Adding Running Total Fields



  1. Begin by opening an existing report using the Open button.


    Click the Open button.

    Step 1
  2. Use the Open dialog box to browse and select a report from the list.

    Step 2
  3. In this example, you open the Customer Summary Information report.


    Click the Customer Summary Information list item.

    Step 3
  4. Click the Open button.

    Step 4
  5. Use the Preview window to preview the results of reports.

    Step 5
  6. Click the Design tab.

    Step 6
  7. Use the Design window to create professional looking reports.

    Step 7
  8. Use the Field Explorer button to open the Field Explorer for you to insert database fields.


    Alternatively, select View, Field Explorer on the menu bar.

    Step 8
  9. In this example, you open the Field Explorer using the Field Explorer button.


    Click the Field Explorer button.

    Step 9
  10. Use the Field Explorer to insert, modify, or delete fields on the Design and Preview windows of Crystal Reports.

    Step 10
  11. Use the Running Total Fields to calculate ongoing total values throughout the report.

    Step 11
  12. To create a running total field, right-click the Running Total Fields, and select the New list item.


    Alternatively, select the Running Total Fields and click the New button at the top of the Field Explorer window.

    Step 12
  13. In this example, you will create a Running Total field by right-clicking and selecting the New list item.


    Right-click the Running Total Fields list item.

    Step 13
  14. Click the New list item.

    Step 14
  15. Use the Create Running Total Field dialog box to select various options available for running totals.

    Step 15
  16. Use the Available Tables and Fields section to view and select all tables and fields in the report.

    Step 16
  17. Use the Running Total Name field to enter the name of the running total.

    Step 17
  18. Click in the Running Total Name field.

    Step 18
  19. In this example, you enter Training Units Running Total for the running total name.


    Enter the desired information into the Running Total Name field. Enter

     "Training Units Running Total"

    Step 19
  20. Use the Summary section to view the summary field that you select from the available tables and fields.

    Step 20
  21. In this example, you will select the UNIT1.TRAINING_UNITS field to calculate from the Available Tables and Fields section.


    Click in the UNIT1.TRAINING_UNITS field.

    Step 21
  22. Click the right arrow to move the UNIT1.TRAINING_UNITS field to the Field to summarize field.


    Click the Move Right button.

    Step 22
  23. The UNIT1.TRAINING_UNITS field is added to the Field to summary field.

    Step 23
  24. Use the Type of summary field to view the summary field that you select from the available tables and fields.


    You can change this value by selecting the calculation from the available list.


    In this example, you accept the default value sum.

    Step 24
  25. Use the Evaluate section to determine how to calculate the running total when you preview the report.


    In this example, you accept the default value as For each record.

    Step 25
  26. Use the Reset section to determine when to reset the summary field value.


    In this example, you accept the default value Never, and the field continues to calculate accordingly.

    Step 26
  27. Click the OK button.

    Step 27
  28. The Training Unit Running Total field appears in the Field Explorer under the Running Totals heading.


    This field is available to be applied into page header, group header, detail, group footer, and page footer of the report.

    Step 28
  29. In this example, you will insert the Training Units Running Total field and a label into the Group Footer #1 section, under the Training Unit Summary field.


    Press the left mouse button and drag the mouse to select the desired text.

    Step 29
  30. Release the mouse button.

    Step 30
  31. Use the Save button to save reports.


    Alternatively, select File, Save on the menu bar.

    Step 31
  32. In this example, you will save the report using the Save button.


    Click the Save button.

    Step 32
  33. Use the Insert Summary button to summarize data and print the summary in your report. The program sorts, groups, and summarizes in a single step.


    Alternatively, select Insert, Summary on the menu bar.

    Step 33
  34. In this example, you insert the grand total field to the report using the Insert, Summary menu.


    Click the Insert menu.

    Step 34
  35. Click the Summary list item.

    Step 35
  36. Use the Insert Summary dialog box to summarize the data in a field in your report. You can insert summaries, subtotals, and grand totals while using this dialog box.

    Step 36
  37. Use the Choose the field to summarize field to select the field and formula that is used in the report along with the fields available in the report's data source tables.

    Step 37
  38. Click the down arrow next to the Choose the field to summarize field.

    Step 38
  39. Click the UNIT1.TRAINING_UNITS list item.

    Step 39
  40. Use the Calculate this summary field to select

    the desired operation for use in your report.

    Step 40
  41. Click the down arrow next to the Calculate this summary field.

    Step 41
  42. Click the Sum list item.

    Step 42
  43. Click the OK button.

    Step 43
  44. Click the Save button.

    Step 44
  45. Click the Preview tab.

    Step 45
  46. This is page one of the Customer Summary Information report.

    Step 46
  47. Click the Next page button.

    Step 47
  48. In this second page of the Customer Summary Information report:

    •  The running total of 1997 shows 974.00 USD.

    •  The running total of 1998 shows 4,411.00 USD.


    The running total of 1998 equals 4,411.00 USD because the system combined the running total of 1997 (974.00 USD) with the Training Unit Summary for 1998 (3,437.00 USD) to achieve the running total.

    Step 48

You have successfully added the Running Total and Grand Total fields to a report.

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