Reports

Hello Dennis,

Hope you enjoyed your Microsoft Access course with BEST STL Training.
Thank you for your question regarding Forms and Reports.

One way to thnk about the current field or record in a form (or report), is simply a row or record in a table. So when you are seeing a particular record showing in a form, you can get the same information to show in a report.

To do this, your report must have the same Record Source as the Form. So if your Form is pointing to a specific query or Table, then you r form must do the same.

Make sure your report has all the fields showing in the layout that you want to have on the report.

Generally the record number that you see on the navigation area of a form (bottom numbers), will let you know which record you are currently viewing. If you then view the report with the same source, you should see the same record.

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You can make this process more dynamic by getting the report to open the exact record, based on the form. To do this you need a understand how to use the command button from the toolbox, as well as be familair with adding a query to the source of the report, that uses the forms record to filter its results.

1. Make a report using the wizard that uses the same source as the Form.

2. Go to the Report design view, and under Record Source, click the 3 dots at the end of the field.

3. This will open a query window where you can specify a filter for the results. Go to the Primary Key field (which ever one that is), and then RIGHT CLICK in the criteria area. Then Choose BUILD.

4. This will open a expression builder window. In the bottom left window, click FORMS> ALL FORMS > YOUR FORM
Then in the middle window, choose the field that is the same as the Primay Key for the records. This will be the same field as the one you identified on the report.
Click OK.
Close the query, CLick YES.
Save and close the Report.

Essentially, here you are telling the report to use the current record of the form to filter the records in the report.

5. The last step here is to put a button on the Form that will open the report. Simply go to the Form design view, and then using the TOOLBOX, add a COMMAND BUTTON to the form. Using the wIzard, tell the button to open the report
you just made modifications to.

Save and preview the form, clicking the new command button.

All done - your report should now open to the record you were showing on the form.

I hope this resolves your question. If it has, please mark this question as resolved.

If you require further assistance, please reply to this post.
Or perhaps you have another Microsoft Office question?

Have a great day.
Regards,

Richard
Microsoft Office Specialist Trainer