Running Sum in Access Query

Lawrence Salvucci
Lawrence Salvucci used Ask the Experts™
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I need to create a running total in my access query and from what I've read it says to use the DSUM function but I'm not entirely sure how to set it up. I could use a little help creating the running total. My query is below. The column that I need to create the running total for is the "Grind Hours: ACTHOURS" column. I need it to sum up that column for any dates (WorkWeek) less than the date entered as my criteria date. The "WorkWeeK" column is the actual date field which just shows a normal date when run. The criteria is actually in the qryCellLoadDailySummaryVS1GrindHours query and that's why you don't see that criteria in the query syntax below. Any help would be greatly appreciated.


SELECT qryCellLoadDailySummaryVS1Capacity.WorkWeek, qryCellLoadDailySummaryVS1Capacity.GTHours AS Capacity, qryCellLoadDailySummaryVS1GrindHours.ACTHOURS AS [Grind Hours], qryCellLoadDailySummaryVS1Capacity.MonWeek, qryCellLoadDailySummaryVS1Capacity.LastFriday, qryCellLoadDailySummaryVS1Capacity.TotalDays, qryCellLoadDailySummaryVS1Capacity.TotalCapacity, IIf([MonWeek]>Date()-Weekday(Date())+2,[TotalCapacity]-[Grind Hours],[TotalCapacity]-([Grind Hours])) AS HoursAvailable, IIf([MonWeek]>Date()-Weekday(Date())+2,[Grind Hours]/[TotalCapacity],([Grind Hours])/[TotalCapacity]) AS LoadPercent
FROM qryCellLoadDailySummaryVS1GrindHours INNER JOIN qryCellLoadDailySummaryVS1Capacity ON qryCellLoadDailySummaryVS1GrindHours.WorkWeek = qryCellLoadDailySummaryVS1Capacity.WorkWeek;

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Jim Dettman (EE MVE)President / Owner
Most Valuable Expert 2017
Most Valuable Expert 2012

Commented:
Are you doing this for a report?   Reports have the running sum functionality built-in.   It's a property of a text control.  Just set it to true.

Jim.
Lawrence SalvucciDirector of Information Technology

Author

Commented:
No, this is for a query that shows on a form only.
Jim Dettman (EE MVE)President / Owner
Most Valuable Expert 2017
Most Valuable Expert 2012

Commented:
I should add that you can do something similar in a form by have a text control with a control source of:

=Sum([<some field>])

 But this would be a total of all the records (and might work).

 But if you truly need a running sum in a form, then what you want is a sub select in your query.  The domain functions should not be used in a query.

Jim.
Lawrence SalvucciDirector of Information Technology

Author

Commented:
The form is a continuous form that shows the records in ascending sort based on the date field. And I have it set to only show the top 5 records using the date criteria that is entered. So it will show the first record based on the date entered and then the next 4 dates in consecutive order. So could I use the SUM in the form since I will be totaling all the records? And if that is the route to go how would I set that up on the continuous form? Just add a field to the right of the field I need to sum and have it show as a continuous field? It doesn't have to be in my query so the form route might be the way to go.
Jim Dettman (EE MVE)President / Owner
Most Valuable Expert 2017
Most Valuable Expert 2012
Commented:
No, you will need a true running sum query then:

SELECT qryCellLoadDailySummaryVS1Capacity.WorkWeek, qryCellLoadDailySummaryVS1Capacity.GTHours AS Capacity, qryCellLoadDailySummaryVS1GrindHours.ACTHOURS AS [Grind Hours],

(Select SUM([ACTHOURS]) From qryCellLoadDailySummaryVS1GrindHours WHERE qryCellLoadDailySummaryVS1GrindHours.[WorkWeek] <= T1.[WorkWeek])  as [GridHoursTotal],

qryCellLoadDailySummaryVS1Capacity.MonWeek, qryCellLoadDailySummaryVS1Capacity.LastFriday, qryCellLoadDailySummaryVS1Capacity.TotalDays, qryCellLoadDailySummaryVS1Capacity.TotalCapacity, IIf([MonWeek]>Date()-Weekday(Date())+2,[TotalCapacity]-[Grind Hours],[TotalCapacity]-([Grind Hours])) AS HoursAvailable, IIf([MonWeek]>Date()-Weekday(Date())+2,[Grind Hours]/[TotalCapacity],([Grind Hours])/[TotalCapacity]) AS LoadPercent
FROM qryCellLoadDailySummaryVS1GrindHours AS T1 INNER JOIN qryCellLoadDailySummaryVS1Capacity ON qryCellLoadDailySummaryVS1GrindHours.WorkWeek = qryCellLoadDailySummaryVS1Capacity.WorkWeek;
Lawrence SalvucciDirector of Information Technology

