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Making a report with only records matching certain criteria

P: n/a
What is the simplest way to make a report where only the records
where a field matches a certain date are included, and the user first
selects that date (from form or popup)? (I can write the SQL to select
the records I want...)

Nov 21 '07 #1
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<Do**@NoEmail.comwrote in message
news:b3********************************@4ax.com...
What is the simplest way to make a report where only the records
where a field matches a certain date are included, and the user first
selects that date (from form or popup)? (I can write the SQL to select
the records I want...)
The normal approach is to build a un-bound form (a un-bound form is a form
that is NOT attached to a table - these forms are typicaly desiged for user
interface face stuff like promtps, print buttions etc).

The following screen shots are all un-bound forms, and they simply prompt
the user for informaton.

http://www.members.shaw.ca/AlbertKal.../ridesrpt.html

The above shold give you some ideas

You can build a query that references the "prompt" form direclity, and this
takes no code.

eg:

InvoiceDate = forms!reportPrompt!txtDate

If you want more contorl (and can write some code), then read on:

The solution use now is simply to take the values from the form, and build
your own where clause in code. That way, you simply design the reports (or
forms), and attached them to the query. And, NO FORMS conditions are placed
in the query.

To "send" the conditions to the report (or form), you simply use the "where"
clause. This is exactly why ms-access has this feature...and it solves a
zillion problems...and will reduce your development costs by a substantial
amount.

The code to make those above screens work and launch the report with the
selected restrictions when you hit the "print" button is easy:
dim strWhere as string

' select sales rep combo

if isnull(cboSalesRep) = false then

strWhere = "SalesRep = '" & cboSalesRep & "'"

end if

' select what City for the report

if isnull(cboCity) = false then
if strWhere <"" then
strWhere = strWhere " and "
endif
strWhere = strWhere & "City = '" & cobCity & "'"
end if

Note how the 2nd combo test is setup. You can add as "many" more conditions
you want. Lets say we have a check box to only include Special Customers. We
can add to our very nice prompt screen a check box to

[x] Show Only Special customers

The code we add would be:

if chkSpeicalOnly = True then
if strWhere <"" then
strWhere = strWhere " and "
endif
strWhere = strWhere & "SpecialCust = true"
endif

For sure, each combo and control we add to the nice report screen takes a
bit of code, but no more messy then the query builder..and this way, each
query is nice and clean, and free of a bunch of HIGHLY un-maintainable
forms! expressions.

Further, it means you can re-use the same query for different reports, and
have no worries about some form that is supposed to be open. So, a tiny bit
more code eliminates the messy query problem.. For me, this is very worth
while trade.

For a date range, we could put two calendar contorls on the screen. The code
could be:
dim strWhere as string
dim strStartDate as string
dim strEndDate as string
strStartDtae = "#" & format(me.StartDateContorl,"mm/dd/yyyy") & "#"
strEndDate = "#" & format(me.EndDateContorl,"mm/dd/yyyy") & "#"

strWhere = "InvoiceDate is between " & strStartDate & " and " & strEndDate

docmd.openReport "InvoiceReport",acViewPreview,,strWhere
--
Albert D. Kallal (Access MVP)
Edmonton, Alberta Canada
pl*****************@msn.com
Nov 21 '07 #2

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