I have a set of related rows which I need to display in a single line. For example, the data I have is in different rows.
"ID" RecordDate "ExpType" "OrigBudget" "ActualCost"
1001 1-5-2017 Hardware $ 5000
1001 2-6-2017 Hardware $ 5200
The Original budget is approved at an earlier time for the same record but the Actual cost often differs and is recorded at a later date. I want the output as
ProjectID YearofEntry ExpenseType OrgBudget ActualCost <BR>
1001 2017 Hardware $ 5000 $ 5200 <BR>
I have tried group query to aggregate it based on ExpenseType and ProjectId but not successful in getting it into a single row so far.
if you always just have two rows for each ExpType - one with the original budget and one with the actual costs - you could simply use a GROUP BY:
SELECT ID AS ProjectID
,YEAR(RecordDate) AS YearofEntry
,ExpType AS ExpenseType
,MAX(OrigBudget) AS OrgBudget
,MAX(ActualCost) AS ActualCost
FROM yourtable
GROUP BY ID
,YEAR(RecordDate)
,ExpType
Try This:
SELECT ID,
Year([RecordDate]) AS YEARofEntry,
ExpType,
Sum(OrigBudget) AS SumOfOrigBudget,
Sum(ActualCost) AS SumOfActualCost
FROM youtable
GROUP BY ID,
Year([RecordDate]),
ExpType;
I have this working in Excel however it really needs moved into Access as that's where the rest of the database resides.
Its simply one table that contains Unique_ID, Seller and Fruit...
1 Chris Orange
2 Chris Apple
3 Chris Apple
4 Sarah Kiwi
5 Chris Pear
6 Sarah Orange
The end results should be displayed by Seller and then a list of each fruit sold (in the following example Robert has not sold any fruit, I do have a list of all sellers name however this could be ignored in this example as that I believe that will be easy to integrate.) They will only sell a maximum of 20 fruit.
Seller 1st 2nd 3rd 4th
Chris Orange Apple Apple Pear
Sarah Kiwi Orange
Robert
At the moment Excel uses Index, Match and Small to return results. Small is simply used on the Unique_ID to find the 1st, 2nd, 3rd, ect...smallest entries and is matched to each sellers name to build the above results.
As Access doesn't have a Small function I am at a loss! In reality there are over 100,000 records (minimum) with over 4000 sellers....they are also not fruit :)
TRANSFORM First(Sales.Fruit) AS FirstOfFruit
SELECT Sales.Seller
FROM Sales
GROUP BY Sales.Seller
PIVOT DCount([id],"sales","seller='" & [seller] & "' and id<=" & [id]);
Where the table name is "Sales" and the columns are "ID", "Seller" and "Fruit"
To understand DCount better, use it is a SELECT query instead of a crosstab:
SELECT Sales.ID, Sales.Seller, Sales.Fruit, DCount([id],"sales","seller='" & [seller] & "' and id<=" & [id]) AS N
FROM Sales;
On each row, the last column is the DCount result. The syntax is DCount (field, source, expression) so what it does is count the IDs (field) in the Sales table (source) that match the expression - in other words, has the same seller as that row's record and an ID <= the current row's ID. So for Chris's sales, it numbers them 1 through 4, even though Sarah had a sale in the middle.
From this result, it's easy to take a Crosstab query that makes a table with seller in the row and N in the column - putting the sales in order for each seller the way you wanted to see them. The "First" function finds the first fruit for the combination of seller and N for each row and column of the result. You could just as easily use "Max" or "Min" here - any text function. Of course, there is only one record matching the seller row and the N column, but Crosstab queries require a function to evaluate and cannot use "Group by" for the field selected as a Value.
My 1st answer combines these steps - the select and the crosstab queries - in one query.
Hope this helps.
I have a sql query that runs fine but it returns results from 2 different tables that contain a breakdown of contracts and the projects that belong to them.
