Microsoft access calendar input reporting

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Language supported English United States. This prompts the user for the date of the first month e. That makes it difficult for a report or subsequent query to use as the date range changes. A better approach is to define each month as a number between 1 and 12, starting with the first month to display. The result is a month number from 1 to 12 defining the months we want.

The result is this:. Defining the month number is the first step and works great if you always have data for each month. However, if a month doesn't have any data, the crosstab won't create that field. We want to ensure every month from 1 to 12 exists. This is accomplished by using the IN clause in the crosstab syntax. Here's the query:. The important part is the last line highlighted in red.

By adding the IN clause and listing the column names required, the crosstab always creates those columns. The IN clause also limits columns e. With the crosstab defining each month as a set number, we simply reference those columns in the report:. Report design of rptSalesByMonth. To label each column, we translate the month column based on the [StartDate] parameter with the Format property set to yyyy-mm. For instance:. The VBA DateAdd function when passed the "m" parameter adds the number of months to the [StartDate] to create the new date that the Format property is applied for display.

The result is a nicely formatted monthly summary report that adjusts to any starting month a user enters. Preview the report and enter the StartDate:. This is because of the IN clause in the crosstab:. Example of missing data as blank columns. If you want to show the column headings with Year-Month e. The need for monthly summary reports is quite common.

Hopefully, the techniques shown here will help you create richer Access reports and use crosstabs more efficiently, while giving you more ideas on creating new reports. Visit the FMS web site for additional Access resources, utilities, technical papers, demos, and product information. The most popular Microsoft Access Number Cruncher. Celebrating our 35th Year of Software Excellence. Vienna, Virginia Privacy Policy Webmaster. Determining the first and last dates in a given week, month, quarter, or year are similar calculations to positions in time.

To figure out the first date in a period, we determine how far into the period we are and subtract that number of days. To determine the last date in a period, we do the opposite, subtracting the current date position from the period length. This breaks the period into weekly chunks, allowing us to understand where in the total period the current date falls. The first BIT column determines if it is a leap year, which can help in knowing how many days are in the year, are in February, or if a leap year child actually gets a birthday in a given year.

The second column uses the calendar month and that leap year bit to determine the number of days in the month, which prevents the need to figure it out later. At this point we have defined all of the data elements we are looking for that can easily be determined up front, picked out data types, and completed those calculations. If you have any additional metrics to add, this is the place to do it. The process to do so is simple:.

Calendar tables are extremely useful in any reporting, analytics, or even OLTP use case in which we need to frequently join data on data-related attributes. Not only can they greatly improve performance, but they simplify our code and allow reporting engines to consume that data with ease. As a bonus, we gain maintainability as we can retain a single copy of calendar data in one place. This reduces the likelihood of coding mistakes when operating on date data, especially when the calculations are complex.

Design a calendar table based on the needs of your application and add, remove, or adjust columns as needed. The metrics that matter most to one industry may be irrelevant to another. Completeness is key when creating a structure such as this, though. Consider what metrics you will need, both now and in the future. Flexibility, performance, and maintainability are the primary gains to be had when using a calendar table. If you think of any interesting ideas that have not been mentioned here, feel free to share!

Always check your results and make sure that calendar data is correct. THEN 0. In addition to maintaining student ID, level, room, special circumstances, and contact details on each student and guardian, you can take advantage of numerous queries such as Attendance, as well as generate all manner of useful reports, from Allergies and Medications to Emergency Contact Information. Create and maintain an events database to manage upcoming events using this Access database.

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In addition to maintaining details on each item, transaction type, quantities, and location, you can generate many useful reports, from Inventory Stock Levels by Supplier to Inventory to Reorder. Use this template to create your own nutrition tracking database to keep track of how much you exercise and what you eat, including detailed nutrition information and recipes. Create a marketing projects database to track time-sensitive deliverables, employee roles, and vendors using this intelligently designed Access template.

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A field for memos helps you remember handy details for every transaction. Create a customer service database to manage multiple issues tracking assignments, priority, status, customer, and resolution using this Access template. Navigate by open cases using multiple criteria, create and manage knowledge base articles, and manage customer details while producing useful reports such as Open Cases by Assigned To and Overdue Cases.

Create and maintain an up-to-the-minute database of your business contacts and call history using this simple yet effective Access template. In addition to maintaining details on company, job title, and contact information, you can navigate and search by contacts, calls by contact or subject, as well as add contacts from Outlook.