ACCESS FEED: RE: [MS_AccessPros] Report Balance on each row should be correct on date order

Hello Khalid

You have made a good start, but some of your SQL has become really garbled. For example, you have:

DSum("AmountReceived","[Clients Transaction(TransactionDate < " & Format([TransactionDate], "\#yyyy-mm-dd\#") & " OR (TransactionDate = " & Format([TransactionDate], "\#yyyy-mm-dd\#") & " AND TransactionID <= " & [TransactionID] & ")) & " AND ([Clients Transaction].ClientCIN)= " & [ClientCIN]) AS TotCash

The DSum function takes three arguments: FieldName, TableName and Criteria. Currently, your TableName is:
    "[Clients Transaction(TransactionDate < " & Format([TransactionDate], "\#yyyy-mm-dd\#")
which would give you something like this:
    "[Clients Transaction(TransactionDate < #2014-01-01#"

Naturally, as there is no table of this name, it results in an error.

What you need is this:

DSum(
    "AmountReceived",
    "[Clients Transaction]",
    "(TransactionDate < " & Format([TransactionDate], "\#yyyy-mm-dd\#")
        & " OR (TransactionDate = " & Format([TransactionDate], "\#yyyy-mm-dd\#")
            & " AND TransactionID <= " & [TransactionID]
        & ")) AND ClientCIN= " & [ClientCIN]
) AS TotCash

It is not strictly necessary to spread it out like this, but it makes it easier to read!

The other DSum expressions have similar (but not identical!) problems.

See if you can apply these principles to correct your SQL by yourself. If not then I'll be glad to help further, but I think you will be more satisfied if you fix it yourself. :-)

By the way, I recommend you try the version using the subquery that I suggested, instead of using DSum.

All the best,
Graham

From: MS_Access_Professionals@yahoogroups.com [mailto:MS_Access_Professionals@yahoogroups.com]
Sent: Tuesday, 5 August 2014 21:42
To: MS_Access_Professionals@yahoogroups.com
Subject: Re: [MS_AccessPros] Report Balance on each row should be correct on date order

Hello Graham,

I read your observations and explanations carefully and tried to digest the suggestions you explained deeply.

Well i may have to admit that i am not so perfect in sql, the changes i made gives me syntax error, the sql is now:

SELECT [Clients Transaction].TransactionID, [Clients Transaction].TransactionDate, [Clients Transaction].TransactionType, [Clients Transaction].ClientCIN, [Clients Transaction].ClientName, [Clients Transaction].ConsignmentNo, [Clients Transaction].Cartons, [Clients Transaction].Weight, [Clients Transaction].Details, [Clients Transaction].AmountReceived, [Clients Transaction].Expenses, DSum("AmountReceived","[Clients Transaction(TransactionDate < " & Format([TransactionDate], "\#yyyy-mm-dd\#") & " OR (TransactionDate = " & Format([TransactionDate], "\#yyyy-mm-dd\#") & " AND TransactionID <= " & [TransactionID] & ")) & " AND ([Clients Transaction].ClientCIN)= " & [ClientCIN]) AS TotCash, DSum("Expenses","[Clients Transaction"(TransactionDate < " & Format([TransactionDate], "\#yyyy-mm-dd\#") & " OR (TransactionDate = " & Format([TransactionDate], "\#yyyy-mm-dd\#") & " AND TransactionID <= " & [TransactionID] & ")) & " AND ([Clients Transaction].ClientCIN)= " & [ClientCIN]) AS TotExpense, Nz(DSum("AmountReceived","[Clients Transaction]","(TransactionDate < " & Format([TransactionDate], "\#yyyy-mm-dd\#") & " OR (TransactionDate = " & Format([TransactionDate], "\#yyyy-mm-dd\#") & " AND TransactionID <= " & [TransactionID] & ")) AND ([Clients Transaction].ClientCIN)= " & [ClientCIN]), 0)-Nz(DSum("Expenses","[Clients Transaction]","(TransactionDate < " & Format([TransactionDate], "\#yyyy-mm-dd\#") & " OR (TransactionDate = " & Format([TransactionDate], "\#yyyy-mm-dd\#") & " AND TransactionID <= " & [TransactionID] & ")) AND ([Clients Transaction].ClientCIN)= " & [ClientCIN]), 0) AS Balance FROM [Clients Transaction]
WHERE ((([Clients Transaction].ClientCIN)=[Forms]![Clients Balance Sheet Dialog]![cboClientCIN]));

I am not sure i did the changes exactly you told. Please check it and point the mistake.

