Operation Manual

Sorting, Grouping, and Totaling
Grouping data
10
Crystal Reports User’s Guide 179
u To correct a group selection formula
1. Use Xtreme.mdb to create a report that includes the following fields:
{customer.CUSTOMER NAME}
{customer.REGION}
{orders.ORDER ID}
{orders.ORDER AMOUNT}
For each order, the report shows the customer that placed the order, the
region in which that customer is located, the order ID number, and the
amount of the order.
2. Group the report by the {customer.REGION} field.
3. Insert a summary that subtotals the {orders.ORDER AMOUNT} field for
each {customer.REGION} group.
The program calculates a subtotal in the {orders.ORDER AMOUNT} field
every time the region changes. See “Subtotaling data” on page 194.
4. Insert a grand total on the {orders.ORDER AMOUNT} field to see the
total value of all orders placed.
5. Create a formula named Percent that calculates each subtotal as a
percentage of the grand total to see the value of the orders for each
region group as a percentage of all orders placed.
Sum({orders.ORDER AMOUNT}, {customer.REGION})
% Sum({orders.ORDER AMOUNT})
6. Place the formula in the Group Footer section of the report.
7. Reference the formula (@Percent) in a group selection formula that
selects only those groups for which the percentage (of subtotal to grand
total) is less than 5% in order to find out which regions individually
contributed less than 5% of total sales:
{@Percent} < 5
When you click Check, you will receive the following error message:
This formula cannot be used because it must be evaluated
later.
8. Instead of using the formula name (in this case @Percent) in the group
selection formula, enter the formula itself (the formula named @Percent).
Thus, instead of using the group selection formula:
{@Percent} < 5
use the group selection formula:
Sum({orders.ORDER AMOUNT}, {customer.REGION})
% Sum({orders.ORDER AMOUNT}) < 5
Now when you print, only the regions that contributed less than 5% will print.