Access Level Three [Functions] & “ And “ & [Expressions]

DateDiff ( interval, date1, date2) Keyword Arguments Parentheses Arguments

Numbers For Arguments The Int function returns the integer portion of a number. The syntax for the Int function is: Int ( arguments ) Int (210.67)would return 210 Int (2.98)would return 2 Int (-2.98)would return -3 The Round function returns a number rounded to a specified number of decimal places. Round (12.55, 1)would return 12.6 (rounds up) Round (12.65, 1)would return 12.6 (rounds down) Round (12.75, 1)would return 12.8 (rounds up)

Text For Arguments The Len function returns the length of the specified string. Len ("techonthenet")would return 12. Len ("Wednesday")would return 9. Len ("apple pie")would return 9. The Asc function returns the NUMBER code that represents the specific character. Asc ("W")would return 87. Asc ("Wednesday")would return 87. Asc ("x")would return 120.

Numbers and Text For Arguments The DateAdd function returns a date after which a certain time/date interval has been added. DateAdd ('yyyy', 3, #11/22/2003#) would return ’11/22/2006‘ DateAdd ('q', 2, #11/22/2003#) would return ’05/22/2004‘ DateAdd ('m', 5, #11/22/2003#) would return ’04/22/2004‘ DateAdd('yyyy', -1, #11/22/2003#) would return ’11/22/2002'

Field Names As Arguments Int ([Salary] + [RaiseAmount]) AVG([RaiseAmount]) Iff ([Salary] + [RaiseAmount]< [Salary Cap], [Salary] + [RaiseAmount], [Salary Cap])

Functions As Arguments (Nested Functions) Int (Iff ([Salary] *.5 > , [Salary] *.25, [Salary] *.35)) Function As Argument Function

The DateDiff Function The DateDiff function returns the difference between two date values, based on the interval that you specify. The syntax for the DateDiff function is: DateDiff ( interval, date1, date2, [firstdayofweek], [firstweekofyear]) interval is the interval of time to use to calculate the difference between date1 and date2.(see next slide) date1 and date2 are the two dates to calculate the difference between.

Valid Intervals for DateDiff IntervalExplanationIntervalExplanation yyyyYearwWeekday qQuarterwwWeek mMonthhHour yDay of YearnMinute dDaysSecond All values must be enclosed in quotes in the function.

The IFF Function The IIF function returns one value if a specified condition evaluates to TRUE, or another value if it evaluates to FALSE. The syntax for the iif function is: iif ( condition, value_if_true, value_if_false ) condition is the value that you want to test. value_if_true is the value that is returned if condition evaluates to TRUE. value_if_false is the value that is return if condition evaluates to FALSE.

The IFF Function iif ([Qty] > 10, "large", "small") …would return… "large" if the value in the Qty field is greater than 10 “small” if the value is 10 or less The Function…

The IFF Function – Nested IFF iif ([Qty] > 100, "large", iff([Qty]>50, medium”,"small")) This function would return… Large if Qty is 101 or greater Medium Qty is between 51 and 100 Small if Qty is 50 or less

The INT Function The Int function returns the integer portion of a number. The syntax for the Int function is: Int ( expression ) expression is a numeric expression whose integer portion is returned.

The INT Function Examples Int (210.67)would return 210 Int (2.98)would return 2 Int (-2.98)would return -3 Note: If the expression is negative, the Int function will return the first negative number that is less than or equal to the expression.

The SQR Function The Sqr() function is used to calculate the square root of a double-precision number. Its syntax is: Sqr(number) This function takes one argument and it must be a number. After the calculation, the function returns the square root of the number.

The SQR Function Examples: sqr(100) returns 10 sqr(25)returns 25 sqr(55)returns ? sqr([total])returns the square rootof the value being stored in the field named total

The LEN Function The Len function returns the length of the specified string. The syntax for the Len function is: Len ( text ) text is the string to return the length for.

The LEN Function Examples: Len ("techonthenet")would return 12 Len ("Wednesday")would return 9 Len ("apple pie")would return 9 Len (“”)would return 0 Note: the text string must be enclosed in double quotes, especially if it contains a space or any special characters.

The & Operator Used to concatenate multiple strings into a single string string_1 & string_2 & string_n Example: "new" & "ark“ would return "newark“ "Tech on the" & " Net!“ would return "Tech on the Net!“ "This " & "is " & "a test“ would return "This is a test" Text must be enclosed in double quotes. You can concatenate field names text strings or expressions

Double Declining Balance (DDB) Used to calculate the depreciating value of an asset The syntax is… DDB(cost, salvage, life, period) DDB($15000, $1200, 4, 3) DDB([OriginalPrice], [EOL-Value], [HowLongIWillKeepIt], [Now - PurDate]

Double Declining Balance (DDB) Cost = How much you paid for it Salvage = How much it is worth at the end of its useful life Life = How long the item will last, the useful lifetime of the item Period = The year* for which you want to calculate depreciation for a given item. DDB(cost, salvage, life, period) * If an item has a life of 5 years, you can calculate depreciation for the first year (1), second year (2), third year (3), etc.

