ACC2000: How to Print a Constant Number of Lines Per Group

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Moderate: Requires basic macro, coding, and interoperability skills.

This article applies to a Microsoft Access database (.mdb) and to a Microsoft Access project (.adp).

For a Microsoft Access 97 version of this article, see 119073.
This article describes how to create a constant number of lines per data group on a report. You can use this method to consistently print 15 lines per data group, regardless of the actual number of items within the group. Note that if the group contains more than 15 items, the function used by this method will not apply.

NOTE: This article explains a technique demonstrated in the sample file, RptSmp00.mdb. For information about how to obtain this sample file, please see the following article in the Microsoft Knowledge Base:
231851 ACC2000: Microsoft Access 2000 Sample Reports Available in Download Center
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The following steps demonstrate how to create a report in the sample database Northwind.mdb with a constant number of lines per data group. You can use this method in a main report or subreport:

CAUTION: If you follow the steps in this example, you modify the sample database Northwind.mdb. You may want to back up the Northwind.mdb file and follow these steps on a copy of the database.

  1. Start Microsoft Access and open the sample database Northwind.mdb.
  2. Create a new report based on the Products table.
  3. Group the data by the CategoryID field. Set the GroupHeader property to Yes.
  4. Add a text box control with the following properties to the CategoryID header section:
       Text box   ------------------------------------------------------------------   Name: TotGrp   ControlSource: =Count(*) 'Returns the number of records per group.					
  5. Set the ForceNewPage property of the CategoryID header section to Before Section.
  6. Add a text box control bound to the ProductName field with the following properties to the detail section of the report:
       Text box   -------------------------   Name: ProductName   ControlSource: [ProductName]					
  7. Create a line control in the detail section that extends horizontally across the section. Set the Name property of the line control to LineControl.
  8. Create a new module and type the following lines in the Declarations section:
    Option Compare Database 'Use database order for string comparisons.Option ExplicitGlobal TotCount As Integer' Call the SetCount() function from the group header section's' OnPrint property using the syntax: =SetCount(Report)Function SetCount (R As Report)   TotCount = 0   R![ProductName].Visible = TrueEnd Function' Call the PrintLines() function from the detail section's OnPrint' property using the syntax: =PrintLines(Report,[TotGrp]).Function PrintLines (R As Report, TotGrp)   TotCount = TotCount + 1   If TotCount = TotGrp Then        R.NextRecord = False   ElseIf TotCount > TotGrp And TotCount < 15 Then        R.NextRecord = False        R![ProductName].Visible = False   End IfEnd Function					
This method repeats the last detail line for a data group until the total number of constant lines has been created. In this example, the last detail line is repeated until 15 detail lines have been printed for each group. The ProductName control is hidden in order not to repeat the last value, which creates a constant grid of 15 lines.
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Article ID: 210350 - Last Review: 10/25/2013 22:34:00 - Revision: 4.0

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