Prints Months Name in Brackets with Comma

[irsmalik]

Hello Friends,
One more problem to solve and I need your help. I have a crosstab query is below that runs and give me my results.

TRANSFORM Sum(qBG.SumOfBG) AS SumOfSumOfBG
SELECT qBG.Company, qBG.Region, qBG.Territory, Sum(qBG.SumOfBG) AS [Total Of SumOfBG]
FROM qBG
GROUP BY qBG.Company, qBG.Region, qBG.Territory
PIVOT qBG.HeldOn In ("Jan","Feb","Mar","Apr","May","Jun","Jul","Aug","Sep","Oct","Nov","Dec");

query runs and give me accurate results. But I do not want full months. I want only that months which contain data in brackets like (Jan,Feb,Mar) etc. Plz see picture attached.

[twinnyfo]

Irsmalik,

Based upon your image, are you saying you only want the totals from those [articular months? Or, are you saying that the totals for those records is based upon values that happen to fall in those particular months, and you are annotating which months those values are from?

I’m not sure if my question made sense, but what I am getting at is, for the first record listed, what is the source of “Jan, Feb, Apr”? Because this is not a Calendar “quarter”, but rather a list of months, in order, but missing one month.

Thanks.

Hope we can hepp!

[irsmalik]

Thank you sir
Actually when I run query, it gives me all the months name (Jan ~ Dec) so it is long size to print in a report. Further, my boss required only the month which contain the data. Suppose if the data is in Jan, Feb & Apr... I want to print it in Bracket like this (Jan, Feb, Apr)... that same for other regions.

It is not quarterly base... it is just a query for all year. Query picture is attached.... but my requirement is the previous image.
Thanks
irsmalik

[twinnyfo]

irsmalik,

My initial thought is that you will need some form of either a subquery or a User-Defined function that returns just the months which apply to each record. Then, you no longer need a CrossTab Query, but can simply use an Aggregate Query (for the Total), and one of your Fields will be your function:

SELECT 
    qBG.Company, 
    qBG.Region, 
    qBG.Territory, 
    Sum(qBG.SumOfBG) AS [Total Of SumOfBG], 
    GetMonths(qBG.Company, qBG.Region, qBG.Territory) as Months 
FROM 
    qBG 
GROUP BY 
    qBG.Company, 
    qBG.Region, 
    qBG.Territory;

This code assumes you have a User-Defined Function GetMonths(), which receives three arguments and returns a String value of the months which apply.

Since I don't know any more about your data, going beyond this general recommendation is impossible.

Knowing more, we might could move forward.

Hope this hepps point you in a better direction.

[Rabbit]

Alternatively, if you want to avoid VBA, use the crosstab as the source for another query and derive a field that concatenates 12 Nz() functions.

[irsmalik]

Dear Rabbit

What is concatenates 12 Nz() functions. ? I have no idea about this... can you please explain. ?
thanks
irsmalik

[NeoPa]

That means you take each month column from the CrossTab Query and use it to create a Field which includes all the twelve columns - BUT handles those columns having no data in such a way that the resulting data makes sense.

[NeoPa]

To give more help on Twinny's suggestion you may find Combining Rows-Opposite of Union helpful.

[cactusdata]

You could create a query that lists the months:

SELECT 
    qBG.Company, qBG.Region, qBG.Territory, qBG.HeldOn
FROM 
    qBG
GROUP BY 
    qBG.Company, qBG.Region, qBG.Territory, qBG.HeldOn

Save this as qBGmonths.

Then use my DJoin function found in my article here:
Link removed
and here:
VBA.DJoin

and create a query to list the joined months:

SELECT 
    qBG.Company, qBG.Region, qBG.Territory, Sum(qBG.SumOfBG) AS [BG], 
    DJoin("[HeldOn]", "[qBGmonth]", "[Company]=" & [Company] & " And [Region]=" & [Region] & " And [Territory]=" & [Territory] & "", ", ") As Months
FROM 
    qBG
GROUP BY 
    qBG.Company, qBG.Region, qBG.Territory

Of course, if a group field holds text, apply quotes in the filter string.

Disclaimer: Air code

[ADezii]

1. I sort of took a hybrid approach for generating the Months with Data.
2. I used qGB_Crosstab (simulated CrossTab) as the source for another Query which I named qGB_Crosstab_2. qGB_Crosstab_2 displays the [Company], [Region], [Territory], and [Total] Fields from qGB_Crosstab as well as a Calculated Field name [Period].
3. SQL for qGB_Crosstab:
   

   SELECT qBG_Crosstab.Company, qBG_Crosstab.Region, qBG_Crosstab.Territory, qBG_Crosstab.Total, 
   fCalcMonths([Region],[Territory]) AS Period FROM qBG_Crosstab;

4. The [Period] Field passes the [Region] and [Territory] Fields to a Public Function named fCalcMonths(). Within this Function, a Recordset is created based on the Unique Combination of [Region] and [Territory]. For each Record, Fields 4 thru 15 (Jan thru Dec) are checked for NULL Values. If a Field contains Data, then the Field Name is concatenated to a Build String.
5. Query OUTPUT (Sample Data):
   

   Company    Region    Territory    Total    Period
   GREENLET    A        North          5      Feb, Jul
   GREENLET    B        South          3      Jan, Feb, Apr
   GREENLET    C        East           7      Mar, Jun, Aug, Nov
   GREENLET    D        West           8      Jan, May, Sep, Oct, Dec

6. Function Definition:
   

   Public Function fCalcMonths(strRegion As String, strTerritory As String) As String
   Dim MyDB As DAO.Database
   Dim rst As DAO.Recordset
   Dim strSQL As String
   Dim intFld As Integer
   Dim strBuild As String
    
   strSQL = "SELECT * FROM qBG_Crosstab WHERE [Region] = '" & strRegion & _
            "' AND [Territory] = '" & strTerritory & "'"
    
   Set MyDB = CurrentDb
   Set rst = MyDB.OpenRecordset(strSQL, dbOpenSnapshot)
    
   For intFld = 4 To 15    'Jan to Dec inclusive
     If Not IsNull(rst.Fields(intFld)) Then
       strBuild = strBuild & rst.Fields(intFld).Name & ", "
     End If
   Next
    
   fCalcMonths = Left$(strBuild, Len(strBuild) - 2)    'Remove Trailing ', '
    
   rst.Close
   Set rst = Nothing
   End Function

7. Finally, fCalcMonths() returns this Concatenated String to the [Period] Field in the Query. Each Field ends with a Comma and Space which are stripped prior to returning the completed String.
8. Realizing that this all sounds very confusing, I uploaded the Demo for your Review.