ACC2000: How to Create a Grouped Running Sum in a Query

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Article ID: 205183 - View products that this article applies to.
This article was previously published under Q205183
Moderate: Requires basic macro, coding, and interoperability skills.

This article applies only to a Microsoft Access database (.mdb).

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SUMMARY

This article shows you how to create a running sum per group in a Microsoft Access query.

MORE INFORMATION

The preferred method for producing running sums per group is to create an Access report. However, you can produce similar running sums in a query. The following example shows how you can create a running sum on a group of items in an Access query.
  1. Open the sample database, Northwind.mdb.
  2. Create the following new query based on the Products table.
       Query: qryGrpRunSum
       -------------------
       Type: Select Query
    
       Field: CategoryID
       Table: Products
       Sort:  Ascending
    
       Field: UnitsInStock
       Table: Products
    					
  3. In the Field row of the third column in the query design grid, type the following expression:
    RunSum: fncRunSum([CategoryID], [UnitsInStock])
    					
  4. Save the query as qryGrpRunSum, and then close the query.
  5. Create a new module, and then type or paste the following code:
    Option Compare Database
    Option Explicit
    
    Function fncRunSum(lngCatID As Long, lngUnits As Long) As Long
        'Variables that retain their values.
        Static lngID As Long
        Static lngAmt As Long
    
        If lngID <> lngCatID Then
            'If the current ID does not match the last ID, then (re)initialize.
            lngID = lngCatID
            lngAmt = lngUnits
        Else
            'If the current ID matches the last, keep a running sum for the ID.
            lngAmt = lngAmt + lngUnits
        End If
    
        'Pass the running sum back to the query.
        fncRunSum = lngAmt
    End Function
    					
  6. Save the module as modGrpRunSum, and then close the module.
  7. In the Database window, double-click the qryGrpRunSum query to run the query. Note that the first column of the query displays the categories, the second column displays the units in stock, and the third column displays a running sum of the units in stock per category.
IMPORTANT: If you scroll up or down in Datasheet view of the query, the running sum values may change. This is expected behavior with this type of an Access query and with Microsoft Jet. If this occurs, scroll to the group that you want to view, and press F9 once or twice to accurately recalculate the sum for the group that is being displayed. You can also include criteria in the query to return only the group for which you want to see a running sum.

REFERENCES

For more information about grouping records in an Access report, click Microsoft Access Help on the Help menu, type group records in a report in the Office Assistant or the Answer Wizard, and then click Search to view the topics returned.

For more information about creating running sums in an Access report, click Microsoft Access Help on the Help menu, type calculate a running sum in a report in the Office Assistant or the Answer Wizard, and then click Search to view the topics returned.

Properties

Article ID: 205183 - Last Review: July 15, 2004 - Revision: 1.1
APPLIES TO
  • Microsoft Access 2000 Standard Edition
Keywords: 
kbhowto KB205183

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