Regards,
Khalid

On Tuesday, August 5, 2014 12:16 PM, "Khalid Tanweer khalidtanweerburrah@yahoo.com [MS_Access_Professionals]" <MS_Access_Professionals@yahoogroups.com> wrote:

John,

Latest sql is:

SELECT [Clients Transaction].TransactionID, [Clients Transaction].TransactionDate, [Clients Transaction].TransactionType, [Clients Transaction].ClientCIN, [Clients Transaction].ClientName, [Clients Transaction].ConsignmentNo, [Clients Transaction].Cartons, [Clients Transaction].Weight, [Clients Transaction].Details, [Clients Transaction].AmountReceived, [Clients Transaction].Expenses, DSum("AmountReceived","[Clients Transaction]","TransactionDate <= #" & [TransactionDate] & "# AND TransactionID <= " & [TransactionID] & " AND ([Clients Transaction].ClientCIN)= " & [ClientCIN]) AS TotCash, DSum("Expenses","[Clients Transaction]","TransactionDate <= #" & [TransactionDate] & "# AND TransactionID <= " & [TransactionID] & " AND ([Clients Transaction].ClientCIN)= " & [ClientCIN]) AS TotExpense, NZ(DSum("AmountReceived","[Clients Transaction]","TransactionDate <= #" & [TransactionDate] & "# AND TransactionID <= " & [TransactionID] & " AND ([Clients Transaction].ClientCIN)= " & [ClientCIN]),0)-NZ(DSum("Expenses","[Clients Transaction]","TransactionDate <= #" & [TransactionDate] & "# AND TransactionID <= " & [TransactionID] & " AND ([Clients Transaction].ClientCIN)= " & [ClientCIN]),0) AS Balance
FROM [Clients Transaction]
WHERE ((([Clients Transaction].ClientCIN)=[Forms]![Clients Balance Sheet Dialog]![cboClientCIN]));

In the meanwhile i'll check for Graham's suggestions also and let inform both of you.

Regards,
Khalid

On Tuesday, August 5, 2014 2:41 AM, "John Viescas JohnV@msn.com [MS_Access_Professionals]" <MS_Access_Professionals@yahoogroups.com> wrote:

Khalid-

It looks like it is erroneously picking up transaction #30 which does have a lower transaction ID but does not have a lower date. Are you sure you're checking for both date and transaction ID in all DSum expressions? Please post the latest SQL.

John Viescas, Author
Microsoft Access 2010 Inside Out
Microsoft Access 2007 Inside Out
Microsoft Access 2003 Inside Out
Building Microsoft Access Applications
SQL Queries for Mere Mortals
http://www.viescas.com/
(Paris, France)

On Aug 4, 2014, at 7:37 AM, Khalid Tanweer khalidtanweerburrah@yahoo.com [MS_Access_Professionals] <MS_Access_Professionals@yahoogroups.com> wrote:

John,

          Yet there is some flaw in Balance, from TransactionID 6 to 34 Balance is OK. See against TransactionID 36 Balance is not correct.

TransactionID TransactionDate AmountReceived Expenses Balance
  6 01/01/14 26,063 -26,063
7 01/01/14 807    -25,256
20 26/01/14    104 -25,360
21 27/01/14 250 -25,610
22 27/01/14    250 -25,860
34 30/01/14 7,000 -18,860
36 07/02/14 1,883 -20,795
39 20/02/14 350 -21,093
30 27/02/14 52 -25,912
44 27/02/14 1,555 -22,700

............ and more entries

Please look into it.

On Monday, August 4, 2014 4:45 PM, "John Viescas JohnV@msn.com [MS_Access_Professionals]" <MS_Access_Professionals@yahoogroups.com> wrote:

Ah, when you have multiple transactions on the same date, then you also need to sort on TransactionID.

