Get Organized: Grouping, Sorting and Totals – Part 2

Two and a half years later…

As I mentioned in Get Organized: Grouping, Sorting and Totals – Part 1 we will cover adding total gift amount per constituent and adding total gift amount for the entire report in this Part 2. Here’s what the report looks like so far:

Current report status.

Inserting Total Gift Amount per Constituent

Inserting subtotals and totals, or summaries as Crystal Reports calls them, couldn’t be easier. On either the Design or Preview tab right-click on the Gift Amount field. This will give you a menu with a choice for Insert” Hover on Insert, which will then give you two choices: Summary or Running Total. Click on Summary and the Insert Summary window will open.

Insert Summary window,

The “Choose the field to summarize:” will default to the field that you right-clicked on, which in this case is the Gift Amount. Select Sum from the “Calculate this summary:” drop down menu.

The “Summary location” usually defaults to “Grand Total (Report Footer).” Since we want to insert a subtotal per constituent we need to change this to “Group #1:GfCnBio.GfCnBio_Sort_name – A” (in other non-RE export header words that we can understand, we are adding it to the group that is based on the Sort name.) Click the OK button and behold your beautiful subtotals that have been inserted at the end of every group.

Inserting Total Gift Amount for the Entire Report (Grand Total)

The process is similar for inserting a grand total at the end of the report.
On either the Design or Preview tab right-click on the Gift Amount field. This will give you a menu with a choice for Insert” Hover on Insert, which will then give you two choices: Summary or Running Total. Click on Summary and the Insert Summary window will open.

The “Choose the field to summarize:” will default to the field that you right-clicked on, which in this case is the Gift Amount. Select Sum from the “Calculate this summary:” drop down menu.

Again, the “Summary location” usually defaults to “Grand Total (Report Footer).” This time we want to insert a grand total in the report footer to leave this field as is. Click the OK button and, once again, behold your beautiful grand total that has been inserted at the end of the report.

Looking back at our report mock-up (shown here) the next step will be to create the two separate columns for cash gifts and pledges. We will be using formulas to do this and I’m very excited to introduce you to formulas. Hopefully it won’t take me another two and a half years.