An example of this is: Contract number 12004 contains Projects 12004C, 12004D, 12004F
is there a way I can get all 12004 to group together under the 12004 banner contract Number?
My query as it stands to get me the current info is:
SELECT PA01201.PACONTNUMBER, PA01201.PAPROJNUMBER, PA01201.PAprojname, PA01100.PAcontname
FROM PA01201 INNER JOIN
PA01100 ON PA01201.PACONTNUMBER = PA01100.PACONTNUMBER
basically i am trying to get all the figures from PAPROJNUMBERS (C,D,F etc) to form one line of a subtotal under PACONTNUMBER
I have tried a 'Group By' but get a Ambiguous column name 'PACONTNUMBER'???
Any help at all much appreciated.
Thanks for the help. Much appreciated. I will keep trying different things.
In response to using aggregates that's not really what I was trying to do.
Basically in my example of projects 12004C, 12004D, 12004F etc I just want them all to wrap up under 12004. so it would look something like this..............
Contract Figures Description:-
12004 25000 SS Bus Station
12005 xxxxx xxxxxxxx
12006 xxxxx xxxxxxxx
12007 xxxxx xxxxxxxx
12008 xxxxx xxxxxxxx
instead of how it looks at the moment:-
Contract Figures Description
12004 6000 SS Bus Station
12004C 8000 SS Bus Station
12004D 1000 SS Bus Station
12004F 10000 SS Bus Station
12005 xxxxx xxxxxx
If you get a warning about an ambiguous name, it's because you mention a column that's in more than one table, and the database doesn't know which table you mean.
That being said, depending on the database engine you have (SQLServer, MySQL, Oracle), some have a "concat" function for aggregation.
If you wanna list a contract with all it's projects you'll have to do it the way you are already doing it. the result will look like this:
contract1 project1
contract1 project2
you can't use aggregates to get
contract1
project1
project2
that being said, your Ambiguous error is because you need to write
GROUP BY PA01201.PACONTNUMBER
and not
GROUP BY PACONTNUMBER
it still going to complain about all the other columns not being in an aggregate function(e.g. MAX, COUNT, AVG, MIN ....)
SELECT min(PA01201.PACONTNUMBER) as minPAContNumber,
sum(cast(PA01201.PAPROJNUMBER as int)) as SUMPaProjNumber,
PA01201.PAprojname
FROM PA01201
INNER JOIN PA01100
ON PA01201.PACONTNUMBER = PA01100.PACONTNUMBER
GROUP BY PA01201.PAprojname
I'm assuming paprojnumber is a numeric field since your example is doing math on it.
you can't add0 PA01100.PACONTNUMBER back in to the select or group by as it will create the seperate rows you're trying to avoid; unless you use wm_Concat or a similar function to aggregrage all the different projects into the same line/column
UPDATE based on expected results and comments:
12004 25000 SS Bus Station
12005 xxxxx xxxxxx
is not achievable because paprojnumber contains data such as 0612AB which can not be treated as a number thus when we try and roll up the data into one row adding the projnumbers together, the DBengine can't add 0612AB to the other results.
OR are these results OK?
12004 |8000, 6000, 1000, 10000 | SS BUS STATION
12005 |9000AB, 6000, 2000, 4000 | SS BUS STATION
How do I rank salespeople by # customers grouped by department (with ties included)?
For example, given this table, I want to create the Rank column on the right. How should I do this in Access?
SalesPerson Dept #Customers Rank
Bill DeptA 20 1
Ted DeptA 30 2
Jane DeptA 40 3
Bill DeptB 50 1
Mary DeptB 60 2
I already know how to do a simple ranking with this SQL code. But I don't know how to rework this to accept grouping.
Select Count(*) from [Tbl] Where [#Customers] < [Tblx]![#Customers] )+1
Also, there's plenty of answers for this using SQL Server's Rank() function, but I need to do this in Access. Suggestions, please?
