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toalexsandrFlag for United States of America

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Populate access combo box with month name and year from data table.

I have 32000 records in my table and I need my monthly report to show me all records for the month of June 2016 for example, or January 2015, just by selecting "January 2015" from combo box. This combo box needs to be sequentially populated when opening a report and if a new month is detected to add it to combo box.

Any help is appreciated.
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Rey Obrero (Capricorn1)
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i'll assume you have a date field in your table, so use this as the rowsource of your combo box

select format([dateField], "mmmm yyyy")  from tableName
group by  format([dateField], "mmmm yyyy")
 order by  [dateField]

use a query as recordsource of your form/report using the value of the selected item form the combo box

select * from tableName
where  format([dateField], "mmmm yyyy") = Forms!NameofForm.NameofCombo
From a usability stand point, consider what will happen if your application is used for 3, 5, 10 years. Think about the number of entries that will appear in the combo box. You may want to consider using two combo boxes, one for Month that you fill will all months, and one for year that you pull from your data.
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ASKER

Rey here is what I had to use because of errors but its not sorting it properly...

SELECT Format([tb_WOInspectionNAS].[QC Inspection Date],"mmmm yyyy") AS InspDate
FROM tb_WOInspectionNAS
GROUP BY Format([tb_WOInspectionNAS].[QC Inspection Date],"mmmm yyyy")
ORDER BY Format([tb_WOInspectionNAS].[QC Inspection Date],"mmmm yyyy");

April 2016
August 2015
December 2015
February 2016
January 2016
July 2015
July 2016
June 2015
June 2016
March 2016
May 2016
November 2015
Shaun, its a good point. I think i may need to do that down the road.
If you want to sort your dates in calendar order, change for your format in the order by to something like "yyyy-mm-dd". The group by may not like that though.
change the field in the order by

SELECT Format([tb_WOInspectionNAS].[QC Inspection Date],"mmmm yyyy") AS InspDate
FROM tb_WOInspectionNAS
GROUP BY Format([tb_WOInspectionNAS].[QC Inspection Date],"mmmm yyyy")
ORDER BY [tb_WOInspectionNAS].[QC Inspection Date]
change the field in the order by

SELECT Format([tb_WOInspectionNAS].[QC Inspection Date],"mmmm yyyy") AS InspDate
FROM tb_WOInspectionNAS
GROUP BY Format([tb_WOInspectionNAS].[QC Inspection Date],"mmmm yyyy")
ORDER BY Format([tb_WOInspectionNAS].[QC Inspection Date] , "yyyy mm")
i get this error "You tried to execute a query that does not include the specified expression '[tb_WOInspectionNAS].[QC Inspection Date]' as part of an aggregate function."
nothing. same error.
ASKER CERTIFIED SOLUTION
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Rey Obrero (Capricorn1)
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Worked perfect...Thanks a lot.

June 2015
July 2015
August 2015
November 2015
December 2015
January 2016
February 2016
March 2016
April 2016
May 2016
June 2016
July 2016
Works perfect. Thanks.
Avatar of Paul Gonzaga
Paul Gonzaga

Hey there,
This thread has a verified ans, however, I have a similar challenge and the solution provided doesn't work for my case.
It works if i don't include the "GROUP BY" clause. When i include it, i get the warning "Your query does not include the specified expression 'My Primary Key Name' as part of an aggregate function" and the list becomes empty. What am i doing wrong? Remember, when am creating the Combo box, the PK is included by default.

Kindly help.

Thanks