How to use the report footer in Ms access

Hankwembo Christopher,FCCA,FZICA,CIA,MAAT,B.A.Sc
Hankwembo Christopher,FCCA,FZICA,CIA,MAAT,B.A.Sc used Ask the Experts™
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Hi

We need to calculate the final payroll Journal, unfortunately the figures for PAYE has to come from the extensive and complicate cumulative basis calculations. Now all I want here is to find out the following:

(1)      How to put the Salary journal report consolidating all the PAYE by staff in the report footer
(2)      Hide the detail part which shows calculation by staff, so that when printing only the staff on the report footer should show.
(3)      The details part of the report will have all the calculations for the staff to supply the footer report or act as the recordset but must be hidden so that only the report footer shows only.

Regards

Chris
Payrollsummary.png
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John TsioumprisSoftware & Systems Engineer
Commented:
Well you can always use a subreport to take cares of your needs.
But I do not want the stuff in the details report to appear how do I hide them???????

Regards

Chris
Senior Developer
Commented:
How to put the Salary journal report consolidating all the PAYE by staff in the report footer
WRONG.

Everything in this part of the finance world is calculated first and stored in reporting tables. Stamped with the Date/Time for when this was done. (*)

We need to calculate the final payroll Journal [..]
Just do it, but not in the report. The report itself should be without any (financial) logic.

But I do not want the stuff in the details report to appear how do I hide them???????
Any reason why not? Using sub-reports is much simpler than controlling all affected controls. Especially as rearranging your remaining controls is pretty hard.
But you can change visibility in the Format event of the according section.


(*) Not that I haven't done such things also. But accountants often have trouble understanding "live" systems, where the same report does not give the same numbers. Thus my "wrong" should make you reconsider your approach.
Jim Dettman (EE MVE)President / Owner
Most Valuable Expert 2017
Most Valuable Expert 2012
Commented:
<<But I do not want the stuff in the details report to appear how do I hide them???????>>

 Chris,

  You can simply hide the detail section by setting its visible property to "No".

  As to whether or not you should be storing this depends on the overall design of the system, but in general, yes you want to calculate and store rather than calculate and report.

 There are places for the later though...for example, a sales report for the month by salesman.   That is not something you'd want to store, but rather total while doing the report.

 But the invoice amounts that your totaling would be calculated and stored, not calculated on the fly while doing the report.

Jim.

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