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8/8/2013 9:40:45 PM
Microsoft Access Expert 11
By Richard Rost   Richard Rost on Facebook Richard Rost on Twitter Richard Rost on Google Plus Richard Rost on LinkedIn Email Richard Rost

Microsoft Access Expert Level 11 is 1 hour, 48 minutes long. In this tutorial we will learn how to use Aggregate Queries to summarize data. Topics include:

- Aggregate Queries
- Sum, Avg, Count, Max, Min
- Complex Query Criteria
- Sales Totals by Month
- Find Lowest Product Cost
- Last Customer Contact Report
- Employee Work Log, Timesheet
- Calculate Hours Worked
- DSUM Function

Click here for more information on Access Expert Level 11, including a course outline, sample videos, and more. This course was recorded using Access 2013, but is also valid for Access 2007 and 2010 users. This class follows Expert Level 10.

Permanent Link
Course Link: Microsoft Access Expert 11
Keywords: access expert 11 aggregate queries summary grouping dsum
Page Tag: whatsnew
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Amount With Discounts Comment from Timo Knaepper @ 1/8/2016
The Control Source is =DSum"LineTotal","OrdersForStatsQ","OrderDate>=#" & Date()-30 & "#").The OrderForStatsQ uses OrderDate from OrderT, LineTotal: [Quantity]*[UnitPrice]and IsPaid from OrderT.

Reply from Alex Hedley:

I don't think the LineTotal includes the discounts so if you wanted it to your ExtPrice2 Field would be better
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Amount With Discounts Comment from Timo Knaepper @ 1/7/2016
Hi Rick. I am just curious about the "Orders in the last 30 days" field on the Main Menu. Does that amount account for discounts given? I have used "ExtPrice2" from "OrderDetailQ" to get the Total which accounts for discounts given.

Reply from Alex Hedley:

Refresh my memory, what does the DLOOKUP use?
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Hi Richard In your example of dealing with retur Comment from Brian Jensen @ 12/29/2015
Hi Richard,
In your example of dealing with returned errors by using iif(isnull, can this method also be used in the group by catagory to name the null grouping to something like "# of customers without contacts", this would only be when counting contacts by customer.  When I try it for my example  I get a error "The specified field [Shoplist] could refer to more than one table listed in the FROM clause of your SQL statement. Below is my SQL

SELECT IIf(IsNull([ShopList]),"No Shop Assigned",[ShopList]) AS ShopCountList, Count(EmployeeCombinedQ.EmployeeID) AS CountOfEmployeeID
FROM EmployeeCombinedQ LEFT JOIN ShopListT ON EmployeeCombinedQ.ShopListID = ShopListT.ShopListID
GROUP BY IIf(IsNull([ShopList]),"No Shop Assigned",[ShopList]);

Reply from Alex Hedley:

Does [ShopList] appear in both the Table and the Query that you're joining?

Try adding either

Access doesn't know which one you are referring to.
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Homework Comment from Jeffrey Ervin @ 8/24/2015

Im Going back on lessons for employees and work logs, as with previous comment by CHARLES FULGHAM, the home assigned at 23mins was not fully resolved eg. Hours - reg pay, ot Pay, etc. was this covered somehere elsewhere?

Reply from Alex Hedley:

Have you gone through Expert 12?
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Homework Comment from Ferida Oe @ 7/29/2015
Where should I send the homework? Sorry I joined the course not from beginner or maybe you could refer me in which video that I can get the information about it.

Reply from Alex Hedley:

You could post it here but I'm not sure if anyone ever has.
Usually the answer is covered in the next lesson.
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Three Lowest Comment from Spiros P @ 4/13/2015
Dear Sir, the solution that suggests does not select the top minimun 3 offers from each product, but only the 3 min offers.

Reply from Alex Hedley:

Forgot the Group By (Σ) then choose Min.
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Three Lowest Comment from Spiros Poulis @ 4/12/2015
At section 4(02:23)  you make a query that returns for each product the offers from vendors. My question is if there is a way to limit the offers not to the min cost, but to make a query that returns for each product the 3 lowest offers. I have for example five or more offers but I want to make a query that returns only the first minimum 3 offers for each product.

