Running Totals in Crystal Reports

Here is a tip from the Flexible Solutions GP Reports October newsletter on how to create a running total in Crystal Reports. 

Running totals are a great way to show totals that have a different calculation than a subtotal without having to write additional formulas. 

Let’s look at an example: You have a list of unapplied vendor transactions grouped and subtotaled by vendor class. Below is an example of what this report looks like right now:

For each vendor class you already have a total due, but you also want to show the total credit limit so that you can compare the totals for each class. The credit limit is stored at the vendor level and because your report has more than one transaction per vendor, you cannot simply subtotal the credit limits for all the detail lines. Here are the steps to create a running total for the credit limit by vendor class:

1. Add the Credit Limit field somewhere in your detail section
2. Right click on the Credit Limit field and choose Insert > Running Total:
3. Choose a name for the Running Total
4. Change the Evaluate setting to ‘On change of field’ and enter the vendor ID field (in this case PM00200.VENDORID)
5. Change the Reset setting to ‘On change of group’ and choose the vendor class group (Group #1: PM00200.VNDCLSID in this case):
6. Click OK to close the Create Running Total Field window
7. Go to Report > Record Sort Expert  and make sure that your details are sorted by the vendor class group, then by Vendor ID:
8. Click OK to close the Record Sort Expert window
9. Optionally, hide the Credit Limit field on the detail section by right clicking on it, choosing Format Field and checking Suppress on the Common tab:

Your report now has the credit limit totals per vendor class:

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