Step 7 - Format Totals

The Other Fields Section is clearly identified using a light blue background on the header. The first column is Display Subtotal Only. This feature hides the report detail and only displays subtotaled information.

Display Subtotal Only

The available options are: YES, YES-REPEAT, NO and TRANSPOSE.

• "Yes" displays only the footer lines on the report. This feature allows for the creation of summary reports that hide the detail information. This option will only display the very first column and those columns that are marked with a Yes in the Subtotal field of the Display Fields section. Since only numeric fields can be designated as subtotals, this option will only display the very first display column and then subtotaled numeric columns.
• "Yes REPEAT" will also hide the report detail and create a summary report similar to the 'Yes' option. The difference is that all display columns will be displayed as opposed to just the first column and subtotaled numeric fields. If the column is not marked as a subtotaled field, the data that would have been displayed in the detail report (if the report was not summarized) will be repeated into a summary line.

For example, a report could display the employees' name, phone number and a summary of their absence hours. If the 'Yes' option is chosen, the report will only display the first column (employee name) and any subtotaled columns (in this case - absence hours). Selecting the 'Yes-Repeat' option however, will display all three columns on the report – repeating the name and phone number that would have been displayed on the line above the footer line had the report not been run in subtotal mode.

• "No" will turn this feature off (this is the default).
• "Transpose" will display subtotaled numeric values across the page as opposed to down the page. 

The transpose feature is extremely powerful because it allows data that is stored in table rows and displays it in columns. Perhaps a user wants to create a payroll report that displays the employees' Year-To-Date deduction information. Each set of deduction information is stored in separate rows in the data table. Without the transpose feature, the only way to display this information would be to display each deduction on a separate row on the report. Using the transpose feature, the data in memory is rotated and displays the deduction information in separate columns which can make the data much easier to read.

Note: When using the Transpose feature, at least two sort fields MUST be used.

Next is the Main Table. This prompt assists the report writer in choosing which table to use as its main table when building the query to select the records to report on. (NOTE: it would be uncommon to need to modify the value that is defaulted in the Main Table). One example of where the Main Table might require a selection other than default would be if reporting on employee absences. Choosing the Absence table as the main table will only display employees that have absences. Choosing the Name and SIN table as the main table will display all selected employees – not restricted to those with absences.