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Crystal Reports - How do I calculate the difference between two summary fields in a group footer

Posted on 2009-07-07
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Last Modified: 2012-05-07
Hi,

What should be incredibly simple has taken me hours, and still no closer.  I have two numeric summary fields in a crystal report, and i need a third field to show the difference (subtract) between them.

Have tried to figure out the formula, but when I use the field names with a "@" in front of them I get "Field is not known".

As these are summary fields in a footer section i cannot (for other reasons also) use the table values for this.

I know this must be simple - please help,

Dave
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Question by:hymie42
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Expert Comment

by:cjonline
Comment Utility
You would have to subtract the Summary fields from each other in a formula
ie.

Sum({Fieldname}) - Sum({2ndFieldname})

Craig.

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Expert Comment

by:peter57r
Comment Utility
Summary fields would show with a sigma prefix in the report fields and show like..
<sigma>Group#1:Customers.Country-A:Sum of Customers.LastYearsSales

To take one from another is no different to using any other fields , double click (do NOT type) the first one, type a minus sign and doubleclick the second.

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Author Comment

by:hymie42
Comment Utility
Hi and Thanks for the fast response.  I am glad to say i already tried this and it doesnt work, mainly because of the structure of the table I expect.

This is why i need to use the values shown and not the formulas, if that makes sense.

if i do this by using the formulas I get totals for the whole table rather than just the section - i am expecting values around 40-50 and get 50000 upwards instead.

is there not a way to directly access the value of the summary field?

Dave
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Expert Comment

by:cjonline
Comment Utility
can you post the formula you are using to calculate.
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Expert Comment

by:peter57r
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"As these are summary fields in a footer section"
If the summaries are standard Crystal summaries there is no reason at all why you can't take one from another.

If they are not standard crystal summaries then we are all in the dark here aren't we.
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Author Comment

by:hymie42
Comment Utility
Hi again,

i have attached a pic showing (hopefully) what I am trying to do.  i need to subtract (2) from (1) using the field values and place the result in the field to the right of (2).

Field names are (1) HoursBooked1 and (2) TimeSheethours and the result should go in field HourDiff1.

Hopefully this makes sense.

Have also attached the formula workshop view so you can see what the options are and maybe make suggestions from there.

I have used access extensively along with some other development tools, but must say I am finding Crystal very frustrating...

Regards,

Dave
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Expert Comment

by:cjonline
Comment Utility
in the formula editor for time difference,, double click on the first Report Area (at the bottom of the  screenshot) then type '-' then double click on the 2nd Report Area (at the bottom of the screen shot)
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Author Comment

by:hymie42
Comment Utility
Tried that - it hightlights everything to the right of the Minus sign and says "The remaining text does not appear to be part of the formula".


ee2.gif
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Expert Comment

by:cjonline
Comment Utility
can you post your report with saved data?
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Author Comment

by:hymie42
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I would have to create a table, as the report gets its data from an access query in our clocking system, but as the report gets its data from the dataset associated with the form that the report is viewed on ,  it would be a bit messy to try do it that way. (its on a vb.net system)

Really frustrated on this as i have spent nearly the whole day - really apprecite your help:)

Any other way we can do this that you can think of?

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Expert Comment

by:cjonline
Comment Utility
You can save the report with saved data in Crystal 10.. even if you can just post the RPT file it might help.
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Author Comment

by:hymie42
Comment Utility
I can post just the .rpt file if that will help.....

And some data in a csv or spreadsheet?
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Expert Comment

by:cjonline
Comment Utility
no just the rpt will be fine.. there is an option in Crystal when saving the Report to "Save Report with Data".
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Author Comment

by:hymie42
Comment Utility
Bah - tried to post it - says "The extension of one or more files in the archive is not in the list of allowed extensions: rptHoursAttendedVsHoursBooked.rpt"

Could email it?
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Author Comment

by:hymie42
Comment Utility
OK - changed extension to .txt - you will need to change it back again
rptHoursAttendedVsHoursBooked.txt
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Expert Comment

by:peter57r
Comment Utility
Can't see a problem.
Updated file attached.
rptHoursAttendedVsHoursBooked.txt
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Expert Comment

by:cjonline
Comment Utility
I think you are suming some of the values in the qry then summing them again.. its a bit confusing.. Can you not just use the query to return the values to the dataset in an un-summed form first. it might help.
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Author Comment

by:hymie42
Comment Utility
Hi Peter,

Thanks for that - still gives the incorrect figures though - 168-110 does not give -2617, which is the problem.

Its is because I am joining several queries together for the data and using the underlying summary formulae takes all the data rather than just the value of the text field.

See attached hopefully this will clarify further.

Thanks for input - really appreciate having people to talk to when stuck like this:)
ee3.gif
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Author Comment

by:hymie42
Comment Utility
Hi cjonline,

There are multiple segments / groups, so returning anything unsummed to the dataset on the underlying form....not sure how that would work..

Regards,

Dave
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Author Comment

by:hymie42
Comment Utility
Hi mlmcc,

If you follow the thread above you will see that in the Crystal Reports section you DONT ALLOW us to upload an rpt file without much gymnastics, hence the email address - it wast a help by email, rather just a means to send a file for examination.

Maybe with this being the Crystal Reports section you could allow the transfer of Crystal files?

Regards,

Dave
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Accepted Solution

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hymie42 earned 0 total points
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Hi all,

Found the solution *blush* - needed to use the summary field (4th down) in the formula workshop instead of the lower down ones, and I positioned the field in the header section of the group - seemed to do the trick.

Thanks for the help guys - admin what do I do with points - appreciated the help so dont mind splitting between contributors even if I did eventually solve it myself?

Regards,

Dave
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