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Figure 8-32. A crosstab query recordset with custom headings and custom column order, as defined in Figure 8-31.
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Microsoft Office Access 2003 Inside Out that when you concatenate two values with the ampersand (&) operator, that operator ignores Nulls. You can force a Null to a zero by concatenating a leading zero character. If the Sum is not Null, adding a zero in front of the value won t hurt it at all. In the TotalCharge field you chose as the value field, change Sum to Expression and change the Field line to use this expression:
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0 & Sum(TotalCharge)
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Part 2: Building a Microsoft Access Desktop Application
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Any concatenation returns a string value, so you ll need to convert the value back to a currency number for display. There s a handy convert to currency function (CCur) that will perform this conversion for you. Further modify the expression to read:
CCur(0 & Sum(TotalCharge))
Switch back to Datasheet view, and your query result should now look like Figure 8-33.
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Figure 8-33. Your crosstab query now shows a grand total on each row as an additional row heading, and all empty cells are filled with zero values.
As with most tasks in Access, there s usually more than one way to solve a problem. You can also generate the missing zero values by using the Null-to-zero function (NZ) in your expression instead of using concatenation. Your expression could look like:
CCur(NZ(Sum(TotalCharge),0))
If you re not quite getting the result you expect, you can check what you have built against the qxmplRevenueByFacilityByMonthXtab sample query you ll find in the database.
Partitioning Data in a Crosstab Query
The total sales by month is interesting, but what can you do if you want to break the data down further For example, you might want to know the value of sales across a range of room prices. This sort of information might be invaluable to the operator of a commercial hotel. What amount of revenue is the hotel receiving from various room prices You ll learn later in 16, Advanced Report Design, that you can ask the report writer to group data by data ranges. Well, you can also do this in a totals or crosstab query. Let s continue to work in the HousingDataCopy.mdb database to see how this works. Start a new query on tblFacilities and add tblReservations. Add the FacilityName field from tblFacilities, and create a CkOutMonth field by using the Format function to return a four306
Part 1: Part Title
Building Complex Queries digit year and month abbreviation as you did earlier. Add the TotalCharge field from tblReservations to the query grid twice. Choose Crosstab Query from the Query menu to convert your query to a crosstab query. On the Crosstab line, select Row Heading under the FacilityName field, your CkOutMonth expression, and the first TotalCharge field. Change the name of this first TotalCharge field to GrandTotal, and select Sum in the Group By row. For the second TotalCharge field, select Sum in the Group By row and Value in the Crosstab row. You still don t have a Column Heading field or expression defined, but here s where the fun begins. In this query, your sales manager has asked you for a breakdown of amounts spent per month based on ranges of the DailyRate field. In this database, the lowest daily charge is $40 a day, and the highest is $100 a day. The manager has asked you to display ranges from $40 to $119 in increments of $20 ($40 to $59, $60 to $79, and so on). It turns out there s a handy function called Partition that will split out numbers like this for you. The syntax of the function is as follows:
Partition(<number>, <start>, <stop>, <interval>)
The number argument is the name of a numeric field or expression you want to split up into ranges. Start specifies the lowest value you want, stop specifies the highest value you want, and interval specifies the size of the ranges. The function evaluates each number it sees and returns a string containing the name of the range for that number. You can group on these named ranges to partition your data into groups for this crosstab query. So, the expression you need is as follows:
Partition(DailyRate, 40, 119, 20)
The function will return values 40: 59 , 60: 79 , 80: 99 , and 100: 119 . Add that expression to your query grid and select Column Heading in the crosstab row. Your query should now look like Figure 8-34.
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