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Calculating YTD

16 New Member
Hi everyone ,

I have an urgent report to make in Ms Access and consider me a beginner.

The problem is that I have data in an excel sheet which i have linked in the Access.It is a Pharma data and I have to calculate YTD sales for some Companies.

Its a 37months data and the months are categorized as M1,M2....M37 where M37 is the latest month. so the calulation for ytd would look like as

Ytd for m1, Ytd for m2, Ytd for m3 .... till M12 ,Ytd for m13
m1 m1+m2 m1+m2+m3 m13..


and as the new year starts with M13 it will again resume from the first point when it reaches M25 and would again start from M37 if you consider M1 to be January

I could have hard coded this formulae in MsAccess using normal sum but as it is always a 37 months data and the months move ahead and M1 changes from January to feburary and so the whole coding fails.

Can anyone help me to do this Its really important
Please revert if if you need any more explanation on my part
Mar 31 '08 #1
32 5290
Delerna
1,134 Recognized Expert Top Contributor
If I understand you correctly I must say I don't like it. However I fully understand having to create a solution using the currently used data stores that users insist on keeping.

The way I see it you have a spread sheet where your 37 months are in columns.
This is not ideal for the query you want so you first need to create a query that will convert them to rows. Also since the 37 months are rolling you also need to tag the rows with the correct year and month. Once you have that query the YTD query becomes a simple aggregate query.

