Displaying subreports with more than one record

[franciscan]

Hi, I'm having a problem with my report and I'm not too experienced in
Access. There are several subreports in the report. Everything is connected
by the primary key, which is a number used to identify each person in our
organization. I am trying to print up the information for each person, person
by person. What is happening is that in the subreports which contain more
than one record, the information displayed does not stop after the first
person like it should, but continues through all 150 people before moving on
to the next subreport.

For example:
I want to print out the pages for only Person #1. Primary key is PersonID.
Every subreport is connected by PersonID. There are several subreports which
display information such as contact information where there is only one
record, and these show up fine. When i get to the subreports that must
display more than one record such as their educational background (they may
have attended more than one university), instead of just listing the
universities attended for Person #1, it displays all universities for Persons
#1 - #150, in order, before going on to the next subreport, where it starts
(correctly) at Person #1. This only happens with subreports that have more
than one record. The others are fine. What I need it to do is to only display
the information for Person #1, then after it has displayed all subreports for
Person #1, it goes on to Person #2, and so forth.

Does anyone know what the problem might be? I work for a non-profit that
can't really afford the Microsoft tech support, so any and all help is
appreciated.

There are two people working on this- one uses Access 2003, the other has
Access 2000. We haven't noticed any compatibility issues at all.

Thanks,
K

 

[Duane Hookom]

Set the Link Master/Child properties to the PersonID field.

 

[franciscan]

THANK YOU SO
MUCH!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!

I almost cried tears of joy when it started printing out!!

 

[franciscan]

I think I spoke too soon!
Well I did what you said, and it solved the problem I was having...
However, when I view the report for print, it is now repeating some people
two and three times in a row and skipping others entirely. There seems to be
no logic as to who is listed normally, who is repeated and who is skipped,
other than that for each time a Person entry repeats, there are that many
following Person #'s that are skipped. It was not repeating or skipping any
entries before I added the Master/Child link.

Example: Person #14 is listed twice. It then skips Person #15 and displays
Person #16 as the next entry. Person #21 is listed 3 times, it skips #22 and
#23, and Person #24 is displayed next.

Would you happen to know what might be causing this?

 

[Duane Hookom]

I expect your main report has the same level of detail as your subreport.
Remove your detail table from your main report's record source since the
details are displayed in your subreport.

 

[franciscan]

Hi, sorry to be a pain, but I'm not sure what you mean by 'detail'.
There is no information that is duplicated in the main report and
subreports. They all contain different information. The only duplicating info
is one field- the PersonID number which is carried through the report and all
subreports.

 

[Duane Hookom]

Look at the datasheet view of your report's recordsource. My suspicion is
that you have a situation similar to Orders and OrderDetails like Northwind.
Your main report should display the Order information and the subreport
should show the OrderDetails. You would not include the OrderDetails table
in the record source of the main report. If you did, you would see multiple
copies of the subreport (one for each detail record in each order).

 

[franciscan]

ok, i see what you're saying. but before i try anything, i want to let you
know that it's not the subreports that are repeating. it's the main report
that is repeating (which includes the subreports of course, but do you see
the distinction?). does this make a difference in what you're telling me to
do?

 

[Duane Hookom]

Learn how to trouble-shoot. Your main report's records come from its record
source. Open your record source in datasheet view to see if it looks as
expected.

 

[franciscan]

Actually, that's the first thing I did upon seeing this new problem- BEFORE i
troubled you with another question. And everything is fine in datasheet view.
And I tried several things before posting again. I come here as a last
resort, not to bother anyone or have my hand held, thank you very much. I've
never had training in Access but I'm forced to use it right now and I'm
trying the best I can. I appreciate your help thus far, but seriously, if
you're going to be rude, you shouldn't be here helping people.

 

[Duane Hookom]

Suggesting "Learn how to trouble-shoot" maybe should have been "tell us what
you already tried so we don't suggest it again. Also tell us what the
results of your trouble-shooting were since we can't see them". I apologize
if I offended you.

So, what you are suggesting is that the records you saw in the datasheet
view of your main report
-didn't contain the same level of detail as your subreport(s)
-didn't have repeating records