Sign in to follow this  
Followers 0

Portal to display data from a Second Level Relationship

10 posts in this topic

I am having a problem in showing data from a second level relationship (not sure if this is the correct term).

Here's the scenerio.  Every year, I need to create new funds and expenses are created (PO, Direct Payment, Credit Card, Travel Expenses, etc) However, PO and Travel Expenses can be split funded by multiple funds. So when an expense is created it's not tied to the Fund, the Expense ID is created, and with in that the Expense Line. The Expense Line will contain a Fund field to tie it to the Fund Table.  So my table relationship looks like this


Fund --< Expense Line >-- Expense


Now I want to show all the Expense related to the Fund table and Sum up all the Expense Line that is funded by the Fund. I have a field in the Expense Table "Total Fund" which is a ExecuteSQL:

ExecuteSQL (
FROM Expense_Line
WHERE KF_ExpenseID = ? AND KF_FundID= ? "
; "" ; "" ; EXPENSE::KP_ExpenseID; FUND::KP_FundID



However, this was not pulling up the right data. Any suggestions? Let me know if you want to see the file on what I have now.



Share this post

Link to post
Share on other sites

When you're in the context of Expenses, which primary Fund key do you expect to see via LineItems?


Sum up all the Expense Line that is funded by the Fund


Yes – which Fund?

Share this post

Link to post
Share on other sites

In the Expense table, there are no direct relation to Fund.  But when I'm in the Fund Layout with the Expense Portal, I figure that the SQL will be able to Pull the Current FundID that I'm browsing. Maybe that's not the case?


Maybe, I need to have a Global Field for the Current Fund ID that I'm browsing?

Share this post

Link to post
Share on other sites

Actually, I'm not sure what it is you want to calculate in which context:


• when you browse through Funds, do you want to 1) see the sum of all line items related to the current fund, or 2) the sum of all line items related to the current fund and a specific Expense?


• when you browse through Expenses, do you want to do the same (in reverse)?

Share this post

Link to post
Share on other sites

EOS, I want to sum up all the Expense Line related to the current fund and a specific Expense.


Layout w/Fund Table

Will contain Fund Details (ie Beginning Balance, Fund Description, Year, etc)

 --- Expense Portal

      --- Portal Lines will contain the Expense details, and the SUM of Expense Line related to the fund and Expense


I've attached 3 screen shots. Expense Layout, Fund Layout 1 and Fund Layout 2

(Fund Layout 1) Fund ID 1 Total is correct in the (Expense Tab) Portal Actual is Correct $113, but when I go to FundID 2 (Fund Layout 2 Screen Shot) the Actual should be $1000, but it remains to be $113.


In Fund Layout, I would like to show the sum of all the expense line that are related to the fund (Box on the Top Right)

When I'm browse through the expense I don't need to see the sum of the funds, but it will show the sum of the related expense Lines. Which I have already.






Share this post

Link to post
Share on other sites

I've attached 3 screen shots. Expense Layout, Fund Layout 1 and Fund Layout 2

(Fund Layout 1) Fund ID 1 Total is correct in the (Expense Tab) Portal Actual is Correct $113, but when I go to FundID 2 (Fund Layout 2 Screen Shot) the Actual should be $1000, but it remains to be $113.


Why? There are the same travel line items in both fund records, adding up to $113 in each case. Where is the figure of $1,000 supposed to be coming from? – I can see a line item in the Expenses table of $1,000 for fund #2, but that doesn't show up in the fund record. Are you sure your relationships are correctly defined?


I guess I'm not understanding the setup, or the relation between a Fund and an Expense as you use them; sorry … 


btw, if you use ExecuteSQL() in a field definition (which I was given to understand may not be the best practice anyway), be sure to make the field unstored, or the results won't update properly.

Share this post

Link to post
Share on other sites

Sorry for not being more clear. I'll trying to explain. And thank you again for taking the time to help with this. 


Regarding the 3 Screen Shots.


Here's the process I had in mind steps.

1.  At the beginning of the year I would create a Fund in the Fund Table.


2. Create an Expense in the Expense layout by clicking on a Button in the Fund Table. The button uses a script to go to the Expense layout and create a new record, captures the FiscalYear field pulled from the Fund and enters it into a FiscalYear field in the Expense table. The FiscalYear does not tie the Fund and Expense Table together.


3. Once the Expense is created, I'll be entering items into the Expense Line item portal.  Each Expense Line will have a Funding Source, which will be a Filter Drop Down Value to get the Fund ID that's available in that particular Fiscal Year.  So, if I had purchased 2 computers on the same PO, I would be able to charge 1 computer to Fund 70000 and 1 computer to 48110. If you look at the Expense screen shot, $113 is charged Fund 70000 (FundID 1) and the other $1000 is charged to 48110 (Fund ID 2).


What I want to do is be able to see the Total of the Expense related to the Fund that I'm browsing. So Expense Portal (Expense Tab) for Fund ID 1 should only show a total of $113, and Fund ID 2 will show a total of $1000. But that does not seem to be the case. And I can't figure out why.


I've attached a screenshot of my relationship.


4. Based on the relationship, I can create a Portal of the Expense Line in the Fund layout, I believe that would calculate the correct value, because it has a direct relationship using the FundID as the common key. But I don't want to see every Expense Line.


Can you send you the FM file and take a look at what I have?


Thanks again!

