Running Sum in MS-Access Query

Introduction.

We are familiar with creating Auto-Numbers in Query Column, through an earlier Function created with the Name QrySeq(), published on this Website with the Post Title: Auto-Numbering in Query Column, during January 2010. Hope you have come across that Post, if not you may visit the Page by following the above link.

The RunningSum() Function is written somewhat on similar logic of QrySeq() Function.

Before going into details let us take a look at some sample Images, before and after run of the new Function in a test Query Column.

A small Table with two Fields: Table_Units and with few records.

The SQL Code of RunningSumQ1Query and the records with Running-Sum values are given below.

SELECT Table_Units.ID, Table_Units.Units, RunningSum([ID],"ID","Units","RunningSumQ1") AS RunningSum
FROM Table_Units;

The recordset in datasheet view, with summary values in a separate Column, with the column name RunningSum, from where the RunningSum() Function is called.

A Report Designed using RunningSumQ1:

The Query Preparation Note.

Before diving deep into the VBA Code I want you to check the above sample data, to draw your attention to an important point while preparing the data for the RunningSum() Function.

1. A unique ID Field, like PrimaryKey required in the Query, with either Numeric or String Data and strictly no duplicates in them.
2. If this is not readily available in the Source Data, you may join (concatenate) two or more field values together, to create unique values in a separate Column, as a Key Field in the Query.
3. If this method is followed then create a Test Query similar to the sample one given below, using the first Query as source, to find out whether any duplicates still exists in the Source Query or not.

Sample ID Field Record-Count Test Query:

SELECT RunningSumQ2.ID2, Count(RunningSumQ2.ID2) AS CountOfID2
FROM RunningSumQ2
GROUP BY RunningSumQ2.ID2;

The CountOfID2 Column result should be like the sample Image give below, with all Count values are showing as one.

4. When all the ID Field values are unique then the CountOfID2 Column will have the value 1 in all records.  Greater  than one in any record means that those records have duplicate key values and needs to join some other field to eliminate duplicates.
5. Once you are sure that all records have unique ID values then you may add other required fields in the first Query for the purpose you plan to use it, like Form or Report Source Query.
6. Once you are ready with the Query data then it is time to add the function in a new Column in the Query, like: Running_Sum:RunningSum([ID2],”ID2”,”[List Price]”,”RunningSumQ2”).

The RunningSum() Function VBA Code.

Option Compare Database
Option Explicit

'Declare a Generic Object
Dim D As Object

Public Function RunningSum(ByVal IKey As Variant, ByVal KeyFldName As String, ByVal SumFldName As String, ByVal QryName As String) As Double
'-----------------------------------------------------------
'Function: RunningSum()
'Purpose : Queries to generate Running Sum of a Column Value
'The Query can be used as source for other Processing needs.
'-----------------------------------------------------------
'Author  : a.p.r. pillai
'Date    : 1st Nov 2019
'Rights  : All Rights Reserved by www.msaccesstips.com
'-----------------------------------------------------------
'Parameter List, in the Order of it's placement
'1. Key Value Data Field
'2. Key-Field Name in String Format
'3. Field-Name for Calcuating Running Sum in String Format
'4  Query-Name in String Format
'-----------------------------------------------------------
'Remarks: The Key-Value Field should have Unique Numeric or
'String Values.
'-----------------------------------------------------------
Static K As Long, X As Double, fld As String
Dim p As Variant

On Error GoTo RunningSum_Err

'If the Function is not called by the same Query
'then initialize Dictionary Object and Variables
If SumFldName <> fld Then
   fld = SumFldName
   Set D = Nothing
   K = 0
   X = 0
End If


K = K + 1
If K = 1 Then 'The major process of the function starts here
    Dim DB As Database, rst As Recordset

    'Create and instantiate the Dictionary Object
    Set D = CreateObject("Scripting.Dictionary")

    Set DB = CurrentDb
    Set rst = DB.OpenRecordset(QryName, dbOpenDynaset)
    'Calculate cumulative record-level summary and
    'add the value into Dictionary Object as it's Item
    While Not rst.EOF And Not rst.BOF
    'read the record summary field value and add it to total
         X = X + rst.Fields(SumFldName).Value
    'read current record key field value
         p = rst.Fields(KeyFldName).Value
    'add the total value to dictionay object
    'as Key, Item pair
         D.Add p, X
    ' repeat this process for all records
         rst.MoveNext
    Wend

    'close recordset and remove the database objects
    rst.Close
    Set rst = Nothing
    Set DB = Nothing

    'Retrieve the first item from Dictionary,
    'using the first Key passed as parameter,
    'and return to the function calling record in the Query

   RunningSum = D(IKey)
Else
   'Subsequent calls with the record Key passed as parameter
   'will retrieve other record values from Dictionary and
   'returns to their corresponding records in the Query.

   RunningSum = D(IKey)
End If

RunningSum_Exit:
Exit Function

RunningSum_Err:
MsgBox Err & ":" & Err.Description, vbOKOnly, "RunningSum()"
Resume RunningSum_Exit
End Function

Familiarising the VBA Code.

On the Global area of the Standard Module an Object Variable is declared with the name D. 

The function RunningSum() is declared with four parameters.

1. The Unique Key Field Value.
2. The Key-Field Name in String format.
3. The Summary Field Name in String format.
4. The Query-Name in String format.

