ACC2000: How to Create a Top Values Per Group Report

• Microsoft Access 2000

SUMMARY

This article demonstrates how you can create a report that ranks a specific number of records for each group in order according to a top value, for example, the top five selling products per category.

MORE INFORMATION

Microsoft Access has a TopValues property that you can use in a query to return a specific number (N) or a specified percentage (N%) of records. By using a main/sub report with a query that has a value set for its TopValues property, you can create a report listing the top N records for each group.

To create a top values per group report, follow these steps:

1. Open the sample database Northwind.mdb.



2. Create a new, blank report based on the Categories table, and open it in Design view.



3. If the field list is not displayed, on the View menu, click Field List, and drag the CategoryID and CategoryName fields from the field list to the detail section of the report. Close and save report as Top_N_Per_Group.



4. Create a new query based on the Order Details and Products tables as follows:

   
      Query: Top_N_Products
      -------------------------------------------------------------------
           Type: Select Query
           Join: Order Details.[ProductID] <-------> Products.[ProductID]
      TopValues: 5
          Field: CategoryID
          Table: Products
          Total: Group By
      Criteria: [Reports]![Top_N_Per_Group]![CategoryID]
          Field: ProductName
          Table: Products
          Total: Group By
          Field: SaleAmount: Sum([Order Details].[UnitPrice]*[Quantity])
          Total: Expression
          Sort: Descending 

   NOTE: Referencing the CategoryID from the Top_N_Per_Group report as criteria ensures that this query filters records by CategoryID before it applies the TopValues property to the recordset.



5. Close and save the query as Top_N_Products.



6. Create a new, blank report based on the Top_N_Products query.



7. If it is not displayed, on the View menu, click Field List and drag the ProductName and SaleAmount fields from the field list to the detail section of the report. Close and save the report as Top_N_Sub.



8. Open the Top_N_Per_Group report in Design view.



9. With the report open in Design view, press F11 to switch to the Database window.



10. From the Database window, drag the Top_N_Sub report to the detail section of the Top_N_Per_Group report.



11. Click the Top_N_Sub report and open its property sheet.



12. Delete CategoryID from the LinkChild and LinkMaster properties.



13. Preview the report. Note that the Top_N_Sub subreport displays the top five selling products for each category.

REFERENCES

For more information about the TopValues property, click Microsoft Access Help on the Help menu, type "TopValues Property" in the Office Assistant or the Answer Wizard, and then click Search to view the topics returned.

Additional query words:

Keywords          : kbusage kbdta RptOthr 
Version           : WINDOWS:2000
Platform          : WINDOWS 
Issue type        : kbhowto 

Last Reviewed: June 10, 1999