Expand|Select|Wrap|Line Numbers
  1. SELECT Now()-day(now())+1 AS Dte, YourLinkedTable.M37 as Qty FROM YourLinkedTable where company="The Company"
  2. union all
  3. SELECT DateAdd("m",-1,Now()-day(now())+1) AS Dte, YourLinkedTable.M36 FROM YourLinkedTable where company="The Company"
  4. union all
  5. SELECT DateAdd("m",-2,Now()-day(now())+1) AS Dte, YourLinkedTable.M35 FROM YourLinkedTable where company="The Company"
  6. union all
  7. SELECT DateAdd("m",-3,Now()-day(now())+1) AS Dte, YourLinkedTable.M34 FROM YourLinkedTable where company="The Company"
  8. union all
  9. SELECT DateAdd("m",-4,Now()-day(now())+1) AS Dte, YourLinkedTable.M33 FROM YourLinkedTable where company="The Company"
  10. union all
  11. SELECT DateAdd("m",-5,Now()-day(now())+1) AS Dte, YourLinkedTable.M32 FROM YourLinkedTable where company="The Company"
  12. UNION ALL 
  13. SELECT DateAdd("m",-6,Now()-day(now())+1) AS Dte, YourLinkedTable.M31 FROM YourLinkedTable where company="The Company"
  14. UNION ALL 
  15. SELECT DateAdd("m",-7,Now()-day(now())+1) AS Dte, YourLinkedTable.M30 FROM YourLinkedTable where company="The Company"
  16. UNION ALL 
  17. SELECT DateAdd("m",-8,Now()-day(now())+1) AS Dte, YourLinkedTable.M29 FROM YourLinkedTable where company="The Company"
  18. UNION ALL 
  19. SELECT DateAdd("m",-9,Now()-day(now())+1) AS Dte, YourLinkedTable.M28 FROM YourLinkedTable where company="The Company"
  20. UNION ALL 
  21. SELECT DateAdd("m",-10,Now()-day(now())+1) AS Dte, YourLinkedTable.M27 FROM YourLinkedTable where company="The Company"
  22. union all
  23. SELECT DateAdd("m",-11,Now()-day(now())+1) AS Dte, YourLinkedTable.M26 FROM YourLinkedTable where company="The Company"
  24. union all
  25. SELECT DateAdd("m",-12,Now()-day(now())+1) AS Dte, YourLinkedTable.M25 FROM YourLinkedTable where company="The Company"
  26. union all
  27. SELECT DateAdd("m",-13,Now()-day(now())+1) AS Dte, YourLinkedTable.M24 FROM YourLinkedTable where company="The Company"
  28. union all
  29. SELECT DateAdd("m",-14,Now()-day(now())+1) AS Dte, YourLinkedTable.M23 FROM YourLinkedTable where company="The Company"
  30. union all
  31. SELECT DateAdd("m",-15,Now()-day(now())+1) AS Dte, YourLinkedTable.M22 FROM YourLinkedTable where company="The Company"
  32. UNION ALL 
  33. SELECT DateAdd("m",-16,Now()-day(now())+1) AS Dte, YourLinkedTable.M21 FROM YourLinkedTable where company="The Company"
  34. UNION ALL 
  35. SELECT DateAdd("m",-17,Now()-day(now())+1) AS Dte, YourLinkedTable.M20 FROM YourLinkedTable where company="The Company"
  36. UNION ALL 
  37. SELECT DateAdd("m",-18,Now()-day(now())+1) AS Dte, YourLinkedTable.M19 FROM YourLinkedTable where company="The Company"
  38. UNION ALL 
  39. SELECT DateAdd("m",-19,Now()-day(now())+1) AS Dte, YourLinkedTable.M18 FROM YourLinkedTable where company="The Company"
  40. UNION ALL 
  41. SELECT DateAdd("m",-20,Now()-day(now())+1) AS Dte, YourLinkedTable.M17 FROM YourLinkedTable where company="The Company"
  42. union all
  43. SELECT DateAdd("m",-21,Now()-day(now())+1) AS Dte, YourLinkedTable.M16 FROM YourLinkedTable where company="The Company"
  44. union all
  45. SELECT DateAdd("m",-22,Now()-day(now())+1) AS Dte, YourLinkedTable.M15 FROM YourLinkedTable where company="The Company"
  46. union all
  47. SELECT DateAdd("m",-23,Now()-day(now())+1) AS Dte, YourLinkedTable.M14 FROM YourLinkedTable where company="The Company"
  48. union all
  49. SELECT DateAdd("m",-24,Now()-day(now())+1) AS Dte, YourLinkedTable.M13 FROM YourLinkedTable where company="The Company"
  50. union all
  51. SELECT DateAdd("m",-25,Now()-day(now())+1) AS Dte, YourLinkedTable.M12 FROM YourLinkedTable where company="The Company"
  52. UNION ALL 
  53. SELECT DateAdd("m",-26,Now()-day(now())+1) AS Dte, YourLinkedTable.M11 FROM YourLinkedTable where company="The Company"
  54. UNION ALL 
  55. SELECT DateAdd("m",-27,Now()-day(now())+1) AS Dte, YourLinkedTable.M10 FROM YourLinkedTable where company="The Company"
  56. UNION ALL 
  57. SELECT DateAdd("m",-28,Now()-day(now())+1) AS Dte, YourLinkedTable.M9 FROM YourLinkedTable where company="The Company"
  58. UNION ALL 
  59. SELECT DateAdd("m",29,Now()-day(now())+1) AS Dte, YourLinkedTable.M8 FROM YourLinkedTable where company="The Company"
  60. UNION ALL 
  61. SELECT DateAdd("m",-30,Now()-day(now())+1) AS Dte, YourLinkedTable.M7 FROM YourLinkedTable where company="The Company"
  62. union all
  63. SELECT DateAdd("m",-31,Now()-day(now())+1) AS Dte, YourLinkedTable.M6 FROM YourLinkedTable where company="The Company"
  64. union all
  65. SELECT DateAdd("m",-32,Now()-day(now())+1) AS Dte, YourLinkedTable.M5 FROM YourLinkedTable where company="The Company"
  66. union all
  67. SELECT DateAdd("m",-33,Now()-day(now())+1) AS Dte, YourLinkedTable.M4 FROM YourLinkedTable where company="The Company"
  68. union all
  69. SELECT DateAdd("m",-34,Now()-day(now())+1) AS Dte, YourLinkedTable.M3 FROM YourLinkedTable where company="The Company"
  70. union all
  71. SELECT DateAdd("m",-35,Now()-day(now())+1) AS Dte, YourLinkedTable.M2 FROM YourLinkedTable where company="The Company"
  72. UNION ALL SELECT DateAdd("m",-36,Now()-day(now())+1) AS Dte, YourLinkedTable.M1 FROM YourLinkedTable where company="The Company";
  73.  
Now you see why I dont like it, but not using properly designed tables leads to queries like this. Also you will need one of these for each company. If I sat down and thought about it for a bit there is probably a better way but since this is urgent it should work.

Anyway, now you just need an agregate query on that query
I'll assume you call the above query qryDatedDataFor TheCompany

Expand|Select|Wrap|Line Numbers
  1. SELECT year(Dte),sum(Qty) as YTD
  2. FROM qryDatedDataForTheCompany
  3. GROUP BY year(Dte)
  4.  
You can create a union query of the above from each of the company queries in order to get the YTD results for each company.
Well thats one solution, not very pretty but it should work for you, that is if I understood your post correctly.
Hope it works for you
Mar 31 '08 #2
victor1981
16 New Member
Sir, first of all Thanks for your reply and I am sorry I got you in this mess.

