ACC: How to Sum a Column of Numbers in a Report by Page

• Microsoft Access versions 2.0, 7.0, 97

SUMMARY

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

In a Microsoft Access report, you can sum a column of numbers by group or over the entire report, but there is no built-in way to print the sum of a column on each page of a report. This article demonstrates how you can use code to print the sum of a column of numbers on each page of a report. It assumes the field that you are summing is numeric.

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.

NOTE: This article explains a technique demonstrated in the sample files, RptSampl.exe (for Microsoft Access for Windows 95 version 7.0) and RptSmp97.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: Q145777
   TITLE     : ACC95: Microsoft Access Sample Reports Available on MSL

   ARTICLE-ID: Q175072
   TITLE     : ACC97: Microsoft Access 97 Sample Reports Available on MSL

MORE INFORMATION

You can print the sum of a column on each page of a report in two ways. You can sum the column of each page and then add the total to the total of each subsequent page (a running sum). Or you can sum the column of each page separately. For both approaches, first follow these steps.

In Microsoft Access 7.0 and 97

1. Open the sample database Northwind.mdb.

2. Create a new report based on the Products table, click AutoReport: Tabular, select the Products table, and then click OK.

3. Save the Report as Report1 and close Print Preview.

4. Delete the text boxes to the right of the UnitPrice text box. Add another text box to the detail section and enter the text box's properties as follows:

         Name: Runsum
         Control Source: UnitPrice
         Visible: No
         Running Sum: Over All
   

In Microsoft Access version 2.0

1. Open the sample database NWIND.MDB.

2. Create a new report based on the Products table, and then click Report Wizards.

3. In the "Which Wizard do you want?" box, click Tabular, and then click OK.

4. Add the Product ID and Unit Price fields from the Available Fields box to the Field Order On Report box, and then click Finish.

5. Save the report as Report1 and close Print Preview.

   Note that the Report Wizard added a text box bound to the Unit Price field in the detail section.

6. Add another text box to the detail section and set the text box's properties as follows:

         Name: Runsum
         Control Source: Unit Price
         Visible: No
         Running Sum: Over All
   

In Microsoft Access 2.0, 7.0, and 97

To add the total to the total of each subsequent page, follow these steps:

1. Add a text box to the report's page footer section and set the text box's Control Source property to =runsum.

2. Preview the report. Note that the running sum is displayed at the bottom of each page.

1. Add a text box to the report's page footer section, and set the text box's Name property to Pagesum.

2. On the View menu, click Code, and type the following line in the Declarations section of the report module:

         Dim x As Double
   

3. Click the arrow to the right of the Object box, and click PageFooter (Pagefooter2 in version 2.0). Click the arrow to the right of the Proc box, select Print, and then type the following code:

         pagesum = runsum - x
         x = runsum
   

4. Click the arrow to the right of the Object box and click ReportHeader (ReportHeader3 in version 2.0). Click the arrow to the right of the Proc box, select Print, and then type the following code:

         x = 0
   

5. Close the Module window and preview the report. Note that the sum for the Unit Price for that page appears on each page of the report.

REFERENCES

For more information about running sums search the Help Index for "Running sum," or ask the Microsoft Access 97 Office Assistant.

Keywords          : kbusage
Version           : 2.0 7.0 97
Platform          : WINDOWS
Hardware          : x86
Issue type        : kbhowto