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Chapter 5. Creating Data Reports > Creating Running Totals

Creating Running Totals

If you create a database to manage your checkbook, it is convenient to see the balance after each entry. This incremental update is called a running total. You can use a running total summary field to display a total for each record instead of just the total for all records.

To create running totals:

1.
Choose File > Define Fields (Ctrl+Shift+D/Command-Shift-D).

2.
In the Define Fields dialog box, enter a name, choose Summary as the type, and click Create.

3.
When the Options dialog box appears, choose the Total of radio button and check the Running total box below the list of fields (Figure 5.20). Click OK.

Figure 5.20. To add running total summaries for a field, check the Running total box when you create the summary field.


4.
Repeat steps 2 and 3 for as many running total fields as you need.

In our example, we create two summary fields: one for deposits and one for withdrawals.

5.
To display the running balance, you need to create a calculation field that subtracts the withdrawal field from the deposit field. Open the Define Fields dialog box, type a name in the field name box, click the Calculation radio button and then click Create.

6.
In the Specify Calculation dialog box, double-click the first field (in this case, Running Deposit) from the field list on the left, click the minus button in the operators keypad, then double-click the second field (in this case, Running Withdrawal) (Figure 5.21). Click OK and then click Done.

Figure 5.21. For a running checkbook balance, create a calculation field that subtracts the total withdrawals from the total deposits.


7.
In Layout mode, switch to the layout where you want the running total to appear. Add the Running Balance field to the Body part of a column layout or to a standard layout (Figure 5.22). Switch to Browse mode to see the balances.

Figure 5.22. The Running Balance field displays the current balance for each record.



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