Reply from Alex Hedley:

There is an option in the ribbon for a TOP clause. It is a dropdown, probably says all at the moment.
You have make this a percentage or a number.
This is covered in Beginner Level 5
You can put in 3 here and have an Order By statement so the lowest are at the top
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DSum Error Comment from Tom D @ 2/20/2015
I've tried =IIf(DSum("[EstLabCostExt]", "ProdLabT", "[ProdID] =" & [tboProdID] & " AND " & "[OpsID] = 32") Is Null, 0, DSum("[EstLabCostExt]", "ProdLabT", "[ProdID] =" & [tboProdID] & " AND " & "[OpsID] = 32")  
and I've tried =NZ(DSum("[EstLabCostExt]", "ProdLabT", "[ProdID] =" & [tboProdID] & " AND " & "[OpsID] = 32"), 0).
I've also tried using if..else..end if in vba on an unbound field. All with the same result - #Error! in the field in question.
I guess I could create a bogus record for the queried tables each time I create a new Product (there would be 3), but that doesn't seem to be the proper way to fix this problem.

Reply from Alex Hedley:

Let me do some more tests and get back to you
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DSum Error Comment from Tom Dlugosh @ 2/20/2015
I've tried Nz, isnull and IIf...Is Null statements to no avail. If there is no record entered in the table for that ID number an error is returned. As soon as I enter a record the field that references that data in the table returns the correct information and the other fields that do not evaluate to 0.

Reply from Alex Hedley:

Can you show me the code you used for each please
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DSum Error Comment from Tom Dlugosh @ 2/19/2015
I have a Textbox on a subform that uses the following Control Source statement: =DSum("[EstLabCostExt]", "ProdLabT", "[ProdID] =" & [tboProdID] & " AND " & "[OpsID] = 32"). If the particular product doesn't have a record in ProdLabT yet an error is returned in a field on the main form that references the field on the subform. Is There something else I need to do?

Reply from Alex Hedley:

How about wrapping it in a NZ() function?
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Homework Comment from CHARLES FULGHAM @ 12/18/2014
Mr. Rost, Thank you for all that you do, I'm learning so much!  Quick Question: In Expert11, Video 6, at 23min48sec...we are assigned homework to create a Printable Time Sheet for Employees, Date, Time, TimeIn, TimeOut, Regular Time, Overtime, Overtime Rate etc.  I cannot find where this homework was ever solved, as I have become stumped trying to complete it.  THANK YOU!

Reply from Alex Hedley:

Hi Charles,
Normally the homework is covered in the first lesson of the next course.
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Include End Dates Comment from Jonathan Mainardi @ 10/8/2014
To include the end date (around 26:00 into the video), can't you just use <= rather than use CDate() and +1?

Reply from Alexander Hedley:

Dates are tricky because of the Time element +1 just makes sure the end date is included, if you prefer <= you can use that.
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Comment from vicki Hudson @ 9/24/2014
I came back to this lesson from lesson 7 because my OrdersForStatsQ gave me an error saying the [UnitPrice]could refer to more than one table listed in the FROM of SQL.  I came back to see where the left joins were made and corrected that in my db but now get the same error message in my SalesByMonthQ.  Lost and bewildered
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Same field in multiple tables Comment from vicki Hudson @ 9/24/2014
At 5:10 When I Run the Query is tells me "The specified field [UnitPrice] could refer to more than one table listed in the FROM clause of your SQL statemnt." I understand that [UNITPRICE] is in two tables but I thought I had followed the lessons exactly.  Do you not have the [UNITPRICE] in OrderDetailT and ProductT?  If so, what is my solution to fix that error?  thanks
SQL view = SELECT OrderT.OrderDate, [Quantity]*[UnitPrice] AS LineTotal, OrderT.IsPaid
FROM (OrderT INNER JOIN OrderDetailT ON OrderT.OrderID = OrderDetailT.OrderID) INNER JOIN ProductT ON OrderDetailT.ProductID = ProductT.ProductID
WHERE (((OrderT.IsPaid)=True));

Reply from Rick Rost:

Hi Vicki.

If you have the same field in multiple tables you would need to specify which table you want to pull the value from, in this case either OrderDetailT.UnitPrice or ProductT.UnitPrice
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Comment from Brian Farley @ 9/23/2014
Worth Noting that if you use the WorkDay field, the one we used to group by.  The between function WILL include all of the times in the EndDate.

My guess is because the WorkDay is a calculation and its rendered as a text or numeric field rather then a date.

So to avoid the CDate, training and +1 issues, maybe just better to search by WorkDay.

--just spitballin

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Joined fields vs DLOOKUP Comment from Brian Farley @ 9/22/2014
Is there any benefit or penalty to use the database joins we have setup.  For instance.  The second query would have:


All left joined by the relative IDs and MinOfUnitCost-> VendorXProductT.UnitCost.  Then you can just drop the fields you need in the query without the DLOOKUP.

