Missing records in report

  • Thread starter Thread starter Guest
  • Start date Start date
G

Guest

I have a report of a club membership data base. The report deletes the
records when multiple last names are involved. For instance there are three
Browns in the data base but only one come up in the report. Filters are off
and the place that calls for deletion of multiple records is not checked. Any
ideas on whats wrong.
Jim
 
Jim said:
I have a report of a club membership data base. The report deletes the
records when multiple last names are involved. For instance there are three
Browns in the data base but only one come up in the report. Filters are off
and the place that calls for deletion of multiple records is not checked. Any
ideas on whats wrong.
Click to expand...


Unless you go to signigficant effort, report's do not
"delete" records. You probably mean that they are just not
appearing in the report.

If that's so, then don't waste your time working in the
report and spend it making sure that the report's record
source query actually returns the records that you want to
appear in the report.
 
Thanks for the timely input. I have been working this for hours. Your are
correct, the report does not show multiple records with the same last name
field, but does not show them. Any ideas as to what to look for in the querry
for the report that would casuse records with the same last name field to not
be shown in the report?
Thanks
 
It wou;ld help me get some ideas if I could see the query.
Please post a Copy/Paste of the query's SQL view.

The general things to look for int eh query are the DISTINCT
predicate (Unique Records property in the query design grid)
and a GROUP BY clause (or in the Totals row)
 
Marsh,
Thanks again. I am very impressed with the speed with which we neophites can
access experts like you.
I went back and redid the querry from scratch and then rebuilt the report
and all worked.
The interesting thing was that in the old querry, the records with the
repeating last names all showed in the querry view, but the repeating last
names did not show in the report built from the querry. In any case its fixed
and I am going to take your suggestions now and go back and try to recreate
the problem to help me next time.
Thanks again.
Jim

Marshall Barton said:
It wou;ld help me get some ideas if I could see the query.
Please post a Copy/Paste of the query's SQL view.

The general things to look for int eh query are the DISTINCT
predicate (Unique Records property in the query design grid)
and a GROUP BY clause (or in the Totals row)
--
Marsh
MVP [MS Access].

Thanks for the timely input. I have been working this for hours. Your are
correct, the report does not show multiple records with the same last name
field, but does not show them. Any ideas as to what to look for in the querry
for the report that would casuse records with the same last name field to not
be shown in the report?
Thanks
Click to expand...
Click to expand...
 
If the report's record source query included all the
records, then the most likely candidate for the cause is you
used Sorting and Grouping on the name field AND you had the
data displaying in the group header section instead of the
detail section.
 
I think that may have been the problem Marsh. Thanks again

Marshall Barton said:
If the report's record source query included all the
records, then the most likely candidate for the cause is you
used Sorting and Grouping on the name field AND you had the
data displaying in the group header section instead of the
detail section.
--
Marsh
MVP [MS Access]

Thanks again. I am very impressed with the speed with which we neophites can
access experts like you.
I went back and redid the querry from scratch and then rebuilt the report
and all worked.
The interesting thing was that in the old querry, the records with the
repeating last names all showed in the querry view, but the repeating last
names did not show in the report built from the querry. In any case its fixed
and I am going to take your suggestions now and go back and try to recreate
the problem to help me next time.
Click to expand...
Click to expand...
 
Back
Top