counting real records

[Richard D. Williams]

Scott,

You can do this with a straight forward report. Unless you want to 
export a csv file.

Create a report, sub-total by the field with the account number and only 
use the first 9 chars.

Put your field for the bal due in there as well as a total fields.
Then, just for fun, put the !@RS. This will tell you if you have just 
one account with the first 9 chars, or more.

Richard

On 8/12/2013 12:20 PM, scooter6 at gmail.com wrote:
> Actually, in my example there are 4 'physical' records  (1234-0001 and
> 1234-0002-1, 1234-0002-2, 1234-0002-3)
> But for purposes of what I need to calculate it should only be 2
> records.....so yes, regardless of how many -1  -2 -3 ,etc that are on the
> end of the full acct number, it should only count the 'record' as 1 entity
> So, let's suppose I have the following accounts for client number 1234:
>
> 1234-0001                         Bal Due  150.00
> 1234-0002-1                     Bal Due   200.00
> 1234-0002-2                     Bal Due   200.00
> 1234-0002-3                     Bal Due         .00
> 1234-0003                        Bal Due   800.00
> 1234-0004                        Bal Due   500.00
> 1234-0005-1                     Bal Due   300.00
> 1234-0005-2                     Bal Due         .00
> 1234-0006                        Bal Due      50.00
> 1234-0007                        Bal Due    150.00
> 1234-0008-1                     Bal Due          .00
> 1234-0008-2                     Bal Due          .00
> 1234-0008-3                     Bal Due    100.00
> 1234-0008-4                     Bal Due          .00
>
> The report I'm trying to create should show there are:     8 records  (0001
> thru 0008) even though several have -1, -2 etc
> and it should only calcluate the balance once for each of the 8 records
> with today bal due of 2250.00 (keeping in mind, it needs to look at all -1,
> -2, etc in case only one of them has a bal due.  So, in case of 1234-0008-1
> thru -4, typically the original total bal due would probably have been
> 400.00, and -1, -2 and -4 paid their 1/4 of orig bal due, so -3 still owes
> 100.00
> So what I want is a report of total 'active' entities (not physical
> records) that have a balance and the total of the balances.  So it should
> count those records without any 'associate' people as 1 record (i.e.
> 1234-0001, 1234-0003, 1234-0006 and 1234-0007 - obviously those are easy
> because it's just one person to that account number -- the issue is not
> counting 1234-0008-1 thru 1234-0008-4 as 4 records - just should be one
> record...and only grab the balance due once
> Hope that helps
> thanks
>
> Scott
>
>
> On Mon, Aug 12, 2013 at 1:02 PM, Kenneth Brody <kenbrody at spamcop.net> wrote:
>
>> On 8/12/2013 11:21 AM, scooter6 at gmail.com wrote:
>>
>>> Should seem simple but let me explain...
>>>
>> [...]
>>
>>   Some records will only have 1 person associated with it
>>> i.e.  1234-0001  John Smith   Balance  150.00
>>> So, field 1 = 1234
>>> Field 2 = 0001
>>> Field 3 = 1234-0001
>>>
>>> Some records will have multiple people associated with it
>>> i.e. 1234-0002-1  John Smith   Balance  200.00
>>>         1234-0002-2  Mary Smith   Balance 200.00
>>>         1234-0002-3  Billy Smith    Balance       .00  (paid their portion)
>>>
>>> In each case, each one of those should ONLY count as '1' record
>>>
>>> What I'm trying to do is get a count for all records, soley based on first
>>> 9 digits
>>> So, if I run processing for client 1234, using the above example, it
>>> should
>>> show me I have 2 records (1234-0001 and 1234-0002, regardless that
>>> 1234-0002 has -1 -2 and -3 associated with it.
>>> Each of these will also have a balance associated with them.  I'm only
>>> wanting to pickup the balance 'once' for each of these records, even if
>>> one
>>> of the '-1, -2' etc has a zero balance.
>>>
>> [...]
>>
>> Why should those 3 records count as only 2?  If you were shown those
>> records and told to manually count them, by what process would you arrive
>> at "2"?
>>
>> Is it purely the fact that client number "1234" has records with "0001"
>> and "0002", regardless of how many "0001" and "0002" records exist?  Or is
>> there some other calculation involved?
>>
>> --
>> Kenneth Brody
>>
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