Suppressing Details section

[kchaudhry]

I am using CR 8.5 and creating a report which includes summary for the selected group. The records are grouped by Sales person ID. I am trying to create a summary table which includes fields from current month and a Year to date field. The YTD information is stored in an archive table. When I use a formula to select the records from the archive table for that Sales person ID, it adds all the records(YTD) in the detail section.

Is there a way to just show the Total Value in the summary field and not show the records in the details section?

Thanks,

Kchaudhry

 

[FVTrainer]

Can you please show a sample of how your data is appearing and a second example of how you would like it to appear. Thanks.

 

[kchaudhry]

I am trying to add a summary table in the group footer section in the following format:

*Current Month (CM)
Local Outbound Inbound
------- ------- --------
CM Tier 1: 000 000 000
CM Tier 2: 000 000 000
CM Tier 3: 000 000 000
------- ------- --------
CM Total: 000 000 000
------- ------- --------
YTD: 000 000 000
------- ------- --------

The Year to date (YTD) field will include CM total + YTD value for each category respectively ( i.e. Local, Outbound, Inbound).

My problem is when I use the formula

if {Archive_Participant_Move_in_Trans.Trans_Category} = "Local"
then
1
else
0

and do a summary for this formula, it adds all the trasactions in the details section. Can you please tell me how to just add the summary and not the details?

Thanks,

Kchaudhry

 

[FVTrainer]

I apologize, but I am still a little confused. Between your first post and your second post, I'm not sure how to take your statement "it adds all the trasactions in the details section". I can take it one of two ways:

1)It sounds like you are saying that once you add the field {Archive_Participant_Move_in_Trans.Trans_Category} you suddenly get a lot of extra records (the ytd records) in the details section.
or,
2) the summary formula sums all the transactions in the details section.

If the answer is the first one, then is {Archive_Participant_Move_in_Trans.Trans_Category} the only field from the Archive_Participant_Move_in_Trans table that is being referenced in the report?

 

[kchaudhry]

Sorry for the confusion. I will to try to expalin it better this time. I am not adding the {Archive_Participant_Move_in_Trans.Trans_Category} into the details section. Actually I am not adding the this field anywhere in the report besides the summary section. The details section includes fields like Porj #, Sub Proj#, Date, Commission etc. All this information is being pulled from Participant_Move_in_Trans table. The db is setup in a way that all this information is sent from Participant_Move_in_Trans table to Archive_Participant_Move_in_Trans at the end of the month. This way when the reports are run the tier1,2,3 fields show data for the current month and I would like to add this total to the YTD data and come up with a total field.

Currently when I add the summary field the detail field is populated with records from not only this months transactions but YTD transactions too.

So my question was, is there a way that I can only show the current month's transactions in the details section but when give me a total of current month + YTD summary in the group footer?

Hope this calrifies my question. If, not please let me know and I will provide more information.

Appreciate all your help,

kchaudhry

 

[FVTrainer]

Well, I'm probably having a bad day communicating myself.

It doesn't really matter if you add a field from Archive_Participant_Move_in_Trans to the details section or not; as soon as you reference it anywhere in the report layout, Crystal will include the records from that table. So, if you don't want those records to be displayed in the details section, but do want them included in the summaries, you could simply create a conditional suppression formula based on the current month's date. Assuming that you only have data in the report for this month or earlier, you could do the following to conditionally suppress the details section:

1) Select the Format | Section menu item.
2) Click on the Details section.
3) Click the X+2 button to the right of "Suppress (no drill-down)".
4) in the formula editor, create a formula similar to the following:

WhilePrintingRecords;
{transactionDate} < Date(Year({transactionDate},Month({transactionDate}, 1)

Replace {transactionDate} with the actual date used for the transactions. The above formula assumes that the transaction date is of the date data type.

 

[kchaudhry]

FVTrainer,

Thanks for your help. I think I understand what you are saying. I will try to apply this tomorrow.

Thanks for your guidance.

Kchaudhry