Creating a Report with Filled in Data

[breazzyyy]

Good morning,



I am very new to access.I have a form that allows users to input data into a field called "Checked out". I was wondering how I can create a report that shows the forms (I have about a couple thousand) only with the "checked out" field filled in.

Thank you.

[ItsMe]

Have you tried building a Query, yet? Do you have any Query Objects in your database?

[breazzyyy]

Yes I do have queries in my database, but I run this form from a table so that I can pull all the records. When I use the query as a record source, it pulls up an error msg box because I have a criteria on it for a different look up macro.

[ItsMe]

I was curious if you have any experience with the Query Designer/Builder. If you want to create a report, you can use the Wizard to help you. I suggest you base your report on a Query Object that has criteria to include [checked out] > "" or [checked out] = True

You can add additional criteria to your Report at the time it is opened, if necessary.

[breazzyyy]

Perfect. Thank you very much. Now that my report works, (took your suggestion and ran it through a query with the criteria) I was wondering why in the report. The checked out person comes out as the ID number when the checked out by is the primary key?

[ItsMe]

... The checked out person comes out as the ID number when the checked out by is the primary key?

I do not know. I would have to ask many complicated questions to get to the bottom if this issue. I would start by stating, "Data is stored in tables." It may seem that Forms are where the data is, but forms are only a graphical interface that hold some of the records/fields that are found in the Tables collection. Forms do this by holding this data in the computer's memory. The data is a Recordset of the persistent data within the tables.

I recommend that you try and visualize Access as two things in one. On one side, Access is a database. On the other side, Access is an application. Users interact with the Application. The application depends on the database. In order for the forms to work, the database side needs to be self sufficient. Queries within your database must be able to retrieve data from the tables in a way that does not violate rules of Referential Integrity. With that, Reports can act as a graphical interface for users. With that, Forms can act as a graphical interface for Users.

[June7]

I expect you see the ID because that is the actual value in the field. If you want to see the person's name then include the table with the person's name in the report RecordSource. The RecordSource would be a query that joins tables so all related data is available for display.

[breazzyyy]

Thank you both for you advise and help! I'm learning access on the fly for work and its been extremely tiring.

Once again, thank you!