SELECT *, (select count(*) from tbl as tbl2 where
tbl.customers > tbl2.customers and tbl.dept = tbl2.dept) + 1 as rank from tbl
Just add the dept field to the subquery...
Great solution with subquery! Except for huge recordsets, the subquery solution gets very slow. Its better(quicker) to use a Self JOIN, look at the folowing solution: self join
SELECT tbl1.SalesPerson , count(*) AS Rank
FROM tbl AS tbl1 INNER JOIN tbl AS tbl2 ON tbl1.DEPT = tbl2.DEPT
AND tbl1.#Customers < tbl2.#Customers
GROUP BY tbl1.SalesPerson
I know this is an old thread. But since I spent a great deal of time on a very similar problem and was greatly helped by the former answers given here, I would like to share what I have found to be a MUCH faster way. (Beware, it is more complicated.)
First make another table called "Individualizer". This will have one field containing a list of numbers 1 through the-highest-rank-that-you-need.
Next create a VBA module and paste this into it:
'Global Declarations Section.
Option Explicit
Global Cntr
'*************************************************************
' Function: Qcntr()
'
' Purpose: This function will increment and return a dynamic
' counter. This function should be called from a query.
'*************************************************************
Function QCntr(x) As Long
Cntr = Cntr + 1
QCntr = Cntr
End Function
'**************************************************************
' Function: SetToZero()
'
' Purpose: This function will reset the global Cntr to 0. This
' function should be called each time before running a query
' containing the Qcntr() function.
'**************************************************************
Function SetToZero()
Cntr = 0
End Function
Save it as Module1.
Next, create Query1 like this:
SELECT Table1.Dept, Count(Table1.Salesperson) AS CountOfSalesperson
FROM Table1
GROUP BY Table1.Dept;
Create a MakeTable query called Query2 like this:
SELECT SetToZero() AS Expr1, QCntr([ID]) AS Rank, Query1.Dept,
Query1.CountOfSalesperson, Individualizer.ID
INTO Qtable1
FROM Query1
INNER JOIN Individualizer
ON Query1.CountOfSalesperson >= Individualizer.ID;
Create another MakeTable query called Query3 like this:
SELECT SetToZero() AS Expr1, QCntr([Identifier]) AS Rank,
[Salesperson] & [Dept] & [#Customers] AS Identifier, Table1.Salesperson,
Table1.Dept, Table1.[#Customers]
INTO Qtable2
FROM Table1;
If you have another field already that uniquely identifies every row you wouldn't need to create an Identifier field.
Run Query2 and Query3 to create the tables.
Create a fourth query called Query4 like this:
SELECT Qtable2.Salesperson, Qtable2.Dept, Qtable2.[#Customers], Qtable1.ID AS Rank
FROM Qtable1
INNER JOIN Qtable2 ON Qtable1.Rank = Qtable2.Rank;
Query4 returns the result you are looking for.
Practically, you would want to write a VBA function to run Query2 and Query3 and then call that function from a button placed in a convenient location.
Now I know this sounds ridiculously complicated for the example you gave. But in real life, I am sure your table is more complicated than this. Hopefully my examples can be applied to your actual situation. In my database with over 12,000 records this method is by FAR the fastest (as in: 6 seconds with 12,000 records compared to over 1 minute with 262 records ranked with the subquery method).
The real secret for me was the MakeTable query because this ranking method is useless unless you immediately output the results to a table. But, this does limit the situations that it can be applied to.
P.S. I forgot to mention that in my database I was not pulling results directly from a table. The records had already gone through a string of queries and multiple calculations before they needed to be ranked. This probably contributed greatly to the huge difference in speed between the two methods in my situation. If you are pulling records directly from a table, you might not notice nearly as big an improvement.