Maybe that would be faster then DLOOKUP with tons of records?  Or maybe I'm jumping ahead..

Keep up the great work :)

Reply from Rick Rost:

Brian, that course is over a year old, so I don't remember EXACTLY what the lesson covered, but it is generally faster to work with linked tables than to use DLOOKUP in a query for a large set of data. I'm sure if that's the way I did it in class, however, there must have been a good reason for it. :)

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Open Form Multiple Conditions Comment from Alex Hedley @ 9/16/2014
If [ContactID] and [CustomerID] are on [ContactF] then when you open the form [CommunicationF] have their "Default Values" set to
=[Forms]![ContactF]![CustomerID] and

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Open Form Multiple Conditions Comment from Lynda C @ 9/16/2014
Hi Richard

There are three forms involved here.

My CustomerF - which has all my customer info

My ContactF - which shows people and their positions within the relevant CustomerF e.g Esme Cole - Sales Manager, Keith Cole - Property Manager etc

and then I have my CommunicationF - which reports all communication between myself and the 'Customer'.

What I have done, is added both a customerID field AND a ContactID field to my Communications form - so I can not only see the customer I'm communicating with, but also, who, within that Company I spoke to.

So, I have combo boxes set up on the Communications Form.  I have also added a button to my 'ContactF'.  My ContactF has both the Contacts details, as well as the Company they work for (CustomerIDCombo)

When I click on the 'add new communication button from this form, I would like the communication combo boxes for CustomerID and ContactID to automatically populate, based on the ContactF I have clicked from.

I hope that makes sense.

Reply from Richard Rost:

OK... see you've named your "ContactF" something completely different than I did, which is why I was confused.

All you should have to do is set the Default Value properties for the two ID fields on your CommunicationF form to the ID values on the other form:


If the ContactF is a subform on the CustomerF then that would be


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Open Form Multiple Conditions Comment from Lynda C @ 9/16/2014
Hi Again,

I mean when I am on the customers contact form, I want to click a button, that opens the CommunicationF, and have both the ContactID and CustomerID fields populate with the relevant details from the ContactF.

Reply from Richard Rost:

How does Access know this?

Without knowing how your database is configured and what these forms MEAN, I'm really of little use here. Can you give me this question using generic terms? I don't understand what your CommunicationF and ContactF do and what they're based on.
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Open Form Multiple Conditions Comment from Lynda C @ 9/16/2014
Hi Richard, I'm wanting both fields to drop in on the CommunicationF by default

Reply from Richard Rost:

What do you mean by that?
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New Record at Top Comment from Lynda Chase @ 9/14/2014
Hi Richard

Is there a way to get the 'new record' in a continuous form, to appear at the top, rather than the bottom of the list?

Reply from Richard Rost:

Nope. Not that I'm aware of. Best you can do is issue a Docmd.GotoRecord command to jump to a New Record.
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Open Form Multiple Conditions Comment from Lynda Chase @ 9/14/2014
Hi Richard,
My customer table is linked to a contact table that shows the 'managers' of different locations.
I am trying to add a button to my customercontactF which will open up my communications form with two where criteria (customerID and contactid)  So i can not only see customer communications, but communications with the relevant customers employee.  I've tried figuring this out by googling...this is what I've come up with...
DoCmd.OpenForm "CommunicationF", , , "CustomerID='" & Me.CustomerCombo & "' AND ContactID='" & Me.ContactCombo & "'"

This isn't working - could you please tell me where I'm going wrong.


Reply from Richard Rost:

So your CommunicationF has both a CustomerID and a ContactID on it, and you want to show records for BOTH? In that case, you need an OR condition, not an AND condition.

Docmd.Openform "CommF",,,"CustomerID=" & X & " OR ContactID=" & Y

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query showing the most recent contact Comment from Lynda Chase @ 9/10/2014
Hi Richard, I've finally got the query showing the most recent contact for each customer.  My problem now is that it is displaying in the query in plain text, not rtf.  The linking ContactT has the notes memo field set as rich text, could you please advise where I'm going wrong with this?


Reply from Richard Rost:

Try displaying the results in a FORM. Set the field to Rich Text.
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Total Miles by Week Comment from Brian Merrick @ 8/23/2014
I have made a vehicle database to keep track of the miles on the vehicle by day and by week. I want the total miles by week. How would i do that including the date.

