Access Form - running total for records with checked boxes

Posted on 2013-10-25
Last Modified: 2013-10-31
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

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

see attached
Form View
Question by:damixa
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LVL 21
ID: 39601749

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

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

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

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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

Author Comment

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

Author Comment

ID: 39601784
see error
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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:
Any other value=True=On
(Oddly I don't see any values in your image that are: Assigned=yes

Author Comment

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)
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?

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;


LVL 74

Accepted Solution

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

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

Author Closing Comment

ID: 39606084
LVL 74

Expert Comment

by:Jeffrey Coachman
ID: 39615921

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