10. Calculated fields, totals and running values

Calculated fields, totals and running values

Calculated fields and totals condense raw data into statements such as position value, group total, total quantity or running balance.

Open Report designer on the desktop Administration.

Your goal

You can create reusable calculations, create totals, and choose the correct running range for a group or report.

Why this is crucial in the report designer

A report becomes valuable when it not only repeats data, but also makes connections visible. Good calculations reduce rework and help readers make immediate decisions.

Elements and settings at a glance

• Calculated Field: Reusable field with name, data type and expression within a data source.
• Expression: Calculation, for example quantity times unit price; Field names come from the field list.
• Summary function: Operation such as sum, count, minimum, maximum or average.
• Running: Determines the range: no running total, group or entire report.
• Reset: Determines when a running value restarts.
• Text format string: Formats the result without changing the underlying numerical value.

Here's how to do it

1. Create a calculated field with a descriptive name and appropriate data type in the field list.
2. Build the expression from available fields and test individual values.
3. Place a label in the GroupFooter or ReportFooter for a total.
4. Select summary function and running area to match the band.
5. Compare individual items, group totals and totals mathematically.

Exercise

Calculate a position value, sum it per group and for the entire report. Add a number of positions and check everything with a small manually computable data set.

Check the result

• Individual calculation and total use the same technical value.
• Group totals are reset at each group.
• Total equals the sum of all groups.
• Rounding is carried out according to the technically specified rule.

Typical errors and their solutions

• Total in the detail band: It is repeated for each line and can confuse the reader.
• Wrong running area: Group and overall report must not be confused.
• Continue calculating the rounded display: Calculate with the numerical value and format the output first.

Your result

Your reports answer questions instead of just listing values - correctly across details, groups and the overall report.

Further information / source

Related topics

1. For customizers – customize screens and forms › Report designer › 09. Data fields and expression editor
2. For customizers – customize screens and forms › Report designer › 12. Sorting, grouping and page breaks
3. For Customizer – Customize screens and forms › Report designer › 14. Styles and conditional formatting

Frequently asked questions