Report development and customization

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Guest

I am developing a database to store all financial data needed to produce
monthly reports. the database is primarily for developing reports only. I
am trying to decide which is the best way to approach this. I will have to
produce a report in a standard format. In other words the report categories
will never change however, the data will depending on the date parameters
entered. I really don't want to go throught hassle of customizing the report
monthly and would rather have a query (data source) that links to a form and
essentially use the form as my report.
However, I am not exactly sure that it is possible and is this really the
best way to approch this. YOUR ADVICE WOULD BE GREATLY APPRECIATED
 
You can easily set criteria from values entered into controls on forms. I am
not sure what you mean by "use the form as my report". Forms should be for
displaying and editing records while reports are for publishing your
records.
 
THANKS!!!! very helpful. Another question. I am trying to decide if I
should do one large query, which will be the control source for the report.
Or should I break it down into smaller queries. I am thinking smaller
queries and linking the tables. However, I wanted to get your opinion.
Also, when calculating a grand total, I have been able to use the sum
function in the report to handle this. However, I am finding it difficult
when using the boxes not linked to a query that is the control source for all
of the data. Can you not sum multible text boxes on a report?

I hope I was clear......
 
I don't understand what you mean by "break it down into smaller queries".
There is usually no problem with tables with many thousands of records.

You can't sum text boxes in group or report headers or footers. You can sum
expressions based on fields from your report's record source.

I both questions, you didn't provide enough information so these are only
guesses.
 
sorry for not being clear.... Here it is. I need to write a query that is
the record source for a report with multiple titles. For example, director,
exective director, assistant. However, multiple individuals in the data
actually account for the budgeted titles. For example, john and mary would
be grouped together to reflect the director totals. Therefore, I need to
write a query that a. identifies the name or emp number within the name/emp
field and then sum's that specific emp number or numbers records. I actually
have half the query written, but it's not locating the two names and giving
me a sum. YOUR ASSISTANCE IS GREATLY APPRECAITED.
 
You should try to use generic Access terms. "multiple titles" can we assume
that you have a field in your query/report that stores a title with values
like "executive director" and "assistant"?

Bottom line, please describe your tables and how you would like your report
to filter, group, and display records. It would be really helpful if you
could provide some sample records and how you would expect them to appear in
your report.
 
sorry for the terms it's been a while. I have 1 table with the following
field names:

vendor/emp number
vendor/emp name
title
annual_budget
fringe_amount

The table is linked by vendor emp number to table 2 The second table,
contains the following field names.

vendor emp number
vendor emp name
post_date
posted_amt
frge_amount

in my report I need to display the following

payroll(title) current posted transactions YTD actual &
accrual

director
assistant director
finance director

The data that is needed to calculate the director field, is the result of
two different vendor emp numbers. I need to write a query that adds both
employee expenses for the month and gives me the total sum. This problem
only applies to one title (director)

In other words, John and Mike's expenses for this month equals the budget
item of exective director.

Hope this is better. THANKS FOR ALL YOU HELP!!
 
DB,
You mention "John and Mike's expenses for this month equals the budget item
of exective director" but no where in your samples or field names do I see:
John
Mike
expenses
month
budget item
exective director
 
"john and Mike" are in the vendor_emp name field. The vendor_emp number
field contains their ID numbers. Expenses are in as amount and the month is
reflected int he Post date field. I did not want to have a separate field
for director, because it is a title used for the report. I thought I could
write a calculated expression query that allowed me to get the amounts from
"John and Mike" and then reflect the sums
on the report under director. Is that not possible?
 
Again, please take the time to "provide some sample records and how you
would expect them to appear in your report".

"Expenses are in as amount" I see three fields with either Amt or Amount in
the field names.

Don't make this so difficult for an old guy to understand.
 
table:

postdate:
10/01/2005-mike
10/01/2005-john

vendor emp number:(names are not in table vendor_emp numbers)
1-mike
2-john

vendor emp name:
Mike
John

Amount:
mike 1500
john 1500

benefit amount:
mike 200
john 200

Annual_budget

$50,000


REPORT
Payroll current period annual budget
director (sum data here) $50,000

hope this helps
 
Are you intentionally trying to confuse me? Your report has a value
"director" that doesn't seem to be stored in any table. It would really help
to have table/records displayed like:

tblSales
=========================
SalesDate Amt SalespersonID
12/2/2005 $45 4
11/2/2005 $56 1

I can't make heads or tails of your posting.
 
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