What do I do next?

E

erniewyles

Here's the scenario. Every month, the probation officers in the department I
work in submit a form full of statistical numbers. The form is the same for
everyone, but the numbers vary from person to person (of course).

I've mocked up a form in access that facilitates me inputting the individual
monthly stat forms that are submitted to me by the probation officers. Now I
have a table full of three months worth of stats. In addition to the
individual number fields required for each stat, I also included fields for
the month (number) and year (number) to better organize my data.

How, here's the part I dont understand. I have all this data inputted into
access, but don't know what to do next.

Ideally, I would want just one report (which looks like a blank Monthly Data
Sheet like the ones the officers turn in) but with nothing but totals for the
month.

I know that this is one of the fundamentals to access' query and reporting
system, but I'm breaking my head here with how to go about creating a report
that summarizes each individual field and display a total of the fields.

I can query my data for the individual month and have the data for the
individual month, but don't know what to do after that. Please help!!! I'm
going crazy here!
 
T

tina

have you tried totaling the field values at the query level, by using a
Totals query?

hth
 
E

erniewyles

I don't think I follow you. What is a "Totals query"? I use an AS400 query
system and the output con conveniently summarize a list of numbers generated.
However, I can't seem to figure out how to do that with access.

I can query my data to give me one particular mont of stats for X number of
probation officers. Let's say, for example, the month of May 2005. And lets
say they only submit a form that tells me the number of cases they have at
the beginning of the month and then at the end of the month. So now I have
two columns of data, one for the beginning number of cases and one for the
ending number of cases (in my example). I want for query to add these
columns individually. I then want to put for access to put the resulting
numbers on a "summary form" to submit to a supervisor. How do I do that?
Can it be done? Sounds simple enough.

All my data, for those two examples, and 29 other number fields for some
sixty seperate probation officers has been input into my database with
Access. So I have a good amount of data to work with. I can query my data
down to the month, but all I want to do now is total the individual columns
and use those totals to make a report. PLEASE!!!! PLEASE!!!! How do I do
this?
 
T

tina

you can group data on field values, sum those values, add fields (columns)
together and sum those - all with a Totals query. start by writing a Select
query to pull all the data you want to work with - which you said you've
already done. open the query in design view and click the Totals button on
the toolbar. in the query grid, each the Total: line for each field defaults
to Group By. click on one, and look at the droplist to see the other options
you have. you can read up on Totals queries in more details by searching on
Totals query in Access Help.

suggest you play around with that a bit, see how it works and what you come
up with. if you have trouble totalling the columns (fields) the way you
want, post your query's SQL statement and we'll see if we can help you out.

once your query is returning the information you need, you can build a
report based on the query to present the information the way you want to
show it.

hth
 
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