SELECT [Clients Transaction].TransactionID, [Clients Transaction].TransactionDate, [Clients Transaction].TransactionType, [Clients Transaction].ClientCIN, [Clients Transaction].ClientName, [Clients Transaction].ConsignmentNo, [Clients Transaction].Cartons, [Clients Transaction].Weight, [Clients Transaction].Details, [Clients Transaction].AmountReceived, [Clients Transaction].Expenses, DSum("AmountReceived","[Clients Transaction]","TransactionDate <= #" & [TransactionDate] & "# AND TransactionID <= " & [TransactionID] & " AND ([Clients Transaction].ClientCIN)= " & [ClientCIN]) AS TotCash, DSum("Expenses","[Clients Transaction]","TransactionDate <= #" & [TransactionDate] & "# AND TransactionID <= " & [TransactionID] & " AND ([Clients Transaction].ClientCIN)= " & [ClientCIN]) AS TotExpense, NZ(DSum("AmountReceived","[Clients Transaction]","TransactionDate <= #" & [TransactionDate] & "# AND TransactionID <= " & [TransactionID] & " AND ([Clients Transaction].ClientCIN)= " & [ClientCIN]),0)-NZ(DSum("Expenses","[Clients Transaction]","TransactionDate <= #" & [TransactionDate] & "# AND TransactionID <= " & [TransactionID] & " AND ([Clients Transaction].ClientCIN)= " & [ClientCIN]),0) AS Balance
FROM [Clients Transaction]
WHERE ((([Clients Transaction].ClientCIN)=[Forms]![Clients Balance Sheet Dialog]![cboClientCIN]));

John Viescas, Author
Microsoft Access 2010 Inside Out
Microsoft Access 2007 Inside Out
Microsoft Access 2003 Inside Out
Building Microsoft Access Applications
SQL Queries for Mere Mortals
http://www.viescas.com/
(Paris, France)

On Aug 4, 2014, at 12:15 AM, Khalid Tanweer khalidtanweerburrah@yahoo.com [MS_Access_Professionals] <MS_Access_Professionals@yahoogroups.com> wrote:

John,
          Sorry from me too, actually it was late night here when i received your last reply. Now there is no error in query.

But there is still some miscalculation in Balance i quote down few entries.

TransactionID TransactionDate AmountReceived Expenses Balance
6                         01/01/14                                 26,063 -25,256
7 01/01/14 807                               -25,256
20                          26/01/14                   104    -25,360
21 27/01/14                 250 -25,860
22 27/01/14        250 -25,860
34 30/01/14               7,000                                       -18,860
36 07/02/14 1,883 -21,569
39
20/02/14        350 -21,093
30 27/02/14          52
-29,940
44 27/01/14        250 -25,860

............ and more entries

Please look into it.

regards,
Khalid

On Monday, August 4, 2014 12:25 AM, "John Viescas JohnV@msn.com [MS_Access_Professionals]" <MS_Access_Professionals@yahoogroups.com> wrote:

Khalid-

Sorry, I missed changing one TransactionID to TransactionDate. You should have been able to spot that.

SELECT [Clients Transaction].TransactionID, [Clients Transaction].TransactionDate, [Clients Transaction].TransactionType, [Clients Transaction].ClientCIN, [Clients Transaction].ClientName, [Clients Transaction].ConsignmentNo, [Clients Transaction].Cartons, [Clients Transaction].Weight, [Clients Transaction].Details, [Clients Transaction].AmountReceived, [Clients Transaction].Expenses, DSum("AmountReceived","[Clients Transaction]","TransactionDate <= #" & [TransactionDate] & "# AND ([Clients Transaction].ClientCIN)= " & [ClientCIN]) AS TotCash, DSum("Expenses","[Clients Transaction]","TransactionDate <= #" & [TransactionDate] & "# AND ([Clients Transaction].ClientCIN)= " & [ClientCIN]) AS TotExpense, NZ(DSum("AmountReceived","[Clients Transaction]","TransactionDate <= #" & [TransactionDate] & "# AND ([Clients Transaction].ClientCIN)= " & [ClientCIN]),0)-NZ(DSum("Expenses","[Clients Transaction]","TransactionDate <= #" & [TransactionDate] & "# AND ([Clients Transaction].ClientCIN)= " & [ClientCIN]),0) AS Balance
FROM [Clients Transaction]
WHERE ((([Clients Transaction].ClientCIN)=[Forms]![Clients Balance Sheet Dialog]![cboClientCIN]));

John Viescas, Author
Microsoft Access 2010 Inside Out
Microsoft Access 2007 Inside Out
Microsoft Access 2003 Inside Out
Building Microsoft Access Applications
SQL Queries for Mere Mortals
http://www.viescas.com/
(Paris, France)

On Aug 3, 2014, at 11:58 AM, Khalid Tanweer khalidtanweerburrah@yahoo.com [MS_Access_Professionals] <MS_Access_Professionals@yahoogroups.com> wrote:

John,

Again there is syntax error:

Syntax error in date in query expression 'TransactionDate <=#10# AND ([Clients Transaction].ClientCIN= 5'.

While repeatedly clicking on error message OK button the above figure between #6# go on changing, and this is value of TransactionID. Then the report opens.

