I’m new to working with MS-Access reports. I have a query that returns the results of employees timesheets, grouped by both month and paycode. I’d like to make a report showing the the following
Employee | OT Shifts Jan | Regular Shifts Jan | OT Shifts Feb | Regular Shifts Feb |
---|---|---|---|---|
1234 | 1 | 1 | 2 | 1 |
5678 | 5 | 2 | 1 | 0 |
However my query is formatted as:
Employee | Month | Shift | Paycode |
---|---|---|---|
1234 | Jan | 1 | OT |
1234 | Jan | 1 | Regular |
1234 | Feb | 2 | OT |
1234 | Feb | 1 | Regular |
5678 | Jan | 5 | OT |
5678 | Jan | 2 | Regular |
5678 | Feb | 1 | OT |
5678 | Feb | 0 | Regular |
Can a field on a report be conditionally told to reference a specific “Where clause” so that I can move the fields around at will or do I need to reform my query to be able to do this?
For reference my Query code is:
SELECT tblAssignedEmployees.EmployeeID, Format(Date_In,"yyyy-mm") AS [Month], Count(tblShift.Date_In) AS ShiftsPerEmployee, tblAssignedEmployees.PayCode FROM tblShift INNER JOIN tblAssignedEmployees ON tblShift.ShiftNum = tblAssignedEmployees.ShiftNum GROUP BY tblAssignedEmployees.EmployeeID, Format(Date_In,"yyyy-mm"), tblAssignedEmployees.PayCode;
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Answer
Consider conditional aggregation:
SELECT e.EmployeeID , SUM(IIF(MONTH(s.Date_In) = 1 AND e.PayCode = 'OT', 1, 0) AS [OT Shifts Jan] , SUM(IIF(MONTH(s.Date_In) = 1 AND e.PayCode = 'Regular', 1, 0) AS [Regular Shifts Jan] , SUM(IIF(MONTH(s.Date_In) = 2 AND e.PayCode = 'OT', 1, 0) AS [OT Shifts Feb] , SUM(IIF(MONTH(s.Date_In) = 2 AND e.PayCode = 'Regular', 1, 0) AS [Regular Shifts Feb] FROM tblShift s INNER JOIN tblAssignedEmployees e ON s.ShiftNum = e.ShiftNum GROUP BY e.EmployeeID
Even shorter without IIF
, sum the True conditions but multiply by -1 since Access treats True as -1 and False as 0.
SELECT e.EmployeeID , SUM(MONTH(s.Date_In) = 1 AND e.PayCode = 'OT') * -1 AS [OT Shifts Jan] , SUM(MONTH(s.Date_In) = 1 AND e.PayCode = 'Regular') * -1 AS [Regular Shifts Jan] , SUM(MONTH(s.Date_In) = 2 AND e.PayCode = 'OT') * -1 AS [OT Shifts Feb] , SUM(MONTH(s.Date_In) = 2 AND e.PayCode = 'Regular') * -1 AS [Regular Shifts Feb] FROM tblShift s INNER JOIN tblAssignedEmployees e ON s.ShiftNum = e.ShiftNum GROUP BY e.EmployeeID