Report not printing all records.

[George-Bowyer]

I have quite a complicated report that prints a directory for officials in clubs.

There are three columns in the page and each column has one or two sub-sub-reports in a column sub-reports.

Whilst proof-reading, I have observed that certain people seem to be being omitted, seemingly at random.

For example, where a club has two secretaries (column 2, 1st report) on most occasions both are shown, but occasionally someone is just omitted by the report, seemingly at random, even though their info is definitely in the source query.

I don't know if it's relevant, but the 2nd sub-sub report in column 2 is for a volunteer position that 90% of clubs don't have, so whilst the "2 sub-sub-reports in one column sub report" might be relevant, it does not seem to be linked to whether there is data in the 2nd report.

I have absolutely no idea where to start looking for why it would be like this - or how to explain it more clearly...


Any guesses would be welcome...?

Thanks


George

 

[Minty]

This will probably be a data issue, but without seeing the report and or data very difficult to guess I'm afraid.

Are there any unusual blanks / nulls displayed on the underlying query?
Is there a correlation between the missing report and the linking fields for the sub report?
Can the sub report(s) grow in size enough to display all the data?

 

[George-Bowyer]

Ok, I have worked out that the missing records are somehow caused by having a group sort on the Contact name (eg: "Bowyer, George") field in the secretaries sub-report.


If I take the sort out they're all there (but in random order). If I have it in, most are there, in alphabetical order, but some disappear.

I cannot see anything in the underlying query for the relevant records that would cause a problem (no "forbidden characters" for example).

 

[Minty]

Is the contact name a calculated field (e.g. [LastName] & "," & [FirstName] ) ?

 

[gemma-the-husky]

do the missing ones not have any entries in the sub-report data, perhaps?

 

[George-Bowyer]

Is the contact name a calculated field (e.g. [LastName] & "," & [FirstName] ) ?

Yes, it is. However, it's not calculated directly in this report.

The report gets its data from qryBookSecretaries, which gets some of it's data from qryPeople. Contact Name is a calculated field in qryPeople.

 

[George-Bowyer]

do the missing ones not have any entries in the sub-report data, perhaps?

I'm pretty sure that's not the case.

 

[gemma-the-husky]

Ok, I have worked out that the missing records are somehow caused by having a group sort on the Contact name (eg: "Bowyer, George") field in the secretaries sub-report.

maybe it is only printing the first one in the group, and not the others. What is a group sort? What sorting and grouping do you have?

 

[George-Bowyer]

Ok, I have worked out that the missing records are somehow caused by having a group sort on the Contact name (eg: "Bowyer, George") field in the secretaries sub-report.

maybe it is only printing the first one in the group, and not the others. What is a group sort? What sorting and grouping do you have?

Bad wording on my part.

At the bottom of the report, it is grouped on ClubName and then sorted on ContactName, with A on top.