ACCESS REPORT GENERATOR IT Fundamentals2 Reports Overview Reports are an important part of any computer business application. Features that are important to obtain meaningful reports: presentation must be acceptable, proper page breaks with headings on each page. must be able to print the report in a variety of orders, eg. alphabetical, or listed in order of salary. calculate totals of numeric columns (fields). group like rows together, and print subtotals for each group. eg. subtotal of sales for each customer. The Access Report Generator does all this. IT Fundamentals3 Example of a Simple Report 14/07/2007 Page: 1 Royal Charities Pty. Ltd. Previous Month Collection Amounts NAME AMOUNT JOE 60 FRED 50 JOE 30 MARY 100 MARY 70 JOE IT Fundamentals4 Example of a Simple Report IT Fundamentals5 Format of an Access Report 1) Page Header 2) Detail 3) Page Footer 1) Page Header Usually consists of Page number and Date, title of the report 2) DETAIL Consists of: Contents of a field of the data file. eg. NAME and AMOUNT a calculated field eg. salary * 0.30 pay_rate * hours qty * item_price IT Fundamentals6 Format of an Access Report (cont.) Group Bands Data items can be grouped together by field value. Heading and subtotals can be printed for each group. Group Examples: Department to give a dept. by dept. listing Team in a sporting competition, to provide team by team listing Subject in a student database Course in a student database 3. Page Footer Can consist of subtotals for the page. Not always necessary in every report. IT Fundamentals7 Group Bands Sub Totals in Group Summary Bands can be obtained for any numeric field Eg.Sum(weeks_pay) Count(Name) Average(hours_worked) Group Header and Group Footer Group Header Consists of heading for that group eg Department Group Footer Consists of subtotals for that group eg total pay of employees in that department IT Fundamentals8 EXAMPLE 1 NAME AMOUNT JOE60 Subtotal 60 FRED 50 Subtotal 50 JOE 30 Subtotal 30 MARY 100 MARY 70 Subtotal 170 JOE 80 Subtotal 80 Total 390 === The following file is grouped by NAME: IT Fundamentals9 EXAMPLE 1 (CONT.) However if the file is ordered on NAME: all records with the same name are grouped together Only one subtotal per name calculated NAME AMOUNT FRED 50 Subtotal 50 JOE 60 JOE 30 JOE 80 Subtotal 170 MARY 100 MARY 70 Subtotal 170 Total 390 IT Fundamentals10 In Access the order of data is set in the Sorting and Grouping window, selected from the reports design toolbar. SORTING AND GROUPING Example: Grouping by Department, sorting by Name within the department IT Fundamentals11 EXAMPLE 2 Department : Back EMPLOYEE DATE OF UNION PAY WEEKLY NUMBER NAME BIRTH MEMBER RATE PAY Bews, Andrew 07/19/64 Y Hinkley, Ken 09/30/66 Y Hocking, Steven 01/18/65 N Mansfield, Michael 08/08/71 N ======== ======== The department footer is SUM(weeks_pay) If we want to count how many employees are in the Back Department, the footer will be COUNT(Name) IT Fundamentals12 REPORTS USING QUERIES Sometimes, we may only want to print certain details from the table. eg.Print only those who are not union members. Selection can be achieved through the use of a Query. The data from the query is then used for the report. Selective Reporting IT Fundamentals13 Report Form Layout: Page Header Printed at the top of each page Date : DD/MM/YY Page : 999 WEEKLY PAYROLL REPORT DEPARTMENT Header Text entered here is printed whenever the contents of the band field value changes Department : XXXXXXXXXX EMPLOYEE DATE UNION PAY WEEKLY NAME STARTED MEMBER RATE PAY Detail Printed for every record of the file XXXXXXXXXXXXXXXXXX DD/MM/YY Y DEPARTMENT Footer Use to setup subtotals ======== ======== Report Footer Use to setup grand totals IT Fundamentals14 EMPLOYEE Report Form Layout The Access Report Form is divided up into many groups. The format of the employee departmental list we are going to construct is Page Header: Printed at the top of each page DEPARTMENT Header: Text entered here is printed whenever the contents of the band field value changes. DETAIL Printed for every record of the file DEPARTMENT Footer Use to setup subtotals PAGE Footer: Use to setup grand totals IT Fundamentals15 LAB 7 Access Report Generation p