But there are few questions I need to ask:

Q1 Do I have to replace "YourLinkedTabl e" in your query by the name of the Query from which i am gettting the total months data.(I am actually retrieving this data from another query in which I sumup the monthly sales of each company as the names are repeating)

Q2 Can we use Running sum expression in it?

Also can I send you a mock data?So that it gets easier for us.

I am sorry if I am acting like an idiot.I have been trying to find out a soln to this problem but I havnt been able too.
Mar 31 '08 #3
Delerna
1,134 Recognized Expert Top Contributor
No problems, glad to be of assistance. Thats why I do this.

Q1) I wrote the big query with the assumption that it would be using the linked table that is actually a spreadsheet. And I also had the assumption that the months were horizontal (columns) and the companies where vertical(rows)
like this
......Company.. .M1...M2...M3.. .M4...M5....... .etc
The Company...5.... ...6 ...86....44.... 31
Company Two..12.....34. ..24....37....7 8

If that is so, or as you say there is another query that sums up the data but still looks like that
then yes YourLinkedTable needs to be changed to the name of the linked spreadsheet or the query, whichever applies

Q2) Yes you can get a running sum with modification to the second query
And If the solution I have here isn't quite right, then by all means post mock up data and table structures and we will find a solution
Mar 31 '08 #4
victor1981
16 New Member
This is absolutely how my Data looks like, but there are certain issues,There are around 173 companies in my database and in your above query I will have to replace "The Company" by the name of a respective company from my database.

Also the next step in this report is to get the YTD (on the similar lines) for the products which are around 1700 in number.

I just had one idea and that can we somehow categorize M1 to M12 as num1 and M13 to M24 as num2 and M25 to M36 as num3 and M37 as num4 (supposedly if M1=Jan and so M37 becomes Jan too) in an excel sheet and linkit in the access and then we can add on the base of these categorizations and everytime a new month arrives we can just change these categorizations ie. M1 to M11 as num1 as now M1 will be Feb and so M36 to M37 as 4.

I hope I am not sounding Crazy :).Its just that I have these ideas but I dont have the programming knowledge to convert them into soutions.

"Thank you so much Delerna for the time you are investing in this."
Apr 1 '08 #5
Delerna
1,134 Recognized Expert Top Contributor
OK so the spreadsheet now looks like this

......Company.. ..Product...M1. ..M2...M3...M4. ..M5........etc
The Company....PROD 1...5.......6 ...86....44.... 31
The Company....PROD 2..12......4 ...43....22.... 20
Company Two...PROD4..12 .....34...24... .37....78

and your summing query looks like this

......Company.. ....M1...M2.... M3....M4...M5.. ......etc
The Company.....17. ....10 ..129....66.... 51
Company Two....12.....3 4....24.....37. ...78

Is that correct?

and we wany to generate the YTD from the summing Query?
We should be able to remove the where clause from the union query.
Apr 1 '08 #6
victor1981
16 New Member
Exactly thats how I am doing this first I sumup and eliminate repetition and then we calculate the YTD from the monthly sales for both Products and Companies.


Meanwhile I did what you said and I changed the "YourLinkedTabl e" to my query name which is "0_Company_Mont hly_Total_Sum"

Also as you said I removed the where clause so it looks like this

SELECT DateAdd("m",-33,Now()-day(now())+1) AS Dte, 0_Company_Month ly_Total_Sum.M4 FROM 0_Company_Month ly_Total_Sum
union ALL
SELECT DateAdd("m",-34,Now()-day(now())+1) AS Dte, 0_Company_Month ly_Total_Sum.M3 FROM 0_Company_Month ly_Total_Sum
union ALL
SELECT DateAdd("m",-35,Now()-day(now())+1) AS Dte, 0_Company_Month ly_Total_Sum.M2 FROM 0_Company_Month ly_Total_Sum
UNION ALL SELECT DateAdd("m",-36,Now()-day(now())+1) AS Dte, 0_Company_Month ly_Total_Sum.M1 FROM 0_Company_Month ly_Total_Sum;