The returned value from function is Double precision number.

Three Static Variables are declared in the Function:

1. K– is a control variable.
2. X– to hold the Summary Values, added to it at record level.
3. fld– A control Variable to keep the Summary Field Name as a flag to ensure that the function runs for the same Query.

The Static Variables retain their old values during repeated calls of the Function.

Variable p is to hold the IDKey-value retrieved from the record.  It is declared as Variant Type to accept either Numeric or String Key Value.

The Working Logic of the Function.

The statement If SumFldName <> fld Then checks whether the Key-Field Name passed to the function is different from last call of the Function.  If it is different then it assumes that a different Query is passed to the function.

The Dictionary Object D is erased from memory and other variables are initialized.

In the next step the K Variable is incremented by one. When K=1 the function’s main task is initiated.  

The Database and Recordset Objects are declared.

The D Object variable is instantiated as a new Dictionary Object, with the Object creation statement: Set D = CreateObject(“Scripting.Dictionary”).

By default, the Dictionary Object Reference is not added to the list of Microsoft Access Library Files. If you add it manually then you can declare and instantiate a Dictionary Object, like the Class Object of Access or Collection Object.

Note: If you are not familiar with Dictionary, Class Object or Collection Object, then we have all the information you need to learn the fundamentals about them, in this Website.  The links are given at the end of this page. You may visit them to learn with sample code and Demo databases, available to download.

Adding Dictionary Object Reference File.

To add the Dictionary Object to your Database’s Library Files List do the following:

On the VBA Window, select Tools - - >References… and look for the file: Microsoft Scripting Runtime in the displayed list and put checkmark to select it.

Once you do this you can declare and instantiate a Dictionary Object as given below.

Dim D As Dictionary
Set D = New Dictionary

If you do this you have an added advantage of displaying it's Properties and Methods, when you type a dot (D.) after it's Object name, by intellisense automatically.

Next, the database object DB is set with the active database and the Query is opened as recordset in rst.

Within the  While. . .Wend Loop the summary field and the unique key Field values are read from each record. The Summary field value is added to the Variable X.  The Key value of record is written as Dictionary Object Item-Key and the current Value in X is written as Dictionary Object Item, in Key, Item pair.

The Dictionary Object Items are always written in this way.  The Item can be a single value, an Array, Objects or Collection of Objects. All of them should have a Unique Key Value to retrieve the Item later.

The purpose of Key in Dictionary  Object is similar to the function of Primary Key in a Table.  We can retrieve any value Randomly or Sequentially from the Dictionary Object using the Key,  like A = D(Key) or  A = D.Item(Key).

In this way the cumulative summary value, at each record level, is added to the Dictionary Object as it’s Item, with unique Key. When all the record level processing is complete the recordset is closed and the Database Object DB is cleared from memory.

Immediately after closing the Recordset the first record summary value is retrieved from Dictionary, using IKey Parameter, and returns it to the first record in RunningSum Column, by executing the statement RunningSum = D(IKey). All the above actions are taking place when the  control Variable K is equal to 1.

Subsequent Calls of the function with the [ID2] Key Value parameter of each record retrieves the corresponding summary value of that record from Dictionary Item and returns it to the Query Column, that’s how it works.

Some Images of a sample Run done on the Products Table of NorthWind.accdb are given below.

Sample Query Run (Key Values are String Type) Data on Form.

SELECT Trim(Str([ID])) & [Product Code] AS ID2, Products.[Product Code], Products.[Product Name], Products.[List Price], RunningSum([ID2],"ID2","[List Price]","RunningSumQ2") AS RunningSum
FROM Products;

The RunningSumQ2 Query is the Record Source of the Form.

Sample Run Data on Report.

The RunningSumQ2 Query is the Record Source of the Report.

Download Demo Database.

Download RunningSumDB.zip

Download RunningSumDB2003.zip

CLASS MODULE

1. MS-Access Class Module and VBA
2. MS-Access VBA Class Object and Arrays
3. MS-Access Base Class and Derived Objects
4. VBA-Base Class and Derived Object-2
5. Base Class and Derived Object Variants
6. MS-Access Recordset and Class Module
7. Access Class Module and Wrapper Classes
8. Wrapper Class Functionality

COLLECTION OBJECT

1. MS-Access and Collection Object Basics
2. MS-Access Class Module and Collection Objects
3. Table Records in Collection Object

DICTIONARY OBJECT

1. Dictionary Objects Basics
2. Dictionary Object Basics-2
3. Sorting Dictionary Object Keys and Items
4. Display Records from Dictionary
5. Add Class Objects as Dictionary Items
6. Update Class Object Dictionary Item

MS-ACCESS EVENT HANDLING

1. Withevents MS-Access Class Module
2. Withevents and Defining Your Own Events
3. Withevents Combo List Textbox Tab
4. Access Form Control Arrays And Event
5. Access Form Control Arrays And Event-2
6. Access Form Control Arrays And Event-3
7. Withevents in Class Module for Sub-Form
8. Withevents in Class Module and Data
9. Withevents and Access Report Event Sink
10. Withevents and Report Line Hiding
11. Withevents and Report-line Highlighting
12. Withevents Texbox and Command Button
13. Withevents Textbox Command Button
14. Withevents and All Form Control Types