Abizer,
If the number of different distinct items sold by one sales person on a single date is not likely to be very large, even though combined total count of distinct items sold per day by all sales persons is very large (say thousands), an alternative solution, based upon crosstab query could be considered.
In your scenario, a routine crosstab query, using ItemCode field as the column head would generate an unacceptably huge number of columns (one column per ItemCode). In such a bloated query, it would be observed that against each row, a vast number of columns are blank. This is because even though the sales person for the row in question might have sold only 5 items, and thus needs only 5 columns of meaningful data, the said row has to carry all the other columns (though blank) so as to make up the overall total by all sales persons.
The solution lies in collapsing the extraneous blank columns and there is an interesting way to do it. It involves generation of ItemCode ranks per sales person per day and using the same for column heads in the final crosstab query. This stage is demonstrated via sample query Q_1_Sales given below (at the end of this post).
With this approach, the final crosstab query will need a split column arrangement. In each set, first sub-column will display the ItemCode while second sub-column shows the quantity sold. Conventional crosstab query has the limitation that only one field can be nominated as value field. This hurdle can be overcome by making a union of query Q_1_Sales with itself as demonstrated in sample query Q_2_SalesUnion given below.
Based upon the above, final crosstab query Q_3_SalesCrosstab_Final as given below, should get you the desired output in following style:
SDate SP_ID C01A C01B C02A C02B C03A C03B (-- and so on).
Item Qty Item Qty Item Qty
12-Jun-2011 300123 240 23 280 52 350 11
With the above arrangement, if 250 different items have been sold overall, but maximum distinct sold per sales person is 5, the potential 250 columns get compressed to just 10 columns, facilitating convenient presentation.
Note:
(a) Table T_Sales has fields SP_ID, SDate (date type), ItemCode, and Quantity. All fields other than SDate are presumed to be of number type.
(b) While working out the rankings, DCount() has been used instead of subquery as the latter is not found acceptable when the query in question has to feed a crosstab query.
Best wishes,
A.D. Tejpal
------------
Q_1_Sales
======================================
SELECT T_Sales.*, DCount("*","T_Sales","SP_ID = " & [SP_ID] & " AND SDate = #" & Format([SDate],"mm/dd/yyyy") & "# AND ItemCode <= " & [ItemCode]) AS Rank
FROM T_Sales;
======================================
Q_2_SalesUnion
======================================
SELECT "A" AS Part, * FROM Q_1_Sales
UNION ALL SELECT "B" AS Part, * FROM Q_1_Sales;
======================================
Q_3_SalesCrosstab_Final
======================================
TRANSFORM First(IIf([Part]="A",[ItemCode],[Quantity])) AS Expr2
SELECT Q_2_SalesUnion.SDate, Q_2_SalesUnion.SP_ID
FROM Q_2_SalesUnion
GROUP BY Q_2_SalesUnion.SDate, Q_2_SalesUnion.SP_ID
PIVOT "C" & Format([Rank],"00") & [Part] & "_" & IIf([Part]="A","Item","Qty");
======================================
----- Original Message -----
From: Abizer Hussain
To: MS_Access_Professionals@yahoogroups.com
Sent: Tuesday, July 05, 2011 23:47
Subject: Re: [MS_AccessPros] Vertical data in Horizontal form
Thanks Duane
I ll do that sub report thing n see if the desired result comes or may be i get better than what i have planned for.
Abizer
________________________________
From: Duane Hookom <duanehookom@hotmail.com>
To: Access Professionals Yahoo Group <ms_access_professionals@yahoogroups.com>
Sent: Tuesday, July 5, 2011 5:20 PM
Subject: RE: [MS_AccessPros] Vertical data in Horizontal form
Since there is a possibility of 30 to 3000 items, a crosstab is not a viable solution.
From looking at your desired layout from a private email, I would again suggest you create a main report with a record source grouped by person and date. There should be no items in this main report. Then create a multicolumn subreport of the items and quantities that displays across then down. Add the subreport to the detail section of the main report.
Duane Hookom
MS Access MVP
To: MS_Access_Professionals@yahoogroups.com
From: mmabizer@yahoo.com
Date: Tue, 5 Jul 2011 04:28:06 -0700
Subject: Re: [MS_AccessPros] Vertical data in Horizontal form
Hi
Actually i didn't get you..
well i have just mentioned 30 items they can exceed to 300 to 3000 either.
and crosstabs shows all items in 1 date.. i just want those item which has been sold in specific date.. may be 1 or 2 or more..
I have also sent u a provate mail with pictures if that can clear what i want to say..
Thanks
________________________________
From: Duane Hookom <duanehookom@hotmail.com>
To: Access Professionals Yahoo Group <ms_access_professionals@yahoogroups.com>
Sent: Tuesday, July 5, 2011 3:17 AM
Subject: RE: [MS_AccessPros] Vertical data in Horizontal form
I would probably create a crosstab but it might be easier to create a multi-column subreport that displays across then down. This would also provide for wrapping to the next line since I don't know how you might possibly display 30 items and quantities across a page.
You didn't answer my question:
What is stored in your table that determines which item is numbered 1, 2, etc.
Duane Hookom
MS Access MVP
To: MS_Access_Professionals@yahoogroups.com; MS_Access_Professionals@yahoogroups.com
From: mmabizer@yahoo.com
Date: Mon, 4 Jul 2011 12:26:55 -0700
Subject: Re: [MS_AccessPros] Vertical data in Horizontal form
Hi Duane Hookom
Thanks for your time
Well i this data to make monthly report where i have to show that how many items each sales person has dispatched.. where in each date it shows horizontally how many items with quantity one has dispatched.. i tried cross tab but it doesn't give me the result i want..
i have sample file but i dont know where to upload it so everyone can see what i want.. n its difficult for me to explain too..
im sending u a peronal mail with 2 pictures of what i want..
Thank you..
Abizer
________________________________
From: Duane Hookom <duanehookom@hotmail.com>
To: Access Professionals Yahoo Group <ms_access_professionals@yahoogroups.com>
Sent: Tuesday, July 5, 2011 12:11 AM
Subject: RE: [MS_AccessPros] Vertical data in Horizontal form
Your field names and data are difficult to determine. I expect you can use a crosstab query to do this.
Are there ever more than 30 item codes that might be generated?
What is stored in your table that determines which item is numbered 1, 2, etc.
What is the reason for displaying in this format? Is this for a report, web page, form, query, or what?
Duane Hookom
MS Access MVP
To: MS_Access_Professionals@yahoogroups.com
From: mmabizer@yahoo.com
Date: Mon, 4 Jul 2011 07:04:51 -0700
Subject: [MS_AccessPros] Vertical data in Horizontal form
Hi All
Im working in a company where there are 30 products.
Each salesperson sales many items each day..
My data base looks like this
SP IDDATEITEM CODEQUANTITY
30012312/06/201124023
30012312/06/201128052
30012312/06/201135011
30015412/06/201124023
30015412/06/201136132
30035012/06/201145115
30035012/06/201159091
30035012/06/201119527
I want to make a query that displays each salesman's daily record in a row..
like this
SP IDDATEITEM CODE1QUANTITY1ITEM CODE1QUANTITY1ITEM CODE1QUANTITY1
30012312/06/2011240232805235011
30015412/06/20112402336132
30035012/06/2011451155909119527
I shall be grateful if any one helps me out..
Thank you very much
Abizer
[Non-text portions of this message have been removed]
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