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Filtering records on subreport in set report

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    #16
    Re: Filtering records on subreport in set report

    Hello again, here is the set that I'm working with. Almost at the end of each month, I email the report (Accmonthly) to each customer. It gets it's data from the tables 'work2012', 'bookings012' and 'account'. Bookings and work are self explanatory, in the account table, we enter the other 'one-off' stuff. Once the reports have been sent, I start a new account table for the next month. My intention was to duplicate the account table as a new table named (for example) accountaugust but without the records. Then I would rename the existing account table to accountJuly and drop it from the database. Then rename the accountaugust to 'account' ready for the set at the end of August. I need though, to get the values for each client from the calculated field in the report (accmonthly) called 'Totalnowowed' into the field 'Bforward' in the new 'account' table and it's this that Im lost on.
    I hope this makes sense !
    Thanks,
    Trevor.
    P.S. Forget to enclose zip, please see following.
    Last edited by [email protected]; 07-16-2012, 01:06 PM. Reason: Forget to enclose zip, please see following.

    Comment

      #17
      Re: Filtering records on subreport in set report

      Hello again, here is the set that I'm working with. Almost at the end of each month, I email the report (Accmonthly) to each customer. It gets it's data from the tables 'work2012', 'bookings012' and 'account'. Bookings and work are self explanatory, in the account table, we enter the other 'one-off' stuff. Once the reports have been sent, I start a new account table for the next month. My intention was to duplicate the account table as a new table named (for example) accountaugust but without the records. Then I would rename the existing account table to accountJuly and drop it from the database. Then rename the accountaugust to 'account' ready for the set at the end of August. I need though, to get the values for each client from the calculated field in the report (accmonthly) called 'Totalnowowed' into the field 'Bforward' in the new 'account' table and it's this that Im lost on.
      I hope this makes sense !
      Thanks,
      Trevor.
      Attached Files

      Comment

        #18
        Re: Filtering records on subreport in set report

        Before going on to give you at least one example of what you describe, I would suggest a method that I have used for decades in BFWD debtors accounts (as opposed to open item accounts).
        Use a Balance forward field in (or attached to) the actual debtor.
        Use a monthly procedure (which could be your statement print run I suppose) to POST the balance into that field.
        When you print the account you add that balance to the current transactions. then copy the table to MnthX and zap it.

        Comment

          #19
          Re: Filtering records on subreport in set report

          You already have the brought forward amount in the account table.
          As far as it appears you need only to transfer the Grand total to the brought forward, no?
          Otherwise you will have to explain a little more detail about what the files do.

          Comment

            #20
            Re: Filtering records on subreport in set report

            Thank you all,
            To clarify, the b\f amount in the account table that you mention, is for the current month, what I need to do is duplicate the table as (say) 'accountJuly' and then transfer the final June balance on the report called 'Accmonthly', which is a calculated field called 'Totalnowowed' to the openijng balance in this new account table.

            So 'Totalnowowed' IS the balance to carry forward figure which is the calculated field in each debtor's record on the report. It is this that I need to transfer (or POST)to the next month's opening balance field. The problem I can't see how to overcome, is that the value only exists in tha report at the time of calling the report. If it were a table field all would be well.

            Regarding the summary suggestion, how would I do that from this calulated field that only exists when the report is called?

            To explain in more detail what the files do;
            'Accountset' has three tables, 'bookings012' in which we record arrivals to properties and calculate the cost of service at that property for that stay of holidaymakers.
            'Work2012' records all the work carried out during the month, maintenance type work, cost per visit is calculated by time spent plus materials for each event.
            'Account' contains some precalculated items like weekly retainer and swimming pool maintenance (every week stuff). Here we also add 'one-off items, that we can't predict, for example we might have to pay someone's utility bill to avoid cut-off (none of our owners live here) as well as monies received etc.. It is this Account table that I need to get the opening balance from the previous month into, for the next month. All these tables have a customer code (Cuscode) as a common linking field.

            At the end of the month, I use the 'Accmonthly' report which is associated with 'Accountset' to produce a monthly statement that I email to the customers (the property owners). It gets the opening balance, payments received and one-offs from the account, bookings and work from the respective tables automatically by customer code and date and then calculates totals, tax and final balance, (calculated report field 'Totalnowowed').

            So it's 'Totalnowowed' from 'Accmontly' report to 'AccountJuly' table - 'Broughtforward' field.
            Hope this helps,
            Trevor.

            Comment

              #21
              Re: Filtering records on subreport in set report

              I would suggest in the range of where your experience seems to be - add a field in that table.
              Make it a CALC field and add all the bfwd plus charges - which are all in the same table (no?).
              I don't advise to use a report to do the month-end, rather a button on the form.
              On that make you copy for the month, zero all fields with charges (or not - maybe they are monthly repeat charges) but copy the value of the new calc total to the BFwd

              Comment

                #22
                Re: Filtering records on subreport in set report

                Thank you, Ray,
                I'll try that. I always used to do that before, when I had the three tables without the set and printed them out (3 times). I'll use the report to send out because it looks better, but use the form to calculate all the same amounts as you suggest.
                Thanks again,
                Trevor.

                Comment

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