I copied and pasted it in the SQL view of a new query and tried running it but it is showing an error which is "Syntax error in query expression
' 0_Company_Month ly_Total_Sum.M3 7' "
Apr 1 '08 #7
Delerna
1,134 Recognized Expert Top Contributor
OK, let me go and try this in the mockup database I made last night.
I will be back in a bit
Apr 1 '08 #8
Delerna
1,134 Recognized Expert Top Contributor
This works for me. I have assumed field names Company and Product. You will need to change them if yours are different
Expand|Select|Wrap|Line Numbers
  1. SELECT Now()-day(now())+1 AS Dte,Company,Product, M37 as Qty FROM 0_Company_Monthly_Total_Sum
  2. union all
  3. SELECT DateAdd("m",-1,Now()-day(now())+1) AS Dte,Company,Product, M36 FROM 0_Company_Monthly_Total_Sum
  4. union all
  5. SELECT DateAdd("m",-2,Now()-day(now())+1) AS Dte,Company,Product, M35 FROM 0_Company_Monthly_Total_Sum
  6. union all
  7. SELECT DateAdd("m",-3,Now()-day(now())+1) AS Dte,Company,Product, M34 FROM 0_Company_Monthly_Total_Sum
  8. union all
  9. SELECT DateAdd("m",-4,Now()-day(now())+1) AS Dte,Company,Product,M33 FROM 0_Company_Monthly_Total_Sum
  10. union all
  11. SELECT DateAdd("m",-5,Now()-day(now())+1) AS Dte,Company,Product, M32 FROM 0_Company_Monthly_Total_Sum
  12. UNION ALL 
  13. SELECT DateAdd("m",-6,Now()-day(now())+1) AS Dte,Company,Product, M31 FROM 0_Company_Monthly_Total_Sum
  14. UNION ALL 
  15. SELECT DateAdd("m",-7,Now()-day(now())+1) AS Dte,Company,Product,M30 FROM 0_Company_Monthly_Total_Sum
  16. UNION ALL 
  17. SELECT DateAdd("m",-8,Now()-day(now())+1) AS Dte,Company,Product, M29 FROM 0_Company_Monthly_Total_Sum
  18. UNION ALL 
  19. SELECT DateAdd("m",-9,Now()-day(now())+1) AS Dte,Company,Product, M28 FROM 0_Company_Monthly_Total_Sum
  20. UNION ALL 
  21. SELECT DateAdd("m",-10,Now()-day(now())+1) AS Dte,Company,Product, M27 FROM 0_Company_Monthly_Total_Sum
  22. union all
  23. SELECT DateAdd("m",-11,Now()-day(now())+1) AS Dte,Company,Product, M26 FROM 0_Company_Monthly_Total_Sum
  24. union all
  25. SELECT DateAdd("m",-12,Now()-day(now())+1) AS Dte,Company,Product, M25 FROM 0_Company_Monthly_Total_Sum
  26. union all
  27. SELECT DateAdd("m",-13,Now()-day(now())+1) AS Dte,Company,Product, M24 FROM 0_Company_Monthly_Total_Sum
  28. union all
  29. SELECT DateAdd("m",-14,Now()-day(now())+1) AS Dte,Company,Product, M23 FROM 0_Company_Monthly_Total_Sum
  30. union all
  31. SELECT DateAdd("m",-15,Now()-day(now())+1) AS Dte,Company,Product,M22 FROM 0_Company_Monthly_Total_Sum
  32. UNION ALL 
  33. SELECT DateAdd("m",-16,Now()-day(now())+1) AS Dte,Company,Product, M21 FROM 0_Company_Monthly_Total_Sum
  34. UNION ALL 
  35. SELECT DateAdd("m",-17,Now()-day(now())+1) AS Dte,Company,Product,M20 FROM 0_Company_Monthly_Total_Sum
  36. UNION ALL 
  37. SELECT DateAdd("m",-18,Now()-day(now())+1) AS Dte,Company,Product, M19 FROM 0_Company_Monthly_Total_Sum
  38. UNION ALL 
  39. SELECT DateAdd("m",-19,Now()-day(now())+1) AS Dte,Company,Product, M18 FROM 0_Company_Monthly_Total_Sum
  40. UNION ALL 
  41. SELECT DateAdd("m",-20,Now()-day(now())+1) AS Dte,Company,Product, M17 FROM 0_Company_Monthly_Total_Sum
  42. union all
  43. SELECT DateAdd("m",-21,Now()-day(now())+1) AS Dte,Company,Product,M16 FROM 0_Company_Monthly_Total_Sum
  44. union all
  45. SELECT DateAdd("m",-22,Now()-day(now())+1) AS Dte,Company,Product,M15 FROM 0_Company_Monthly_Total_Sum
  46. union all
  47. SELECT DateAdd("m",-23,Now()-day(now())+1) AS Dte,Company,Product, M14 FROM 0_Company_Monthly_Total_Sum
  48. union all
  49. SELECT DateAdd("m",-24,Now()-day(now())+1) AS Dte,Company,Product, M13 FROM 0_Company_Monthly_Total_Sum 
  50. union all
  51. SELECT DateAdd("m",-25,Now()-day(now())+1) AS Dte,Company,Product, M12 FROM 0_Company_Monthly_Total_Sum 
  52. UNION ALL 
  53. SELECT DateAdd("m",-26,Now()-day(now())+1) AS Dte,Company,Product, M11 FROM 0_Company_Monthly_Total_Sum 
  54. UNION ALL 
  55. SELECT DateAdd("m",-27,Now()-day(now())+1) AS Dte,Company,Product, M10 FROM 0_Company_Monthly_Total_Sum
  56. UNION ALL 
  57. SELECT DateAdd("m",-28,Now()-day(now())+1) AS Dte,Company,Product, M9 FROM 0_Company_Monthly_Total_Sum 
  58. UNION ALL 
  59. SELECT DateAdd("m",29,Now()-day(now())+1) AS Dte,Company,Product,M8 FROM 0_Company_Monthly_Total_Sum
  60. UNION ALL 
  61. SELECT DateAdd("m",-30,Now()-day(now())+1) AS Dte,Company,Product, M7 FROM 0_Company_Monthly_Total_Sum
  62. union all
  63. SELECT DateAdd("m",-31,Now()-day(now())+1) AS Dte,Company,Product,M6 FROM 0_Company_Monthly_Total_Sum
  64. union all
  65. SELECT DateAdd("m",-32,Now()-day(now())+1) AS Dte,Company,Product, M5 FROM 0_Company_Monthly_Total_Sum 
  66. union all
  67. SELECT DateAdd("m",-33,Now()-day(now())+1) AS Dte,Company,Product,M4 FROM 0_Company_Monthly_Total_Sum
  68. union all
  69. SELECT DateAdd("m",-34,Now()-day(now())+1) AS Dte,Company,Product,M3 FROM 0_Company_Monthly_Total_Sum
  70. union all
  71. SELECT DateAdd("m",-35,Now()-day(now())+1) AS Dte,Company,Product, M2 FROM 0_Company_Monthly_Total_Sum
  72. UNION ALL SELECT DateAdd("m",-36,Now()-day(now())+1) AS Dte,Company,Product, M1 FROM 0_Company_Monthly_Total_Sum;
  73.  
Apr 1 '08 #9
Delerna
1,134 Recognized Expert Top Contributor
I just had one idea and that can we somehow categorize M1 to M12 as num1 and M13 to M24 as num2 and M25 to M36 as num3 and M37 as num4 (supposedly if M1=Jan and so M37 becomes Jan too) in an excel sheet and linkit in the access and then we can add on the base of these categorizations and everytime a new month arrives we can just change these categorizations ie. M1 to M11 as num1 as now M1 will be Feb and so M36 to M37 as 4.
By the way, this could be done but the if statements to handle it would be horrendous
Apr 1 '08 #10