You need to do some math. I typically take advantage of the combination of a counter field and an "offset" field. You're aiming for a table which looks like this (#Customers isn't necessary, but will give you a visual that you're doing it properly):
SalesPerson Dept #Customers Ctr Offset
Bill DeptA 20 1 1
Ted DeptA 30 2 1
Jane DeptA 40 3 1
Bill DeptB 50 4 4
Mary DeptB 60 5 4
So, to give rank, you'd do [Ctr]-[Offset]+1 AS Rank
build a table with SalesPerson, Dept, Ctr, and Offset
insert into that table, ordered by Dept and #Customers (so that they're all sorted properly)
Update Offset to be the MIN(Ctr), grouping on Dept
Perform your math calculation to determine Rank
Clear out the table so you're ready to use it again next time.
To add to this and any other related Access Ranking or Rank Tie Breaker how-tos for other versions of Access, ranking should not be performed on crosstab queries if your FROM clause happens to NOT contain a table but a query that is either a crosstab query or a query that contains within it elsewhere a crosstab query.
The code referenced above where a SELECT statement within a SELECT statment is used (sub query),
"SELECT *, (select count(*) from tbl as tbl2 where tbl.customers > tbl2.customers and tbl.dept = tbl2.dept) + 1 as rank from tbl"
will not work and will always fail expressing a error on portion of the code where "tbl.customers > tbl2.customers" cannot be found.
In my situation on a past project, I was referencing a query instead of a table and within that query I had referenced a crosstab query thus failing and producing an error. I was able to resolve this by creating a table from the crosstab query first, and when I referenced the newly created table in the FROM clause, it started working for me.
So in final, normally you can reference a query or table in the FROM clause of the SELECT statement as what was shared previously above to do ranking, but be carefull as to if you are referencing a query instead of a table, that query must Not be a crosstab query or reference another query that is a crosstab query.
Hope this helps anyone else that may have had problems looking for a possible reason if you happen to reference the statements above and you are not referencing a table in your FROM clause within your own project. Also, performing subqueries on aliases with crosstab queries in Access probably isn't good idea or best practice either so stray away from that if/when possible.
If you found this useful, and wish that Access would allow the use of a scrolling mouse in a passthru query editor, give me a like please.
I normally pick tips and ideas from here and sometimes end up building amazing things from it!
Today, (well let’s say for the past one week), I have been tinkering with Ranking of data in Access and to the best of my ability, I did not anticipate what I was going to do something so complex as to take me a week to figure it out! I picked titbits from two main sites:
https://usefulgyaan.wordpress.com/2013/04/23/ranking-in-ms-access/ (seen that clever ‘>=’ part, and the self joins? Amazing… it helped me to build my solution from just one query, as opposed to the complex method suggested above by asonoftheMighty (not discrediting you… just didn’t want to try it for now; may be when I get to large data I might want to try that as well…)
Right here, from Paul Abott above ( ‘and tbl.dept = tbl2.dept’)… I was lost after ranking because I was placing AND YearID = 1, etc, then the ranking would end up happening only for sub-sets, you guessed right, when YearID = 1! But I had a lot of different scenarios…
Well, I gave that story partly to thank the contributors mentioned, because what I did is to me one of the most complex of the ranking that I think can help you in almost any situation, and since I benefited from others, I would like to share here what I hope may benefit others as well.
Forgive me that I am not able to post my table structures here, it is a lot of related tables. I will only post the query, so if you need to you may develop your tables to end up with that kind of query. But here is my scenario:
You have students in a school. They go through class 1 to 4, can either be in stream A or B, or none when the class is too small. They each take 4 exams (this part is not important now), so you get the total score for my case. That’s it. Huh??
Ok. Lets rank them this way:
We want to know the ranking of
• all students who ever passed through this school (best ever student)
• all students in a particular academic year (student of the year)
• students of a particular class (but remember a student will have passed through all classes, so basically his/her rank in each of those classes for the different years) this is the usual ranking that appears in report cards
• students in their streams (above comment applies)
• I would also like to know the population against which we ranked this student in each category
… all in one table/query. Now you get the point?
