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Crystal Reports Sum Unique Gifts

Posted on 2011-02-23
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Last Modified: 2012-05-11
I have been working on this report all week and am SO close to finishing but just cannot figure out what should be an easy issue.  I am trying to create a report that lists all "in honor of" recipients per gift, grouped by donor.  Since there can be more than one honoree per gift I have suppressed the duplicated fields based on the unique gift id.  I do not want to use sub-reports because that just locks up the report and takes FOREVER.  

Since I have suppressed records in the report, I am trying to summarize all gifts in each group based on the gift's unique id.  For example,

Name          Fund                    Amount          In Honor Of          Unique Gift ID
John Doe    Alumni                 $10,000          Jane Doe             123456
(suppressed)                                                Jimmy Doe
(suppressed)                                                Justin Doe

Does that make sense?  When I just use a straight total the un-supressed records are counted in the total.  I have created a formula to give me the correct total per record but if the donor gives more than one gift I cannot summarize the formula.

Here is my formla for the unique gift sum:

if {gifts_full.giftkey}<>previous({gifts_full.giftkey})
then {@Gift Amount}

Any help is always appreciated!

Lisa


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Question by:lcallah93
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Accepted Solution

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mlmcc earned 500 total points
ID: 34964277
Are you grouping records?

YOu probably need a group on the Gift Id
In the group header you can put the common information and use the details to list the honorees.

In the group header you can then use formulas to calculate the total.

In the report header add a formula
WhilePrintingRecords;
Global NumberVar TotalGifts;
""

In the group header
WhilePrintingRecords;
Global NumberVar TotalGifts;
TotalGifts := TotalGifts + {GiftField};
""

In the report footer to display the total
WhilePrintingRecords;
Global NumberVar TotalGifts;
TotalGifts

mlmcc
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Author Comment

by:lcallah93
ID: 34964503
Yes, that is exactly what I want.  After I posted the question I went back to a previous post you sent me and used it as a template and arrived at the above output.

Thank you!

Now I want to suppress records based on the total but cannot - can you evaluate suppression formulas after the above formulas?
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Expert Comment

by:mlmcc
ID: 34965827
Suppress what?

mlmcc
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Author Comment

by:lcallah93
ID: 34969384
Sorry - I have the records grouped by donor with the gift total in the group footer.  In the below example I would like to suppress all groups (John Doe) with Total Gifts less than $10,000.  However, since both grouping and summary functions are not done until the last pass I am at a loss as to how to accomplish this.  Is there a workaround or am I out of luck?

Name          Fund                    Amount          In Honor Of          Unique Gift ID

John Doe (group)
  (gift 1)       Alumni                 $5,000          Jane Doe             123456
                                                                 Jimmy Doe
                                                                 Justin Doe
                   
   (gift 2)       Building                 $3,000                                      555555
                     
                  Total Gift:       $8,000 (group footer)

I have attached the report for your convenience.


New-Major-Commitments.rpt
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Expert Comment

by:mlmcc
ID: 34971004
Can't do it using the existing totals.

The total isn't calculated until after the group header and detail are displayed so they can't be suppressed.

The only way I can think to do that is to add a subreport or a SQL expression to the group header that calculates the total and then suppress based on that.

mlmcc
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Author Closing Comment

by:lcallah93
ID: 34971047
That is what I thought.  I will work on it.
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