asked on # Crystal Reports - Formula - Sum field based on field value

I need to programmatically calculate a grand total. I have a PostTax field which contains either a 1 or 0. I also have an amount field.

So, if the PostTax field contains a 1 I need to sum all values and it can result in a negative value so I need to default it to 0 if that happens.

Then I need to add the above result to the sum of amount where PostTax = 0.

I'm trying to write this in a formula. This is in a subform and the only purpose is to return the grandtotal.

Any ideas?

So, if the PostTax field contains a 1 I need to sum all values and it can result in a negative value so I need to default it to 0 if that happens.

Then I need to add the above result to the sum of amount where PostTax = 0.

I'm trying to write this in a formula. This is in a subform and the only purpose is to return the grandtotal.

Any ideas?

Crystal Reports

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That should work.

How did you display them?

mlmcc

How did you display them?

mlmcc

I see some problems with your formula, but some of it may just be something that was lost in translation, since that's not your actual formula. But I do see one basic problem with what you seem to be doing.

The formula is presumably being evaluated for each record (and Amount is a field in the record). When you check your posttaxamt and pretaxamt totals to see if they're negative, you're looking at the total as of that record. The problem with that is that if a total -- at that point -- is negative, you reset it to 0, which then throws off the total from that point on. Say you had records with 5, 10, 15, -50, 20. If you add all of those together, you get 0. But with a formula like the one that you posted, the total will be 30 on the 3rd record, and then -20 on the 4th, which the formula will change to 0. Then it adds 20 for the last record, and you get a total of 20, instead of 0.

Presumably you don't want to check for a negative total until you have the final total (ie. after the last record has been read).

Then again, without seeing your actual formula, and knowing where you're using it, and knowing about anything else that might be manipulating your variables, this is just guesswork.

James

The formula is presumably being evaluated for each record (and Amount is a field in the record). When you check your posttaxamt and pretaxamt totals to see if they're negative, you're looking at the total as of that record. The problem with that is that if a total -- at that point -- is negative, you reset it to 0, which then throws off the total from that point on. Say you had records with 5, 10, 15, -50, 20. If you add all of those together, you get 0. But with a formula like the one that you posted, the total will be 30 on the 3rd record, and then -20 on the 4th, which the formula will change to 0. Then it adds 20 for the last record, and you get a total of 20, instead of 0.

Presumably you don't want to check for a negative total until you have the final total (ie. after the last record has been read).

Then again, without seeing your actual formula, and knowing where you're using it, and knowing about anything else that might be manipulating your variables, this is just guesswork.

James

Your help has saved me hundreds of hours of internet surfing.

fblack61

Here is the formula. I'm using Basic Code.

```
dim posttax as double
dim pretax as double
IF {PayrollDeduction.postTax} = true Then
IF SUM({PayrollDeduction.amount}) < 0 Then
posttax = 0
ELSE
posttax = SUM({PayrollDeduction.amount})
END IF
END IF
IF {PayrollDeduction.postTax} = false Then
IF SUM({PayrollDeduction.amount}) < 0 Then
pretax = 0
ELSE
pretax = SUM({PayrollDeduction.amount})
END IF
END IF
formula = posttax + pretax
```

Above code is wrong. This is what I have.

```
dim posttax as double
dim pretax as double
dim grandtotal
IF {PayrollDeduction.postTax} = true Then
posttax = posttax + ToNumber(PayrollDeduction.amount)
END IF
IF {PayrollDeduction.postTax} = false Then
posttax = posttax + ToNumber(PayrollDeduction.amount)
END IF
IF pretax < 0 THEN
pretax = 0
END IF
IF posttax < 0 THEN
posttax = 0
END IF
GrandTotal = posttax + pretax
```

The question is, when do you care that the total is negative?

The order of the data should NOT affect the result unless you can control the order.

As you have your code, every time that formula runs it checks if the result of the intermediate sums is < 0, is that what you want or do you want to add ALL the pretax values then test for < 0

Where in the report is this formula?

mlmcc

The order of the data should NOT affect the result unless you can control the order.

As you have your code, every time that formula runs it checks if the result of the intermediate sums is < 0, is that what you want or do you want to add ALL the pretax values then test for < 0

Where in the report is this formula?

mlmcc

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The formula is in a subreport. It seems to be working. I'm still testing it.

The last formula that you posted is still wrong. If PayrollDeduction.postTax is false, you're still updating posttax, instead of pretax. Can you copy and paste your actual formula, so that we can see exactly what it looks like?

That aside, as I said before (and mlmcc also said), you're checking for negative totals after each record, which is probably not what you really want (for the reason that I described earlier).

James

That aside, as I said before (and mlmcc also said), you're checking for negative totals after each record, which is probably not what you really want (for the reason that I described earlier).

James

Don't have exact code but it's somehting like this

Dim PostTaxAmt as double

Dim PreTaxAmt as double

Dim GrandTotal as double

if postax = 1 Then

PostTaxAmt = PostTaxAmt + Amount

End If

if pretax = 0 Then

PreTaxAmt = PreTaxAmt + Amount

End If

If posttaxamt < 0 then

posttaxamt = 0

end if

If pretaxamt < 0 then

pretaxamt = 0

end if

grandtotal = postaxamt + retaxamt