Column for Balance is now showing data. But i assume its not in order for example see the top two rows

TransactionID TransactionDate AmountReceived Expenses Balance
6   01/01/14 Null 26,063 807
7                           01/01/14             807 Null 807

Khalid

On Sunday, August 3, 2014 9:23 PM, "John Viescas JohnV@msn.com [MS_Access_Professionals]" <MS_Access_Professionals@yahoogroups.com> wrote:

Khalid-

I didn't notice that you have somehow lost the second parameter in all your DSum statements. Try this:

SELECT [Clients Transaction].TransactionID, [Clients Transaction].TransactionDate, [Clients Transaction].TransactionType, [Clients Transaction].ClientCIN, [Clients Transaction].ClientName, [Clients Transaction].ConsignmentNo, [Clients Transaction].Cartons, [Clients Transaction].Weight, [Clients Transaction].Details, [Clients Transaction].AmountReceived, [Clients Transaction].Expenses, DSum("AmountReceived","[Clients Transaction]","TransactionDate <= #" & [TransactionDate] & "# AND ([Clients Transaction].ClientCIN)= " & [ClientCIN]) AS TotCash, DSum("Expenses","[Clients Transaction]","TransactionDate <= #" & [TransactionDate] & "# AND ([Clients Transaction].ClientCIN)= " & [ClientCIN]) AS TotExpense, NZ(DSum("AmountReceived","[Clients Transaction]","TransactionDate <= #" & [TransactionDate] & "# AND ([Clients Transaction].ClientCIN)= " & [ClientCIN]),0)-NZ(DSum("Expenses","[Clients Transaction]","TransactionDate <= #" & [TransactionID] & "# AND ([Clients Transaction].ClientCIN)= " & [ClientCIN]),0) AS Balance
FROM [Clients Transaction]
WHERE ((([Clients Transaction].ClientCIN)=[Forms]![Clients Balance Sheet Dialog]![cboClientCIN]));

John Viescas, Author
Microsoft Access 2010 Inside Out
Microsoft Access 2007 Inside Out
Microsoft Access 2003 Inside Out
Building Microsoft Access Applications
SQL Queries for Mere Mortals
http://www.viescas.com/
(Paris, France)

On Aug 3, 2014, at 11:13 AM, Khalid Tanweer khalidtanweerburrah@yahoo.com [MS_Access_Professionals] <MS_Access_Professionals@yahoogroups.com> wrote:

John,

While opening the report got the following error message:

The Microsoft jet database engine cannot find the input table or query 'TransactionDate <=#01/01/14# AND [Clients Transaction].ClientCIN=5'. Make sure it exists and that its name is spelled correctly.

After long clicking on this message box OK button report opens but Balance column is showing zero value on each row. Although on report footer sum of "AmountReceived" and sum of "Expenses" is correct.

Khalid

On Sunday, August 3, 2014 8:03 PM, "John Viescas JohnV@msn.com [MS_Access_Professionals]" <MS_Access_Professionals@yahoogroups.com> wrote:

Kahlid-

Spotted an extra open paren in your first DSum and a few other anomalies:

SELECT [Clients Transaction].TransactionID, [Clients Transaction].TransactionDate, [Clients Transaction].TransactionType, [Clients Transaction].ClientCIN, [Clients Transaction].ClientName, [Clients Transaction].ConsignmentNo, [Clients Transaction].Cartons, [Clients Transaction].Weight, [Clients Transaction].Details, [Clients Transaction].AmountReceived, [Clients Transaction].Expenses, DSum("AmountReceived","TransactionDate <= #" & [TransactionDate] & "# AND [Clients Transaction].ClientCIN = " & [ClientCIN]) AS TotCash, DSum("Expenses","TransactionDate <= #" & [TransactionDate] & "# AND [Clients Transaction].ClientCIN = " & [ClientCIN]) AS TotExpense, NZ(DSum("AmountReceived","TransactionDate <= #" & [TransactionDate] & "# AND [Clients Transaction].ClientCIN = " & [ClientCIN]),0)-NZ(DSum("Expenses","TransactionDate <= #" & [TransactionDate] & "# AND [Clients Transaction].ClientCIN = " & [ClientCIN]), 0) AS Balance
FROM [Clients Transaction]
WHERE ((([Clients Transaction].ClientCIN)=[Forms]![Clients Balance Sheet Dialog]![cboClientCIN]));

