Welcome to Experts Exchange

Add your voice to the tech community where 5M+ people, just like you, are talking about what matters.

  • Help others & share knowledge
  • Earn cash & points
  • Learn & ask questions
Solved

Access Form - running total for records with checked boxes

Posted on 2013-10-25
10
1,347 Views
Last Modified: 2013-10-31
Hi,
I have hopefully a relatively simple question.
I have a form that displays results from a query in Access.

I created a textbox that totals my "amount" field by placing the formula "=Sum([amount])" for the Control Source.

What I actually need is a running total for the records that are "Assigned"

so to look something like
=Sum([amount]) where [Assigned] = 1

Open in new window



I tried the above formula but it didnt work. Can somebody point me in the right direction

see attached
Form View
0
Comment
Question by:damixa
  • 5
  • 4
10 Comments
 
LVL 21
ID: 39601749
Try:

=Sum(Nz([Assigned],0) = 1, [amount], 0)

Open in new window



If the check box is bound to a Yes/No data type field then use this:

=Sum(Nz([Assigned],0) = True, [amount], 0)

Open in new window

Note: for Yes/no data type fields false = 0 and True = -1


Also see my example:
Batch Printing and Save As PDF
The Selector form counts check boxes plus some other things that might be helpful
0
 

Author Comment

by:damixa
ID: 39601775
I'm not sure what I am doing wrong, but it is giving me "The Expression you entered has a function containing the wrong number of arguments
0
 

Author Comment

by:damixa
ID: 39601784
see error
error
0
The Eight Noble Truths of Backup and Recovery

How can IT departments tackle the challenges of a Big Data world? This white paper provides a roadmap to success and helps companies ensure that all their data is safe and secure, no matter if it resides on-premise with physical or virtual machines or in the cloud.

 
LVL 74

Expert Comment

by:Jeffrey Coachman
ID: 39601818
1. running sums are tricky in forms.
In a report it is easy: Copy the Amount control and set the running sum property to: Over All

2. <where [Assigned] = 1>
In Access a checkbox will return 0 if false, and -1 when true
The good thing here is that the actual rule is:
Zero=False=Off
Any other value=True=On
(Oddly I don't see any values in your image that are: Assigned=yes
0
 

Author Comment

by:damixa
ID: 39601841
Well, the reason being is that I only pull fields that are unchecked. Once I check them and save the form, they will not show up again, they are (Assigned)
0
 
LVL 74

Expert Comment

by:Jeffrey Coachman
ID: 39601945
I think you are confusing the term "running sum" with "Sum" (or in your case,: Grand Total).
A running sum will display the cumulative amount for *each record*
A "Sum" (or Grand total) will only display once


So if you were doing this: =sum(Amount), ...then this is a grand total (sum), not a running sum.

So in order to get the sum (total) of only assigned records, use something like this:
=Dsum("amount", YourTableName","Assigned=True")

Is this what you wanted?

JeffCoachman
0
 
LVL 74

Expert Comment

by:Jeffrey Coachman
ID: 39601962
FWIW, a true "running sum" of Assigned records, in a form would look like this:
Running sum
The recordsource for the form would be something like this:
SELECT YourTable.RecordID, YourTable.TransDate, YourTable.DrawerID, YourTable.Amount, YourTable.Assigned, DSum("amount","YourTable","RecordID<=" & [RecordID] & " And " & "Assigned=True") AS RunSum FROM YourTable WHERE (((YourTable.Assigned)=True)) ORDER BY YourTable.RecordID;

;-)

JeffCoachman
0
 
LVL 74

Accepted Solution

by:
Jeffrey Coachman earned 500 total points
ID: 39602039
sorry my syntax above was missing  character, it should be:

=Dsum("amount", "YourTableName","Assigned=True")
0
 

Author Closing Comment

by:damixa
ID: 39606084
thank
0
 
LVL 74

Expert Comment

by:Jeffrey Coachman
ID: 39615921
;-)
0

Featured Post

Simplifying Server Workload Migrations

This use case outlines the migration challenges that organizations face and how the Acronis AnyData Engine supports physical-to-physical (P2P), physical-to-virtual (P2V), virtual to physical (V2P), and cross-virtual (V2V) migration scenarios to address these challenges.

Question has a verified solution.

If you are experiencing a similar issue, please ask a related question

Technology opened people to different means of presenting information, but PowerPoint remains to be above competition. Know why PPT still works today.
It’s the first day of March, the weather is starting to warm up and the excitement of the upcoming St. Patrick’s Day holiday can be felt throughout the world.
The viewer will learn how to create two correlated normally distributed random variables in Excel, use a normal distribution to simulate the return on different levels of investment in each of the two funds over a period of ten years, and, create a …
Access reports are powerful and flexible. Learn how to create a query and then a grouped report using the wizard. Modify the report design after the wizard is done to make it look better. There will be another video to explain how to put the final p…

792 members asked questions and received personalized solutions in the past 7 days.

Join the community of 500,000 technology professionals and ask your questions.

Join & Ask a Question