Share this post

Link to post
Share on other sites

OK, why don't you take a look into the attached file? Maybe this will give you some inspiration …

Share this post

Link to post
Share on other sites

EOS... From the looks of it, your setup would work for me. But now I'll need to figure out what you did and implement it on to mine. I'll keep you posted. Thank you.

Share this post

Link to post
Share on other sites

EOS, the sample you gave me was GREAT. I didn't use the structure entirely, what I was missing was the Global value to establish a 2 value relationship in another TO. Thank you for your help!

Share this post

Link to post
Share on other sites

Create an account or sign in to comment

You need to be a member in order to leave a comment

Create an account

Sign up for a new account in our community. It's easy!

Register a new account

Sign in

Already have an account? Sign in here.

Sign In Now
Sign in to follow this  
Followers 0

  • Similar Content

    • By Guy_Smith
      I am trying to set up a database to calculate and report exhaust emissions from diesel engines and am stumped at Step #1:  The infamous Entity Relationship Diagram!
      I am looking at a few thousand engines and need to calculate how much of what kind of pollutants they kick out into the air.  I have spreadsheets that list the Year of Manufacture, the horsepower, the serial number, how long the engine ran during a given year and how much fuel it consumed during that year.  I also have some spreadsheets that list what the Emission Factors, usually expressed in pounds per hour operated or pounds per gallon of fuel consumed, for each of the two dozen chemical compounds I’m interested in tracking.
      Those emissions are relatively simple to calculate:  Multiply the Emission Factor times the number of hours operated (or times the gallons of fuel consumed) and we’re done.  Except for the fact that the Emission Factors are based on the Year of Manufacture and, in some cases, the horsepower rating of the engine, so I have to circle back around to the Engine table:  I don’t know how to connect the emission factor for, say, Arsenic to a specific engine, say a 154 hp Chevy made in 2014,  based on that engine’s year of manufacture and hp rating.
      So my ERD keeps looking something like this:  Engines --->Emission Factors--->Engines   or   Engines ---<  Emissions >---Emission Factors--->Engines
      My computer keeps puking ones and zeroes all over my keyboard when I try either setup in my Relationship Graph!
      The only other way I can think of accomplishing these seemingly simple calculations is to write a boatload of scripts with variables, but I’m not even sure I could come up with all of the combinations/permutations involved.  And, unfortunately, I can’ even spell SQL, let alone know how to execute one of ‘em!
      I have attached a (simplified) copy of the spreadsheets I currently use to better explain my problem.  I hope one of you will find this to be mind-numbingly simple and explain how it should be done.  Thanks very much for your time and consideration.
      Engine Emissions Calc Sheet MOD for FMF.xlsx
    • By Rikki
      Hi guys,
      Sorry I do not know the terminology of what I need.
      I am trying to setup a database to record some info on postcodes. What I need to do is, each supplier can have 4 types of lead (back data, profile, survey, 2nd use). I have two tables for suppliers and postcodes already. I also have 2 join tables for many to many relationships. I need each field in the postcodes database to be able to store a count for each supplier's lead type.
      Supplier    - Lead Type - Postcode - Count
      Supplier A - Back Data - AB            - 20
                                           - BB            - 155
                                           - CB            - 30
                           Profile     - AB             - 55
                                          - BB             - 27
      My problem is with the way I have set the relationships up currently. When I add a count for a postcode it adds that count for all suppliers. I need the postcode count to be specific to each supplier and lead type.
      Can anyone tell me what I need to do to get this working correctly? I have attached a screenshot of my relationships.

    • By avo388
      I have re configuring the Research Notes Starter Solution - it works quite well for what I need. But I want to create a couple of extra tabs with portals, but I'm having trouble understanding the how the current IDs are being created (using a calculation) for the TYPE MATCH FIELD in the Data table for Notes, Documents and Media?
      Could anyone help me understand this? Should I just build it from scratch? I'm using Version 14.
      Thanks for your time.
    • By Wayne Irvine
      I have a FileMaker layout with a portal to another table. The relationship shows all unassigned records (related < 1). On each portal row I have a button which runs a script. The idea is that when you press the button the a value from the main record is copied and pasted into a field in the portal row (and as a result the portal record becomes 'assigned' and is removed from the portal.
      I have the button running a script and pasting the value from the main record but it is pasting it in the first portal record, not the one whose button was clicked.

      Is there a simple way of having the value pasted into the portal record where the button was clicked or do I have to store the record number (or something) and paste back to that record?

    • By fireandlight
      I've driven myself more or less crazy trying to figure this out on my own. The relationships themselves are rather simple: Each project has a list of questions. Each question has a person who created the question, and someone the question is assigned to. A question also has a number of responses associated with it which each have their own "creator".
      There are 3 main tables to cover: Questions, People, and Responses
      People consists of 3 fields: The UID, the person's name, and the person's email address Questions has 2 fields which relate to People: creatorID and assigneeID Responses has 1 field which relates to People: creatorID. The way the relationship graph is set up now, I have 3 instances of the People table that relate the UID field to the appropriate ID field in Questions or Responses as needed.
      What I want to happen is when I set an Assignee or Creator for a question or response, I want to use the corresponding record details from the People table - if one does not exist, then create a new one. Instead what happens is a get a new record in the people table every time. Even if I set the Layout field to give me a drop down of the existing values (and I use it to select one when, say, setting the assignee on a question) it still creates a new record. So confused... any help is much appreciated.