1. Access Chapter 7- Access Custom Reports

2. PgP MIS 342 Access7-2 Custom Reports  Banded report writer Report, Page(s) and Group(s) sections can have both Headers and Footers Detail Section displays records from underlying table or query  Not all sections are needed in each report

3. PgP MIS 342 Access7-3 Custom Reports  Reports have numerous formatting options  Note the page break control  Note useful section properties such as Report Header Section “Force New Page”  Note “Keep Together” property

4. PgP MIS 342 Access7-4 IIf Function  Useful in calculated fields Prevents divide by zero error Hide zero values Display values that meet criteria

5. PgP MIS 342 Access7-5 IIf Function  IIf(expr, truepart, falsepart)  Expr Expression you want to evaluate  truepart Value or expression returned if expr is True  Falsepart Value or expression returned if expr is False

6. PgP MIS 342 Access7-6 IIf Function Example  Northwind.mdb, Orders table  Some orders do not have an entry for Shipped Date  Create a query with an IIf statement to display the message “Not Yet Shipped” for these orders  Display the CustomerID and ShippedDate fields

7. PgP MIS 342 Access7-7 Report Design  Important to practice skills, similar to Forms and Data Access Pages (chapter 8)  Reports allow summarization of potentially huge amounts of data-converting it into useful information for which managers can base decisions upon

8. PgP MIS 342 Access7-8 Report Design Enhancements  Page numbers, total pages  Date or date and time  Titles, subtitles, lines  Conditional formatting (like Excel) to highlight certain values  Sorting and grouping for better organization  Hide duplicate values (Format, Hide Duplicates)

9. PgP MIS 342 Access7-9 Report Design Enhancements- Conditional Formatting  Northwind.mdb, Orders table  Use the CustomerID, OrderDate and ShippedDate fields to create report  Create calculated field to display “Days to Ship”  Set up conditional formatting as shown on next slide (0to5-green;6to10-yellow;>10-red)

10. PgP MIS 342 Access7-10 Report Design Enhancements- Conditional Formatting

11. PgP MIS 342 Access7-11 Report Totals  Sum([fieldname]) Create group totals Place in group footer Create overall total Place in report footer

12. PgP MIS 342 Access7-12 Report Totals  RunningSum Property (Search in Help) Over Group to display cumulative total within each group Over All to display cumulative total for entire report

13. PgP MIS 342 Access7-13 Report Totals Example  Northwind.mdb, Orders,OrderDetails tables  Use the CustomerID, OrderID, ProductID, UnitPrice and Quantity fields, create ExtPrice  Use Report Wizard, group by CustomerID,OrderID, sort by ProductID, use summary options to total UnitPrice (then multiply this by Quantity to get ExtendedPrice)  Create calculated field to display “ExtendedPrice”

14. PgP MIS 342 Access7-14 Report Totals Example Includes group and overall totals

15. PgP MIS 342 Access7-15 Report Totals Example Includes group and overall totals

16. PgP MIS 342 Access7-16 Special Report Features  Examine Date formats  Execute the Mailing Label Wizard  Become familiar with page numbers (sort of a ‘mini-wizard’)  Subreports-to explain certain sections in more detail or to summarize data  Can use SQL statements as report data sources

17. PgP MIS 342 Access7-17 Learn Report Writing  Report writing is a valuable skill  Access is but one report writer, also-  Crystal Reports Crystal Reports  SQL Server Reporting Services SQL Server Reporting Services