Age: IIf(DateDiff("yyyy",[PurchaseDate], Date()) > [Lifetime], "Too Old", DateDiff("yyyy", [PurchaseDate], Date()))

CurrYearDepreciation: IIf([Age]="Too Old", 0, DDB([PurchaseValue], [SalvageValue],[Lifetime],[Age]))

The PMT Function The PMT function calculates the total monthly (or other period) payment (principal + interest) for any given loan amount The syntax for the PMT function is: Pmt(Rate, NPeriods, PresentValue, FutureValue, PaymentType)

The PMT Function Rate is the interest rate per period –5% annual interest rate = 5%/12 for monthly payment –5% annual interest rate = 5%/6 for bi- monthly payments –5% annual interest rate = 5%/2 for semi- annual payments Nper is the number of periods –For a 10 year loan… The Nper is 120 if you are making monthly payments on the loan The Nper is 10 if you are making annual payments

The PMT Function PV is present value, the amount of the loan (after down payment) –If you are borrowing money, this value should be negative –If you are collecting money (you loan money to another person) this value should be positive FV is future value, the balance after the last payment –This argument is optional. If it left blank Access assumes 0. Type or Due determines when payment is due. –0 = End of the Month –1 = Beginning of the Month –Argument is optional

The PMT Function Examples –Pmt(12.5%, 28, $1450, 0, 1) = -$59.97 –Pmt(12.5%, 28, -$1450, 0, 1) = $59.97 –Pmt([InterestRate], [LengthOfLoan [LoanAmount]) –Pmt([InterestRate]/12, [LengthOfLoan], [LoanAmount])

The Future Value of an Investment To calculate the future value of an investment, use the FV() function. The syntax of this function is: FV(Rate, Periods, Payment, PresentValue, PaymentType) PaymentType is optional

The Number of Periods of an Investment To calculate the number of periods of an investment or a loan, use the NPer() function. The syntax of this function is: NPer(Rate, Payment, PresentValue, FutureValue, PaymentType);

Amount Paid As Interest During a Period a The IPmt() function is used to calculate the amount paid as interest on a loan during a period of the lifetime of a loan or an investment. The syntax of this function is: IPmt(Rate, Period, NPeriods, PresentValue, FutureValue, PaymentType)

The Amount Paid as Principal The PPmt() function calculates the actual amount that applies to the balance of the loan. The syntax of this function is: PPMT(Rate, Period, NPeriods, PresentValue, FutureValue, PaymentType)

Present Value of Loan or Investment The PV() function calculates the total amount that future investments are worth currently. The syntax of this function is: PV(Rate, NPeriods, Payment, FutureValue, PaymentType)

Understanding Period, Nper, and Rate

Math and Trig Functions Abs(number) Int(number) Sgn(number) Sqr(number) Atn(number) Log(number) Sin(angle) Cos(angle) Tan(angle)

Informational Functions IsNull –Returns a Boolean value that indicates whether an expression contains no valid data (Null). –Syntax IsNull(expression) Nz –return a value when a variant is null. –The syntax for the Nz function is: Nz ( variant, [ value_if_null ] ) Nz (varName, "n/a") - would return the value 'n/a' if the variable varName contained a null value.

Informational Functions IsError –Returns a Boolean value indicating whether an expression is an error value. –Syntax IsError(expression) Typename –Returns a String that provides information about a variable. –Syntax TypeName(varname)

Informational Functions IsNumeric –Returns a Boolean value indicating whether an expression can be evaluated as a number. –Syntax IsNumeric(expression)

Strings Returned By Typename

The Replace Function The Replace function replaces a sequence of characters in a string with another set of characters (a number of times). The syntax for the Replace function is: Replace ( string1, find, replacement, [start, [count, [compare]]] ) The start, count, and compare arguments are optional

The Replace Function Examples: Replace("alphabet", "bet", "hydro") would return "alphahydro" Replace ("alphabet", "a", "e") would return "elphebet“ Replace("alphabet", "a", "e", 2) would return "lphebet" Replace("alphabet", "a", "e", 1, 1) would return "elphabet" The start, count, and compare arguments are optional

Functions You Should Know Date √ DateValue Day360 Minute Now() Second Time Year DDB √ FV √ IRR MIRR NPV NPER PMT √ PV RATE SLN SYD ABS √ ATAN √ COMBIN COS EXP COLUMN HYPERLINK AVG √ COUNT √ MAX √ MIN √ STDEVP VARP CHAR CONCATENATE √ LEFT LEN √ LOWER MID REPLACE √ RIGHT TRIM UPPER TRIM INT √ LOG √ RAND √ SUM √ TAN √ ISNULL √ ISNA ISNONTEXT SINUMBER NZ √ TYPE √ CHOOSE √ = covered in this workshop