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Figure 16-32. The design of a report with a subreport.
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Press F11 to go to the Database window, select Reports on the Object bar, and position the window to the right so that you can see your report design behind the window. Drag and drop the report you created in the previous section from the Database window onto the Detail section of the report into the upper right corner about 0.25 inch in from the left edge. 591
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Part 3: Creating Forms and Reports in a Desktop Application
Microsoft Office Access 2003 Inside Out In the Properties window, set the Link Child Fields and Link Master Fields properties to FacilityID. Delete the label that Access attached to the subreport control. As a finishing touch, you can add a date text box control and a page number text box control to the Page Footer section as you learned to do earlier in this chapter. Your report should look something like Figure 16-32. You can find this report saved as rptXmplFacilityRevenue in the sample database. Switch to Print Preview to see the result as shown in Figure 16-33. Note that you might need to switch back and forth between Design view and Print Preview to adjust the position of the Month and Revenue labels over the columns from the subreport.
Part 1: Part Title
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Figure 16-33. The report to display facility information with monthly revenue in a subreport.
Adding a PivotChart to a Report
You can now design a form in PivotChart view to graphically display monthly revenue data. Note that a report doesn t have a PivotChart or PivotTable view, but it is perfectly legal to embed a form into a report as a subreport. (But you cannot embed a report in a form as a subform.)
Designing the PivotChart Form
When you built the subreport for the Facility Revenue report, you used a simple query on the tblReservations table. For the chart, you need to include the name of the facility the ID won t make much sense in the legend for the chart. In the sample database, you can find a query named qryXmplChtFacilityRevenue that includes both the tblFacilities and the tblReservations tables. The fields in the query are FacilityID and FacilityName from the tblFacilities table and CheckOutDate and TotalCharge from the tblReservations table. To build the chart you need, select the query in the Database window and then choose AutoForm from the New Object button on the toolbar. This quickly builds a simple form that 592
Part 3: Creating Forms and Reports in a Desktop Application
Advanced Report Design includes all the fields from the query. You won t need FacilityID in the final chart, so delete it. Switch to PivotChart view to begin designing the chart. Open the chart field list and drag and drop the FacilityName field onto the Drop Series Fields Here area of the chart. Click the plus sign next to the Check-Out By Month field to expand its list and drag and drop Months onto the Drop Category Fields Here area. Drag and drop the Total Charge field onto the Drop Data Fields Here area the chart calculates a Sum of this field for you. Open the Properties window and select Chart Workspace on the General tab. Click both the Add Title and Add Legend buttons to add these elements to your chart. Click the Chart Workspace Title element to select it. In the Properties window, click the Format tab and enter Facility Revenue in the Caption box. In the PivotChart, click the vertical Axis Title and in the Properties window enter Revenue in the Caption box. In the PivotChart, click the horizontal Axis Title and change its Caption to Months. Go back to the General tab and select Chart Workspace. On the Show/Hide tab, clear all the options under Show by default and Let users view so that users cannot modify the chart. Your chart should now look like Figure 16-34. Switch back to Design view and set the Default View property to PivotChart. Be sure to save the form and give it a name such as chtFacilityRevenue.
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