ACC2: How to Replace Nulls with Zeros in Crosstab Query Results

• Microsoft Access version 2.0

SUMMARY

This article demonstrates two methods you can use to replace null values with zeros in crosstab query results.

MORE INFORMATION

When you run a crosstab query to summarize data in a row-and-column format, you may have blank (or null values) in some cells. You can replace the nulls with zeros by using the IIF() function or the custom NullToZero()function that is included in the sample database NWIND.MDB within an expression in the Crosstab column of the QBE grid.

NOTE: If you want to use the custom NullToZero() function in your database, you can copy or import it from the Utility Functions module in the sample database NWIND.MDB and paste it into a new or an existing module in your database.

Using the IIF() Function

To replace nulls with zeros using the IIF() function, follow these steps.

CAUTION: Following the steps in this example will modify the sample database NWIND.MDB. You may want to back up the NWIND.MDB file, or perform these steps on a copy of the NWIND database.

1. Open the sample database NWIND.MDB.

2. Create the following new query and add the Orders table and the Order Details Extended query:

         Query: Test1
         -----------------------------------------------------------------
         Type: CrossTab Query
         Join: Orders.[Order ID] <-> [Order Details Extended].[Order ID]
   

         Field: Product Name
            Table: Order Details Extended
            Total: Group By
            CrossTab: Row Heading
         Field: Format([Order Date],"yyyy") & " Total"
            Table: <leave blank>
            Total: Group By
            CrossTab: Column Heading
         Field: IIF(Sum([Extended Price]) Is Null,0,Sum([Extended Price]))
            Table: <leave blank>
            Total: Expression
            CrossTab: Value
            Format : Currency
   
   

3. Run the Test1 crosstab query. In the Product Name column, look for "Chocolate" (without the quotation marks). Note that this record has a zero ($0.00) in the 1991 and 1994 columns.

Using the NullToZero() Function

To replace nulls with zeros using the custom NullToZero() function, follow these steps:

1. Open the sample database NWIND.MDB.

2. Create the following new query and add the Orders table and the Order Details Extended query:

         Query: Test2
         ---------------------------------------------------------------
         Type: CrossTab Query
         Join: Orders.[Order ID] <-> [Order Details Extended].[Order ID]
   

         Field: Product Name
            Table: Order Details Extended
            Total: Group By
            CrossTab: Row Heading
         Field: Format([Order Date],"yyyy") & " Total"
            Table: <leave blank>
            Total: Group By
            CrossTab: Column Heading
         Field: NullToZero(Sum([Extended Price]))
            Table: <leave blank>
            Total: Expression
            CrossTab: Value
            Format : Currency
   
   

3. Run the Test2 crosstab query. In the Product Name column, look for "Chocolate" (without the quotation marks). Note that this record has a zero ($0.00) in the 1991 and 1994 columns.

REFERENCES

For more information about the IIf() function, search for "IIf," and then "IIf Function" using the Microsoft Access Help menu.

Microsoft Access "User's Guide," version 2.0, Chapter 12, "Advanced Queries," pages 279-285