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

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
Question by:damixa
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
  • 5
  • 4
LVL 21
ID: 39601749

=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

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
Creating Instructional Tutorials  

For Any Use & On Any Platform

Contextual Guidance at the moment of need helps your employees/users adopt software o& achieve even the most complex tasks instantly. Boost knowledge retention, software adoption & employee engagement with easy solution.

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

Featured Post

Free Tool: Subnet Calculator

The subnet calculator helps you design networks by taking an IP address and network mask and returning information such as network, broadcast address, and host range.

One of a set of tools we're offering as a way of saying thank you for being a part of the community.

Question has a verified solution.

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

As tax season makes its return, so does the increase in cyber crime and tax refund phishing that comes with it
This article describes a method of delivering Word templates for use in merging Access data to Word documents, that requires no computer knowledge on the part of the recipient -- the templates are saved in table fields, and are extracted and install…
In Microsoft Access, learn the trick to repeating sub-report headings at the top of each page. The problem with sub-reports and headings: Add a dummy group to the sub report using the expression =1: Set the “Repeat Section” property of the dummy…
Polish reports in Access so they look terrific. Take yourself to another level. Equations, Back Color, Alternate Back Color. Write easy VBA Code. Tighten space to use less pages. Launch report from a menu, considering criteria only when it is filled…

756 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