general advice

[Sherry]

I have bult a contact tracking database and need some advice about how to
build a report. I have a list of customers that I contact on a regular
basis. I have set up a form that loads these contacts into a table. What I
am now trying to do is build a report for a monthly review of those contacts.
I want it to look like this:

Company name Current Balance 30 day balance

Date of contact Notes regarding contact

Then what I would like is to have a total of the balances at the bottom of
the report. What I am running into is since I have multiple contacts during
my time period, if I sum the balance on the report it is summing the balance
multiple times (as many times as I have contacted them). Any ideas?

 

[J_Goddard via AccessMonster.com]

Hi-

You need to group the data by company name. Put the Company name and
balances in the group header, and the list of contact data for each company
in the detail section. The balance data will then be in the report only one
for each company, and are summed only once.

John

 

[Sherry]

Okay, I'm pretty sure that I can do that. Will work on it. Next question
and maybe not possible. On my report I only want to show the companies that
I have contacted and I have gotten that sorted out in my query, however, I
would like the sum on the report to show the totals for all customers whether
included on the report or not. Would that be possible?

 

[J_Goddard via AccessMonster.com]

That would depend on the structure of your data. If your companies/customers
are in one table, and the contact data in another related table (and you
should have it set up this way), then yes you can do it by creating a query
which includes all companies, whether or not they have any contact data for
the reporting period (it's called an outer join) , and using that query as
the report source.

The report would not need to be changed.

John

Okay, I'm pretty sure that I can do that. Will work on it. Next question
and maybe not possible. On my report I only want to show the companies that
I have contacted and I have gotten that sorted out in my query, however, I
would like the sum on the report to show the totals for all customers whether
included on the report or not. Would that be possible?

Hi-

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