John Viescas, Author
Microsoft Access 2010 Inside Out
Microsoft Access 2007 Inside Out
Microsoft Access 2003 Inside Out
Building Microsoft Access Applications
SQL Queries for Mere Mortals
http://www.viescas.com/
(Paris, France)

On Aug 3, 2014, at 7:55 AM, Khalid Tanweer khalidtanweerburrah@yahoo.com [MS_Access_Professionals] <MS_Access_Professionals@yahoogroups.com> wrote:

John,

I am getting syntax error while saving the query and it is highlighting "Expenses"

SELECT [Clients Transaction].TransactionID, [Clients Transaction].TransactionDate, [Clients Transaction].TransactionType, [Clients Transaction].ClientCIN, [Clients Transaction].ClientName, [Clients Transaction].ConsignmentNo, [Clients Transaction].Cartons, [Clients Transaction].Weight, [Clients Transaction].Details, [Clients Transaction].AmountReceived, [Clients Transaction].Expenses, DSum("AmountReceived","TransactionDate <= #" & [TransactionDate] & "# AND ([Clients Transaction].ClientCIN = " & [ClientCIN]) AS TotCash, DSum("Expenses","TransactionDate <= #" & [TransactionDate] & "# AND ([Clients Transaction].ClientCIN = " & [ClientCIN]) AS TotExpense, NZ(DSum("AmountReceived","TransactionDate <= #" & [TransactionDate] & "# AND ([Clients Transaction].ClientCIN = " & [ClientCIN]= " & [ClientCIN]),0)-NZ(DSum("Expenses","TransactionDate <= #" & [TransactionDate] & "# AND ([Clients Transaction].ClientCIN = " & [ClientCIN]) AS Balance
FROM [Clients Transaction]
WHERE ((([Clients Transaction].ClientCIN)=[Forms]![Clients Balance Sheet Dialog]![cboClientCIN]));

Khalid

On Sunday, August 3, 2014 4:47 PM, "John Viescas JohnV@msn.com [MS_Access_Professionals]" <MS_Access_Professionals@yahoogroups.com> wrote:

Khalid-

Try:

"TransactionDate <= #" & [TransactionDate] & "# AND ([Clients Transaction].ClientCIN = " & [ClientCIN]

John Viescas, Author
Microsoft Access 2010 Inside Out
Microsoft Access 2007 Inside Out
Microsoft Access 2003 Inside Out
Building Microsoft Access Applications
SQL Queries for Mere Mortals
http://www.viescas.com/
(Paris, France)

On Aug 3, 2014, at 2:13 AM, Khalid Tanweer khalidtanweerburrah@yahoo.com [MS_Access_Professionals] <MS_Access_Professionals@yahoogroups.com> wrote:

Hi John,

I have a report with Record source "ClientsBalanceSheetQuery"

SELECT [Clients Transaction].TransactionID, [Clients Transaction].TransactionDate, [Clients Transaction].TransactionType, [Clients Transaction].ClientCIN, [Clients Transaction].ClientName, [Clients Transaction].ConsignmentNo, [Clients Transaction].Cartons, [Clients Transaction].Weight, [Clients Transaction].Details, [Clients Transaction].AmountReceived, [Clients Transaction].Expenses, DSum("AmountReceived","[Clients Transaction]","TransactionID <=" & [TransactionID] & " AND ([Clients Transaction].ClientCIN)= " & [ClientCIN]) AS TotCash, DSum("Expenses","[Clients Transaction]","TransactionID <=" & [TransactionID] & " AND ([Clients Transaction].ClientCIN)= " & [ClientCIN]) AS TotExpense, NZ(DSum("AmountReceived","[Clients Transaction]","TransactionID <=" & [TransactionID] & " AND ([Clients Transaction].ClientCIN)= " & [ClientCIN]),0)-NZ(DSum("Expenses","[Clients Transaction]","TransactionID <=" & [TransactionID] & " AND ([Clients Transaction].ClientCIN)= " & [ClientCIN]),0) AS Balance
FROM [Clients Transaction]
WHERE ((([Clients Transaction].ClientCIN)=[Forms]![Clients Balance Sheet Dialog]![cboClientCIN]));

Sorting and grouping is "TransactionID"

At present with this query results are perfect, but now the requirement is that Sort order should be TransactionDate and Balance on each row should be according to TransactionDate.

I have tried changing sort order to TransactionDate but results are not OK, also on the above query at DSum statements i tried to change "TransactionID <=" & [TransactionID]" with "TransactionDate <=" & [TransactionDate]" but that also did'nt worked.

please help.

Regards,
Khalid Tanweer