of the original report and query.
2) Open the query in design view
3) In the top of the window, double click on the date field
4) The date field should have been added to the grid
5) UNCHECK the check mark for that is in the date column (you don't

want
to
see it)
6) In the Criteria row in the date column enter:

Between [StartDate] And [EndDate]

7) Save the query (click the floppy disk in the toolbar)
8) Run the query (click on the red exclaimation point in the

toolbar)

EVERY time you run the query, open a report or form based on the

query,
you
will get dialog boxs asking for a Start date and an End date.


-------------------------------------------------------------------
The Not so quick (but better) way to select records in a date range:
-------------------------------------------------------------------

If you have a form that you can put two unbound controls (text boxes)

on,
you can do: validation checks, have default ranges, have the date

ranges
in
the header of the report , .... all kinds of things

Let's say you have a simple dB with 3 reports. To open the reports,

you
have
three buttons, one for each report, on a form named 'frmReportMenu'.

1) On this form add two text box controls so the layout looks like

this:

txtbox1 txtbox2 button

2) Change the name of txtbox1 to StartDate
3) Change the name of txtbox2 to EndDate

(You can set the Input Mask and Format later)

4) Open the query in design view. In grid for the Criteria row in the

Date
column (the one with the check box unchecked), change the criteria to

(watch
for line wrap):

Between [Forms]![frmReportMenu].[StartDate] And
[Forms]![frmReportMenu].[EndDate]

Don't forget to change frmReportMenu to the name of your

form!!!!

5) Save the query and the Report Menu form. Note that there are no

changes
to the report.

The code for the button (if you used a wizard) should open the

report.
If not, the OnClick event of the button should have:

DoCmd.OpenReport "Report1", acPreview


where "Report1" should be the name of your report.

Done!!
----------------------
To see your report:
-Open the report menu or whatever form the button is on
-Fill in the start date and end date
-Click on the Open Report button
-As the report opens, it runs the query
-The query sees it has two parameters located on the form

frmReportMenu
-It gets the dates, the recordset is generated and the report

completes
opening, displaying the data found (if any).


Is this closer to what you want? Clear as mud???

Steve
--------------------------------
"Veni, Vidi, Velcro"
(I came; I saw; I stuck around.)


"Don Sealer" wrote:

That's cool how that works, I think I'm learning something.

Acutally
it's
not what I was looking for. I also think I should add to my

example.
Product Qty Built Defect 1 Defect 2 Defect 3

Defect
4; etc
Product1 100 1 2

3
1
Product2 10 0 1

4
2
Product3 121 4 0

5
2
etc
TOTALS 231 5 3

12
5
Your suggestion grouped everything by month (which may come in handy

in
the
future) but in doing so I lost the bottom line (TOTALS). I was

really
hoping to be able to somehow, either by query or somewhere in the

report,
select dates. In some cases it might be a particular month, in

other
cases
it might be a couple of months, still at another time it might only

be a
week or a couple of days.
I'm not sure I'm making myself clear but if you don't mind

responding I
certainly don't mind your help. Your last suggestion was very

helpful,
if
only for future reference.
Thanks again,
Don..........


"SteveS" sanfu at techie dot com wrote in message
...
Don,

Yes, I (think I) understand better. How was the explaination on

"Grouping
&
Sorting"?

IMPORTANT: Make sure you are working on a COPY of the database

OR
a
copy
of the report and query!

OK, here goes........
The record source for the report is a Totals query, right? In

design
view
of
the query, the "Totals" button in the toolbar is hi-lighted?
You need to add one more field to this query - the date field.
1) In an empty column of the grid, paste the next line, changing

"TheDate"
to the name of your date field:

Period: Format([TheDate],"mm/yyyy")

2) On the design grid, leave the "Total" line to "Group By" for

the
date
column.

3) Save the query.

You ARE using a copy, RIGHT??? :-

4) Open the report in design view.

5) Open the Sorting & Grouping dialog box. (Menu/View/Sorting and
Grouping)

6) Click in the first row under 'Field/Expression'

7) Select "Period".

8) Change 'Group Header' to YES (look below the grid)

9) Click on the second row under 'Field/Expression'

10) Select "Product"

11) Close the dialog box.

Almost done, hang in there...

Notice that there is now a section named "Period Header" above the

Details
section.

