ACC: How to Bring a Subtotal from a Subform to a Main Form

• Microsoft Access versions 1.0, 1.1, 2.0, 7.0, 97

SUMMARY

Moderate: Requires basic macro, coding, and interoperability skills.

This article demonstrates how to correctly reference a subtotal control on a subform from a main form.

NOTE: This article explains a technique demonstrated in the sample files, FrmSampl.exe (for Microsoft Access for Windows 95 version 7.0) and FrmSmp97.exe (for Microsoft Access 97). For information about how to obtain these sample files, please see the following articles in the Microsoft Knowledge Base:

   ARTICLE-ID: Q150895
   TITLE     : ACC95: Microsoft Access Sample Forms Available on MSL

   ARTICLE-ID: Q175066
   TITLE     : ACC97: Microsoft Access 97 Sample Forms Available on MSL

MORE INFORMATION

If you try to sum a subform field using a calculated control on a main form, you may receive an error message in the main form control. For example, the following expression in a main form control generates a "#Name?" error message:

   =Sum([MySubForm].Form![ExtendedPrice])

This technique is demonstrated in the Orders form of the sample database Northwind.mdb in Microsoft Access 7.0 and 97 and NWIND.MDB in Microsoft Access 1.x and 2.0. The Orders Subform contains a calculated control in the subform's form footer. This calculated control sums the subform's Extended Price field to create a subtotal using the following syntax:

In Microsoft Access 7.0 and 97:

   Text Box Control
      Name: OrderSubtotal
      ControlSource: =Sum([ExtendedPrice])

   Text Box Control
      Name: Order Subtotal
      ControlSource: =Sum([Extended Price])

In Microsoft Access 7.0 and 97:

   Text Box Control
      Name: Subtotal
      ControlSource: =[OrdersSubform].[Form]![OrderSubtotal]

   Text Box Control
      Name: Subtotal
      ControlSource: =[Orders Subform].[Form]![Order Subtotal]

REFERENCES

For more information about referencing subform controls, search for "subforms," then "referring to in expressions," and then "Calculate a total in a subform and display it on a form" using the Microsoft Access Help Index.