Reply from Richard Rost:

Unfortunately, Access doesn't have a WEEK function like Excel does, but you can easily make your own as a CALCULATED QUERY FIELD:

Week: Format(MyDateField,"ww")

Now you can use that Week value in your AGGREGATE query. (This is covered, by the way, in Lesson 6 of this course... so keep watching).
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DLOOKUP Problems Comment from sam Finlay @ 8/20/2014
Hi Lynda
You need to swap the dd/mm part of the date to mm/dd That should do it.
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I found this lesson a bit confusing Comment from David Martinez @ 8/20/2014
I found this lesson a bit confusing. As someone who is just trying to learn the ideas and concepts, not build a database specifically for a sales company, I had trouble following along with this particular lesson. A bit more explanation of what the goal was and what was being accomplished as the video progressed would have been appreciated.

Reply from Richard Rost:

I can appreciate that. Not everyone will find each lesson useful. You may never have a need for an aggregate query, or to sum up monthly sales total. However, being exposed to the material may cause you to realize later that you CAN accomplish one of your goals by using these things. Sometimes just exposure to a topic can increase your awareness of what CAN be done. Sometimes you don't know WHAT you don't know. :)
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DLOOKUP Problems Comment from Lynda C @ 8/18/2014
Hi Sam,  Thanks for that, it is no longer reporting an error, but is not actually displaying the last contacts either - this is the current string?(is that what its called) I have:
ContactNotes: IIf(IsNull([MaxOfDateTime]),"No Contacts",DLookUp("Notes","ContactT","CustomerID=" & [CustomerID] & " AND DateTime=#" & Format([MaxOfDateTime],"dd/mm/yyyy hh:nn:ss") & "#"))
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DLOOKUP Problems Comment from Sam Finlay @ 8/14/2014
Hi Lynda
Are you using non US regional settings ? To check if this is the problem change your regional settings to US date time and see if it then works.
I had the same problem and it turns out you need to enclose the MaxOfDateTime with a US Format I.E. Format([MaxOfDateTime],"mm/dd/yyyy hh:nn:ss") & "#"
It should now work with your local regional settings.
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DLOOKUP Problems Comment from Lynda C @ 8/14/2014
No - even without the IIF it still reports an error - with the IIF the 'no contacts' label does display, but error on everything else
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DLOOKUP Problems Comment from Lynda C @ 8/13/2014
Hi Richard, I've changed it to eliminate the space - it now reads: ContactNotes: IIf(IsNull([MaxOfDateTime]),"No Contacts",DLookUp("Notes","ContactT","CustomerID=" & [CustomerID] & " AND DateTime=#" & [MaxOfDateTime] & "#"))
However it is still reporting the same error.  Could there perhaps be something wrong in the table its referring to - I just need some guidance on where to 'look'.  I appreciate also, that you don't just 'solve' my problem, you guide , which is fabulous!  


Reply from Richard Rost:

Does the DLOOKUP work WITHOUT being inside of an IIF function?
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DLOOKUP Problems Comment from Lynda Chase @ 8/13/2014
Hi Richard,  I've redone this several times now, using this: ContactNotes: IIf(IsNull([MaxOfDateTime]),"No Contacts",DLookUp("Notes","ContactT","CustomerID=" & [CustomerID] & " AND DateTime=# " & [MaxOfDateTime] & "#")) and the 'No Contacts' message is appearing where it should, but for some reason, the rest of the contact info is returning an error.  I went back to my contactT to see if I could figure out why the error, but can't.  The error message I'm getting is: Syntax error in date in query expression 'CustomerID=121 AND DateTime=# 01/08/2014 3:23:20 p.m.'.
I checked the notes, and there is definately notes for that datetime field in the contactT.  Where do you think I may have gone wrong?
BTW, I would LOVE to be as savvy as you in Access, your knowledge is amazing.  Thanks for the great, easy to understand, lessons.

Reply from Richard Rost:

Again, it's all about spacing. This time you have a SPACE where there shouldn't be one:

AND DateTime=# " & [MaxOfDateTime] & "#"

This gives you:

DateTime=# 1/1/2000#

See the problem?

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I realise I ve got this completely wrong thought Comment from Lynda Chase @ 8/10/2014
I realise I've got this completely wrong, thought it would be extremely useful to have the 'dateupdated' field on the LowestProductPrice2Q, so attempted to add that in to my query - this is what I put:
astUpdated: DLookUp("VendorID","ProductXVendorT","ProductID=" & [ProductID] & "AND DateUpdated=#" & "DateUpdated" & "#")

Obviously I am struggling with the Dlookup function, could you please guide me as to where I've gone wrong with this as it's returning an error.