12) Put a control (text box) in the Period Header section. Set the

record
source for the control to "Period"

13) The rest of the fields (Product, Defect1, Defect2,...,

Defect30)
should
be in the Details section already.

Save the report. Open it. Is this what you want? Are the numbers

right??


Steve
--------------------------------
"Veni, Vidi, Velcro"
(I came; I saw; I stuck around.)



"Don Sealer" wrote:

Steve,
Let's see if I can do this better than before.
I have 22 products that I track quantites built and defects for

each
product. So I have a report that has 22 rows (one for each product)

and
about 30 columns (one for each quantity or defect associated with

the
product). Kinda looks like this:
Product Qty Built Defect 1 Defect 2 Defect 3

Defect
4; etc
Product1 100 1 2

3
1
Product2 10 0 1

4
2
Product3 121 4 0

5
2
etc
I have a report that shows all of this and works very well.

What I
need to be able to do is show this report for time periods. For

instance
the month of October. When I do this, because there are multiple

entries
for each day, my report then has a row for each entry so instead of

having a
report showing 22 products, one row for each product, I have a

report
that
might have a hundred rows, one for each entry. Product1 for

instance
may
have 5 separate entries. Actually I don't need to show the time

period
on
the report I just need to be able to show the data from specific

time
periods.
Does this explain it any better?
Hope so,
Thanks for your interest,
Don........



"SteveS" sanfu at techie dot com wrote in message
...
Don,

I'm still not sure I understand what you are trying to do.

Would
you
give
some sample data? So far I know you have 22 products and 30

columns
but what
does the report look like?

Product Qty
Widget1 40
Widget2 10
Digit1 15
Digit2 50
Gidget1 33
.
.
.
Item22 13


Are there more columns in the report? I know you want the

month/year
in
there somewhere.

What version of access are you using? If you want to send me a

cut
down
version (maybe 500 lines in the table), I have A2K (or A97 is

ok).
See
my
email below.

Questions:
You say "make sure you have Sorting & Grouping by Product in

your
report.
I'm not sure what you mean nor do I know how to do that. I

can
find
Sorting
& Grouping on the View menu but I'm not sure how to use it

or
what
you want
me to do with it.

Grouping is like having unlimited sub reports. Grouping adds

more
sections
to the report. You can sort within the grouping and each group

has
its
own
header and footer. In the group header you can put the field

that
you
are
grouping by and remove it from the Detail section.

Say you have a report that has two sub-reports: This month and

last
month.
Now your boss wants to see this all of this years data by

month.
You
could
try and add 10 more sub-reports......well you could try. :0

Or you could get rid of the sub-reports and use grouping. You

might
have to
change the record source a little to get the month/year into

separate
fields
(in the query). Add a group section (header) for the month,

put
the
month
field in the group header and the rest of the fields you want

to
se in
the
detail section. Set the sorting (if you want) and your report

is
done!

If you wanted to see 5 years of data by year-month, the

grouping
would
be 1)
Year field and 2) Month field. Put the year field in the first

group
header
and the month in the second group header. The Detail section

gets
the
rest of
the fields you need in the report.

Try it on a *copy* of a report......


Steve
--------------------------------
"Veni, Vidi, Velcro"
(I came; I saw; I stuck around.)

sanfu at techie dot com replace the at and dot with the

symbols &
no
spaces


"Don Sealer" wrote:

Anyone interested in helping please let me know. I did get

a
reply
(below)
but unfortunately I don't understand it.
Still looking,
And thanks to all,
Don...........

Brett,
I'm not sure how to reply to your instructions. I replied to

your
post but
it came back as underliverable.
Here's my questions

Actually I meant 22 products but you're exactly right, one

line
for
each
product and the qty for it. I already have a report that

shows
this
data
but it doesn't include the date. So I've got a report that

shows
each
product on it's own line and shows the total quantities for

each.
Now I'd
like to be able to show this data in time periods.
I don't understand a whole lot of this. There are many

features
I've never
used in Access. I'd like to break this down one or two

questions at
a time
if you don't mind.
Questions:
You say "make sure you have Sorting & Grouping by Product in

your
report.
I'm not sure what you mean nor do I know how to do that. I

can
find
Sorting
& Grouping on the View menu but I'm not sure how to use it

or
what
you want
me to do with it.

Let's start with that. You're right , I do have lots of

questions.
Thanks for your help,
Don.......








 




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