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isladogs
by: isladogs | last post by:
The next Access Europe User Group meeting will be on Wednesday 1 May 2024 starting at 18:00 UK time (6PM UTC+1) and finishing by 19:30 (7.30PM). In this session, we are pleased to welcome a new presenter, Adolph Dupré who will be discussing some powerful techniques for using class modules. He will explain when you may want to use classes instead of User Defined Types (UDT). For example, to manage the data in unbound forms. Adolph will...
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5579
by: conductexam | last post by:
I have .net C# application in which I am extracting data from word file and save it in database particularly. To store word all data as it is I am converting the whole word file firstly in HTML and then checking html paragraph one by one. At the time of converting from word file to html my equations which are in the word document file was convert into image. Globals.ThisAddIn.Application.ActiveDocument.Select();...
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4094
by: TSSRALBI | last post by:
Hello I'm a network technician in training and I need your help. I am currently learning how to create and manage the different types of VPNs and I have a question about LAN-to-LAN VPNs. The last exercise I practiced was to create a LAN-to-LAN VPN between two Pfsense firewalls, by using IPSEC protocols. I succeeded, with both firewalls in the same network. But I'm wondering if it's possible to do the same thing, with 2 Pfsense firewalls...
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2632
by: 6302768590 | last post by:
Hai team i want code for transfer the data from one system to another through IP address by using C# our system has to for every 5mins then we have to update the data what the data is updated we have to send another system
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1516
bsmnconsultancy
by: bsmnconsultancy | last post by:
In today's digital era, a well-designed website is crucial for businesses looking to succeed. Whether you're a small business owner or a large corporation in Toronto, having a strong online presence can significantly impact your brand's success. BSMN Consultancy, a leader in Website Development in Toronto offers valuable insights into creating effective websites that not only look great but also perform exceptionally well. In this comprehensive...

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