Many thanks

Reply from Richard Rost:

DLookUp("VendorID","ProductXVendorT","ProductID=" & [ProductID] & "AND DateUpdated=#" & "DateUpdated" & "#")

DateUpdated is a FIELD not a VALUE. It should not be in quote. And, you're missing a space in front of "AND" again.

DLookUp("VendorID","ProductXVendorT","ProductID=" & [ProductID] & " AND DateUpdated=#" & DateUpdated & "#")
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Cant get DLOOKUP to work Comment from Lynda C @ 8/10/2014
Hi Richard,

I think it needed a space in front of the AND part of the blurb - which I did, but it's still reporting an error.

Reply from Richard Rost:

Aside from that space, your DLOOKUP statement syntax was correct.
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Cant get DLOOKUP to work Comment from Lynda Chase @ 8/9/2014
Hi Richard,

For the life of me I can't get this DLookup to work can you please advise where I've gone wrong in this:
ContactNotes: DLookUp("Notes","ContactT","CustomerID=" & [CustomerID] & "AND DateTime=#" & [MaxOfDateTime] & "#")

This returns an error every time.

Reply from Richard Rost:

You're missing a space in a critical spot.

ContactNotes: DLookUp("Notes","ContactT","CustomerID=" & [CustomerID] & "AND DateTime=#" & [MaxOfDateTime] & "#")

Can you spot it?

Try replacing the field variables with values...

ContactNotes: DLookUp("Notes","ContactT","CustomerID=100AND DateTime=#1/1/2001#")

See it now?
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Profit Total Comment from John B @ 4/14/2014
On the OrderF, would it be possible to figure out the profit for each line item and a profit total at the bottom kind of like the line total using Dlookup or using multiple queries?  I have tried and Access told me it didn't recognize the SQL statement and did not recognize the syntax.

Reply from Richard Rost:

Sure. Subtract Unit Cost from Unit Price and then SUM that up in the footer.
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Comment from Ray McCain @ 3/24/2014
Since the end point does not include the date past midnight, it seems that a visual reminder would be in order for the benefit of the user.  The label for end date could easily be modified to add 12:01 am, thus giving visual instruction, instead of relying only on verbal instruction.
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Comment from Hassan Abadi @ 2/16/2014
Expert 11  
course #4 Lowest Product Cost.
This code give me the #error message. Why?
All I changed is use CasePrice instead of UnitPrice.
VendorID: DLookUp("VendorID"," VendorxProductT"," ProductID=" & [ProductID] & " AND CasePrice=" & [MinOfCasePrice])

VendorName: DLookUp("VendorName","VendorT","VendorID=" & [VendorID])
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DateDiff Comment from Alex Hedley @ 11/3/2013
Bruce is this not a Legacy function from back in the Lotus days?

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Comment from Bruce Reynolds @ 10/30/2013
The datediff function is also an undocumented function in Excel. For such a useful function, why has Microsoft chosen to not talk about it? Was datediff developed by a black sheep of the Microsoft programming family?
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Comment from John Borrelli @ 10/17/2013
I know it will be fully covered in the SQL classes but in the misc you did the DSUM function for sales -30days. I did not understand the utilization of the " # and & in the OrderDate section. "OrderDate>=#" {why close quote here?} &Date()-30 & "#") is that read as OrderDate is greater than or equal to some date {end statement} Some date is today -30 and some date? Can you elaborate on this format structure?
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Norwegian region Comment from Ole Simonsen @ 10/15/2013
My computer is running in Norwegian region.
This gives following errormessage when I run the "MostRecentContact2Q" :
Syntaxerror in Querryexpression CustomerID=1 AND DateTime=#09.05.2013 19:24:19.
I thougt it had with the use of # sign. Bu I can not find the settings for this.

Best regards Ole
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Fastest alternative to DLOOKUP Comment from Jose Gutierrez @ 8/19/2013
What is the fastest alternative to DLookUp when you are dealing with thousands of items or thousands of vendors?

Reply from Richard Rost:

I try to use DLOOKUP for small groups of data. If you have thousands of records, join the two tables together in a query first. It will run faster.
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Sales for current year Comment from Steven Schuyler @ 8/14/2013
In regard to the DSUM function, you showed an example of how to show sales for the last 30 days. I also want to see the total sales for the current year. I did some investigating and found the following solution:

=DSum("LineTotal","MenuMainF_CurrentMonthsSalesTotalQ","OrderDate>=DateSerial(Year(Date()), 1, 1)")

I hope this solution helps other users.

Steven S.
Berkeley, CA USA

Reply from Richard Rost:

Looks good. Thanks for sharing.
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