Author

Commented:
Thank you. I am getting a syntax error in the JOIN operation but I can't see where the problem is. It looks correct to me and spelled correct.
Jim Dettman (EE MVE)President / Owner
Most Valuable Expert 2017
Most Valuable Expert 2012
Commented:
By the way, a DSum() you might find simpler, but it's poor for performance:


SELECT qryCellLoadDailySummaryVS1Capacity.WorkWeek, qryCellLoadDailySummaryVS1Capacity.GTHours AS Capacity, qryCellLoadDailySummaryVS1GrindHours.ACTHOURS AS [Grind Hours],

Dsum("[ACTHOURS]", "qryCellLoadDailySummaryVS1GrindHours", "[WorkWeek] <=  #" & [WorkWeek] & "#") as [GridHoursTotal],

qryCellLoadDailySummaryVS1Capacity.MonWeek, qryCellLoadDailySummaryVS1Capacity.LastFriday, qryCellLoadDailySummaryVS1Capacity.TotalDays, qryCellLoadDailySummaryVS1Capacity.TotalCapacity, IIf([MonWeek]>Date()-Weekday(Date())+2,[TotalCapacity]-[Grind Hours],[TotalCapacity]-([Grind Hours])) AS HoursAvailable, IIf([MonWeek]>Date()-Weekday(Date())+2,[Grind Hours]/[TotalCapacity],([Grind Hours])/[TotalCapacity]) AS LoadPercent
FROM qryCellLoadDailySummaryVS1GrindHours  INNER JOIN qryCellLoadDailySummaryVS1Capacity ON qryCellLoadDailySummaryVS1GrindHours.WorkWeek = qryCellLoadDailySummaryVS1Capacity.WorkWeek;


 Note the similarity to the Sub Select.  All the Domain functions are nothing more that SQL Statements contained in a function.   They are intended to be used in places (like a control source) where SQL statements are not allowed.  Since were writing a query, which is basically a SQL statement, there is no need to use them.

Jim.
Jim Dettman (EE MVE)President / Owner
Most Valuable Expert 2017
Most Valuable Expert 2012

Commented:
<< I am getting a syntax error in the JOIN operation but I can't see where the problem is. It looks correct to me and spelled correct.>>

 Let me double check something....

Jim.
President / Owner
Most Valuable Expert 2017
Most Valuable Expert 2012
Commented:
Hum...looks like everything is in the right place.    Maybe I didn't copy and past something right.  If your working in the query designer, add this as a column:

GridHoursTotal:(Select SUM([ACTHOURS]) From qryCellLoadDailySummaryVS1GrindHours WHERE qryCellLoadDailySummaryVS1GrindHours.[WorkWeek] <= T1.[WorkWeek])

 then right click on the table qryCellLoadDailySummaryVS1GrindHours, select properties, and change the alias name to T1

Jim.
Dale FyeOwner, Dev-Soln LLC
Most Valuable Expert 2014
Top Expert 2010

Commented:
Keep in mind that you will have the same values for [WorkWeek] in this year as you did last and the year before that.  So, unless your table only includes a single years data, you might want to consider also filtering on the year (your main query may already handle that).

Dale
Lawrence SalvucciDirector of Information Technology

Author

Commented:
ok I tried both queries but I am still getting the syntax error in the JOIN statement for the first query. Here is what I have for that query. I cannot get into design view because of the error. I'm stuck in the SQL view because of that error. The column you wanted me to add afterwards isn't in there because I wasn't sure how to add that with the syntax error still happening on this query.

