Placement of calculated fields in a report

[Shaun Rucker]

I am trying to design a report that shows the dollar amounts of write offs
approved by individuals in particular departments.
Ex.

Dept. Authorized Total
Admin Dana $192.00
Lyzz $265.00

My problem is, I need to also add in a total for the department; I want to
see:

Dept. Authorized Total
Admin Dana $192.00
Lyzz $265.00
Dept Total $457.00

However, when adding in the calculated field "Dept Total", I have to place
it in the header for the "Dept" field (in design view). If I move the field
anywhere else, I get the wrong totals. This makes it appear like this:

Dept Total $457.00
Dept. Authorized Total
Admin Dana $192.00
Lyzz $265.00

I have gotten this data to display as a pivot table by creating a form
instead of a report; however I cannot figure out how to format the pivot
table the way I need it to look. This report has to go to upper-level
management, so I want it to look pretty.

 

[Wolfgang Kais]

Hello Shaun.

I am trying to design a report that shows the dollar amounts of
write offs approved by individuals in particular departments.
Ex.

Dept. Authorized Total
Admin Dana $192.00
Lyzz $265.00

My problem is, I need to also add in a total for the department;
I want to see:

Dept. Authorized Total
Admin Dana $192.00
Lyzz $265.00
Dept Total $457.00

However, when adding in the calculated field "Dept Total", I have to
place it in the header for the "Dept" field (in design view). If I move
the field anywhere else, I get the wrong totals.
This makes it appear like this:

Dept Total $457.00
Dept. Authorized Total
Admin Dana $192.00
Lyzz $265.00

I have gotten this data to display as a pivot table by creating a
form instead of a report; however I cannot figure out how to
format the pivot table the way I need it to look.
This report has to go to upper-level management, so I want
it to look pretty.

You don't have to use a PivotTable. Place the textbox in the
Dept - Footer section. If this section does not appear in design view,
click "sorting and grouping", select the Dept field in the list and
change the properties to also display a footer section.

 

[Shaun Rucker]

Thanks Wolfgang, that worked perfectly!!

I took a class on Access in school, but haven't touched it since (about 6
years ago), so I'm re-learning basically.

Thanks again,
Shaun

 

[Larry Daugherty]

Group on the Department.. Put the Department name in its header,
include the details as you already have them and put the department
total in the department footer.

HTH

 

[Shaun Rucker]

Group on the Department.. Put the Department name in its header,
include the details as you already have them and put the department
total in the department footer.

HTH

Thanks for the help guys, now I have a similar problem that I cannot figure
out. I got the report to look just as I wanted, but I have to add a total
for each individual. I placed the total field on the footer for the
"Authorized By" section and got the numbers to show, but I now have some
formatting problems. This is how the report looks:

Dept. Authorized Total
Admin Dana $192.00
$100.00
$345.00
Total $637
Lyzz $265.00
$1,458.00
Total $1,723.00
Dept Total $4,083.00

However, I only want to see the total for each individual, not every record
with their name on it. I want to see:

Dept. Authorized Total
Admin Dana $637
Lyzz $1,723.00
Dept Total $4,083.00

If I remove the individual "Total" field, it still leaves a blank space for
each individual total that that person authorized:

Dept. Authorized Total
Admin Dana


Total $637
Lyzz

Total $1,723.00
Dept Total $4,083.00
Is this possible?

 

[Wolfgang Kais]

Hello Shaun.

Thanks for the help guys, now I have a similar problem that I cannot
figure out. I got the report to look just as I wanted, but I have to
add a total for each individual. I placed the total field on the
footer for the "Authorized By" section and got the numbers to show,
but I now have some formatting problems. This is how the report
looks:

Dept. Authorized Total
Admin Dana $192.00
$100.00
$345.00
Total $637.00
Lyzz $265.00
$1,458.00
Total $1,723.00
Dept Total $4,083.00

However, I only want to see the total for each individual, not every
record with their name on it. I want to see:

Dept. Authorized Total
Admin Dana $637.00
Lyzz $1,723.00
Dept Total $4,083.00

If I remove the individual "Total" field, it still leaves a blank
space for each individual total that that person authorized:

Dept. Authorized Total
Admin Dana


Total $637.00
Lyzz

Total $1,723.00
Dept Total $4,083.00
Is this possible?

Delete the label in the "Authorized By" footer, move the textboxes for
"Dept." and "Authorized" from the detail section the "Authorized By"
footer section , and set the "visible" property of the detail section to
False.