ACC: Sample Function to Create a Running Sum on a Form

• Microsoft Access versions 2.0, 7.0, 97

SUMMARY

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

This article describes how to use a sample user-defined Visual Basic function to compute a running sum on a form.

This article assumes that you are familiar with Visual Basic for Applications and with creating Microsoft Access applications using the programming tools provided with Microsoft Access. For more information about Visual Basic for Applications, please refer to your version of the "Building Applications with Microsoft Access" manual.

NOTE: Visual Basic for Applications is called Access Basic in Microsoft Access version 2.0. For more information about Access Basic, please refer to the "Building Applications" manual.

MORE INFORMATION

One way to compute a running sum on a form is to use the DSum() function. For information about how to use the DSum() function to compute a running sum on a form, please see the following article in the Microsoft Knowledge Base:

   ARTICLE-ID: Q103183
   TITLE     : ACC: How to Create a Running Sum on a Form

• The method demonstrated in this article does not require a sequential ID field. A required sequential ID field limits you to computing a running sum using a single ordering of your records.
• Using the method demonstrated in this article is significantly faster than using the DSum() function to compute a running sum.

How to Create and Use the RunSum() Function

1. Open the sample database Northwind.mdb (or NWIND.MDB in version 2.0). Create a new module, and type the following line in the Declarations section if it is not already there:

         Option Explicit
   

2. Enter the following code in the module.

   NOTE: In the following sample code, an underscore (_) at the end of a line is used as a line-continuation character. Remove the underscore from the end of the line when re-creating this code in Access Basic.

         Function RunSum (F As Form, KeyName As String, KeyValue, _
           FieldToSum As String)
         '***********************************************************
         ' FUNCTION: RunSum()
         ' PURPOSE:  Compute a running sum on a form.
         ' PARAMETERS:
         '    F        - The form containing the previous value to
         '               retrieve.
         '    KeyName  - The name of the form's unique key field.
         '    KeyValue - The current record's key value.
         '    FieldToSum - The name of the field in the previous
         '                 record containing the value to retrieve.
         ' RETURNS:  A running sum of the field FieldToSum.
         ' EXAMPLE:  =RunSum(Form,"ID",[ID],"Amount")
         '***********************************************************
            Dim RS As Recordset
            Dim Result
   
            On Error GoTo Err_RunSum
   
            ' Get the form Recordset.
            Set RS = F.RecordsetClone
   
            ' Find the current record.
            Select Case RS.Fields(KeyName).Type
               ' Find using numeric data type key value?
               Case DB_INTEGER, DB_LONG, DB_CURRENCY, _
                  DB_SINGLE, DB_DOUBLE, DB_BYTE
                  RS.FindFirst "[" & KeyName & "] = " & KeyValue
               ' Find using date data type key value?
               Case DB_DATE
                  RS.FindFirst "[" & KeyName & "] = #" & KeyValue & "#"
               ' Find using text data type key value?
               Case DB_TEXT
                  RS.FindFirst "[" & KeyName & "] = '" & KeyValue & "'"
               Case Else
                  MsgBox "ERROR: Invalid key field data type!"
                  GoTo Bye_RunSum
            End Select
   
            ' Compute the running sum.
            Do Until RS.BOF
               Result = Result + RS(FieldToSum)
   
               ' Move to the previous record.
               RS.MovePrevious
            Loop
   
         Bye_RunSum:
            RunSum = Result
            Exit Function
   
         Err_RunSum:
            Resume Bye_RunSum
   
         End Function
   
   

3. Create the following new query based on the Orders table and the Order Subtotals query. Save the query as qryOrders:

         Query: qryOrders
         --------------------------------------------------------
         Type: select query
         Join: Orders.[OrderID] <-> [Order Subtotals].[OrderID]
   

         NOTE: In version 2.0, there is a space in Order ID.
   

         Field: OrderID
            Table: Orders
            Sort: Ascending
         Field: Subtotal
            Table: Order Subtotals
   
   

4. Create a new form based on the qryOrders query using the Tabular Form Wizard. Include both fields on the form.

5. Add a text box with the following properties to the new form:

         Name: RunningSum
         ControlSource: =RunSum([Form],"OrderID",[OrderID],"Subtotal")
         Format: Currency
   

   NOTE: In version 2.0, there is a space in Order ID.

6. Save the form and then view it in Form view.

7. Select different records using the record selector. Note that the Runningsum field shows an accumulated total based on the Subtotal field.