SELECT qryCellLoadDailySummaryVS1Capacity.WorkWeek, qryCellLoadDailySummaryVS1Capacity.GTHours AS Capacity, qryCellLoadDailySummaryVS1GrindHours.ACTHOURS AS [Grind Hours], (Select SUM([ACTHOURS]) From qryCellLoadDailySummaryVS1GrindHours WHERE qryCellLoadDailySummaryVS1GrindHours.[WorkWeek] <= T1.[WorkWeek])  as [GridHoursTotal],qryCellLoadDailySummaryVS1Capacity.MonWeek, qryCellLoadDailySummaryVS1Capacity.LastFriday, qryCellLoadDailySummaryVS1Capacity.TotalDays, qryCellLoadDailySummaryVS1Capacity.TotalCapacity, IIf([MonWeek]>Date()-Weekday(Date())+2,[TotalCapacity]-[Grind Hours],[TotalCapacity]-([Grind Hours])) AS HoursAvailable, IIf([MonWeek]>Date()-Weekday(Date())+2,[Grind Hours]/[TotalCapacity],([Grind Hours])/[TotalCapacity]) AS LoadPercent
FROM qryCellLoadDailySummaryVS1GrindHours AS T1 INNER JOIN qryCellLoadDailySummaryVS1Capacity ON qryCellLoadDailySummaryVS1GrindHours.WorkWeek = qryCellLoadDailySummaryVS1Capacity.WorkWeek; 

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The query with the DSUM in it is showing a #ERROR for the GrindHoursTotal results when I run the query with the DSUM in it. Here is that query:


SELECT qryCellLoadDailySummaryVS1Capacity.WorkWeek, qryCellLoadDailySummaryVS1Capacity.GTHours AS Capacity, qryCellLoadDailySummaryVS1GrindHours.ACTHOURS AS [Grind Hours], DSum("[ACTHOURS]","qryCellLoadDailySummaryVS1GrindHours","[WorkWeek] <=  #" & [qryCellLoadDailySummaryVS1GrindHours].[WorkWeek] & "#") AS GrindHoursTotal, qryCellLoadDailySummaryVS1Capacity.MonWeek, qryCellLoadDailySummaryVS1Capacity.LastFriday, qryCellLoadDailySummaryVS1Capacity.TotalDays, qryCellLoadDailySummaryVS1Capacity.TotalCapacity, IIf([MonWeek]>Date()-Weekday(Date())+2,[TotalCapacity]-[Grind Hours],[TotalCapacity]-([Grind Hours])) AS HoursAvailable, IIf([MonWeek]>Date()-Weekday(Date())+2,[Grind Hours]/[TotalCapacity],([Grind Hours])/[TotalCapacity]) AS LoadPercent
FROM qryCellLoadDailySummaryVS1GrindHours INNER JOIN qryCellLoadDailySummaryVS1Capacity ON qryCellLoadDailySummaryVS1GrindHours.WorkWeek = qryCellLoadDailySummaryVS1Capacity.WorkWeek;

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Jim Dettman (EE MVE)President / Owner
Most Valuable Expert 2017
Most Valuable Expert 2012

Commented:
Paste this:

SELECT qryCellLoadDailySummaryVS1Capacity.WorkWeek, qryCellLoadDailySummaryVS1Capacity.GTHours AS Capacity, qryCellLoadDailySummaryVS1GrindHours.ACTHOURS AS [Grind Hours], qryCellLoadDailySummaryVS1Capacity.MonWeek, qryCellLoadDailySummaryVS1Capacity.LastFriday, qryCellLoadDailySummaryVS1Capacity.TotalDays, qryCellLoadDailySummaryVS1Capacity.TotalCapacity, IIf([MonWeek]>Date()-Weekday(Date())+2,[TotalCapacity]-[Grind Hours],[TotalCapacity]-([Grind Hours])) AS HoursAvailable, IIf([MonWeek]>Date()-Weekday(Date())+2,[Grind Hours]/[TotalCapacity],([Grind Hours])/[TotalCapacity]) AS LoadPercent
FROM qryCellLoadDailySummaryVS1GrindHours INNER JOIN qryCellLoadDailySummaryVS1Capacity ON qryCellLoadDailySummaryVS1GrindHours.WorkWeek = qryCellLoadDailySummaryVS1Capacity.WorkWeek;

which is your original query that you posted above into the SQL view, then switch to design view and do what I said in the comment before this.

Jim.

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