(I normally like to do as much of my 'programming' in the database/queries to give me visuals and to reduce the amount of code I will later have to right. I actually won't use this query in my application :), but it let's me know where and how to send my parameters to the query it came from, and what results to expect in my rdlc)
Don't you worry, here it is:
SELECT Sc.StudentID, Sc.StudentName, Sc.Mark,
(SELECT COUNT(Sch.Mark) FROM [StudentScoreRankTermQ] AS Sch WHERE (Sch.Mark >= Sc.Mark)) AS SchoolRank,
(SELECT Count(s.StudentID) FROM StudentScoreRankTermQ AS s) As SchoolTotal,
(SELECT COUNT(Yr.Mark) FROM [StudentScoreRankTermQ] AS Yr WHERE (Yr.Mark >= Sc.Mark) AND (Yr.YearID = Sc.YearID) ) AS YearRank,
(SELECT COUNT(StudentID) FROM StudentScoreRankTermQ AS Yt WHERE (Yt.YearID = Sc.YearID) ) AS YearTotal,
(SELECT COUNT(Cl.Mark) FROM [StudentScoreRankTermQ] AS Cl WHERE (Cl.Mark >= Sc.Mark) AND (Cl.YearID = Sc.YearID) AND (Cl.TermID = Sc.TermID) AND (Cl.ClassID=Sc.ClassID)) AS ClassRank,
(SELECT COUNT(StudentID) FROM StudentScoreRankTermQ AS C WHERE (C.YearID = Sc.YearID) AND (C.TermID = Sc.TermID) AND (C.ClassID = Sc.ClassID) ) AS ClassTotal,
(SELECT COUNT(Str.Mark) FROM [StudentScoreRankTermQ] AS Str WHERE (Str.Mark >= Sc.Mark) AND (Str.YearID = Sc.YearID) AND (Str.TermID = Sc.TermID) AND (Str.ClassID=Sc.ClassID) AND (Str.StreamID = Sc.StreamID) ) AS StreamRank,
(SELECT COUNT(StudentID) FROM StudentScoreRankTermQ AS St WHERE (St.YearID = Sc.YearID) AND (St.TermID = Sc.TermID) AND (St.ClassID = Sc.ClassID) AND (St.StreamID = Sc.StreamID) ) AS StreamTotal,
Sc.CalendarYear, Sc.Term, Sc.ClassNo, Sc.Stream, Sc.StreamID, Sc.YearID, Sc.TermID, Sc.ClassID
FROM StudentScoreRankTermQ AS Sc
ORDER BY Sc.Mark DESC;
You should get something like this:
+-----------+-------------+------+------------+-------------+----------+-----------+-----------+------------+------------+-------------+------+------+-------+--------+
| StudentID | StudentName | Mark | SchoolRank | SchoolTotal | YearRank | YearTotal | ClassRank | ClassTotal | StreamRank | StreamTotal | Year | Term | Class | Stream |
+-----------+-------------+------+------------+-------------+----------+-----------+-----------+------------+------------+-------------+------+------+-------+--------+
| 1 | Jane | 200 | 1 | 20 | 2 | 12 | 1 | 9 | 1 | 5 | 2017 | I | 2 | A |
| 2 | Tom | 199 | 2 | 20 | 1 | 12 | 3 | 9 | 1 | 4 | 2016 | I | 1 | B |
+-----------+-------------+------+------------+-------------+----------+-----------+-----------+------------+------------+-------------+------+------+-------+--------+
Use the separators | to reconstruct the result table
Just an idea about the tables, each student will be related to a class. Each class relates to years. Each stream relates to a class. Each term relates to a year. Each exam relates to a term and student and a class and a year; a student can be in class 1A in 2016 and moves on to class 2b in 2017, etc…
Let me also add that this a beta result, I have not tested it well enough and I do not yet have an opportunity to create a lot of data to see the performance. My first glance at it told me that it is good. So if you find reasons or alerts you want to point my way, please do so in comments so I may keep learning!