Sub-Summaries for a report

[Daniel Shanahan]

I'm having some difficulties trying to create a report. I have a fundraising DB - several related DBes - one of which is called a "Gift Record" in which all the individual gifts are recorded. I'd like to run a report that shows the activity of a month, year, or several years. I can print out a report and sort the information by the field "Recorded Date" [date field] which is an auto-fill, giving the current date that the money was recorded into the DB. However, I'd like to split that up with Sub-Summaries. I'd like the report to look like this:

JANUARY 2003

---------------

all the January gifts made in 2003 to follow

FEBRUARY 2003

----------------

all the February gifts made in 2003 to follow

etc.

I have a field called "Gift Month Year" [calculation field] which extracts the month and the year from the "Recorded Date" field and I have put that in a Sub-Summary part above the Body of the report. The Sub-Summary is then sorted by the "Recorded Date".

However, this isn't working. I'm not sure what to do. Any suggestions?

Thanks.

Dan

[Fitch]

1. Create a calc number field for:

Year (Recorded Date), we'll call it cYear

...and for:

Month (Recorded Date), we'll call this cMonth

2. In your sub-summary part, just put the Recorded Date field, and use the Date... Custom Format to make it look like "JANUARY 2003."

3. Make the sub-summary based on your cMonth field.

4. Sort by cYear, cMonth, Recorded Date

Preview or Print, you're all done.

The problem you were having is that you were sorting the sub-summary on the Recorded Date field, but you have to sort a sub-summary on the "break" field, and what you want the break field to be is the month, not the date.

[Daniel Shanahan]

Thanks Tom.

Works like a charm!

I'll need to do a little more studying on Date Functions - never would have thought to make the calculation result a number. I had made it a "date" result and a "text" result and also tried using the "TextToDate" and "DateToText" commands, but those didn't work either.

I appreciate the help!

Dan