Using Summary Fields

You can summarize the data in certain fields, such as, those containing monetary values.

  1. From the Insert menu select Summary Field. The Insert Summary Field dialog is displayed.
  2. Click the Query button to display the Select Source Field dialog. The Data Fields tab displays a list of all available fields to summarize by.
    Note: Use the option buttons to change the way the data fields are displayed.
  3. Select the required type of summary from the drop down list. Available options are dependent on the Data Field selected, but can include:
    Total
    By default a total summary field summarizes the field values for the section to which this field has been added. A total type cannot be added to a detail section.
    Simple Field
    This is used primarily to convert a summary field to a non-summarized field.
    Page Total
    Can only be added to a page header or a page footer section. At runtime the value summed is determined by the selected base section.
    Running Total
    When added to a detail section, a running total calculates the cumulative value for each of the detail section. The running total is reset to zero on a change of value of the containing group. When added to a group header, the first value printed for the group is normally zero. The subsequent values increment by this sum of the items contained within this group and reset to zero on a change of value of the containing group.
    Opening Balance
    The opening balance field requires a start period to be defined. At runtime the value calculated equates to the sum of all values previous to the start period.
    Balance
    The difference between Balance and Opening Balance is that the value calculated will include the current period.
    Note: If you are using a connection to SunSystems , for ledger line business object, the opening balance value for P&L accounts is restricted to the sum of all values for the year to which the period relates. If you select to insert a Balance or Opening Balance field the Balance - Parameters dialog is displayed which enables you to select an Accounting Period using period parameter and period offset options. The period will be based on the assigned period and any offset specified on the Balance - Parameters dialog. You can set the period value of the opening Balance and the Balance to a period parameter, a period shortcut or a period parameter and offset.

    If the Period parameter is set up as a range then the fields can be set to:

    • @Period
    • @Period_last
    • P only

      where P is the current period.

    • EP

      the end period of the current year based on the current period.

    • @Period, P-Q

      Period parameter value, last quarter based on the @Period parameter.

    Calculation Type
    Select the required type of calculation from the drop down list. Available options are dependent on the Data Field selected, but can include:
    • Sum
    • Avg
    • StDev
    • StDevP
    • Var
    • VarP
    • Count
    • CountDistinct
    • First
    • Last
    • Max
    • Min
    Insert in Section
    Select the section where the summary field is to be inserted. Available options are dependent on the summary type.
    Group Level
    Select the level where you want the summary to be restarted from.
    Base Section
    Select the section that the summary is to be based on. When set to default the section summed is the innermost group or detail section.
    Exclude Current Group/Page/Row
    Check this check box to exclude the value of the current group, page, or row, depending on the type of section selected.
  4. Save your changes.
Parent topic: Summary Fields