Be able to produce reports to display data including displaying all the required data and labels in full

Topic 18 – Databases

Objective

Be able to produce reports that display data correctly, ensuring that all required data fields and their labels are shown in full.

1. What is a Report?

A report is a formatted output that presents data from a database in a clear, readable way. It can be printed or displayed on screen and usually includes:

• Report title
• Column headings (labels)
• Data rows
• Totals, subtotals or other calculations
• Page numbers and footers (optional)

2. Key Elements of a Complete Report

1. Title – centered, descriptive, and in a larger font.
2. Column headings – each column must have a clear label that fully describes the data it contains.
3. Data rows – every record that meets the selection criteria is displayed.
4. Labels for totals – e.g., “Total Sales”, “Average Score”.
5. Page layout – consistent margins, alignment, and spacing.

3. Steps to Produce a Report in a Database Application

1. Open the database and select the Report function.
2. Choose the table or query that contains the data you need.
3. Define the selection criteria (if any) to limit the records.
4. Drag the required fields onto the report design area.
5. Ensure each field has a corresponding label in the Column Heading section.
6. Insert calculated fields (e.g., totals) using the appropriate expression builder.
7. Adjust column widths so that all data is fully visible.
8. Preview the report and make any necessary formatting changes.
9. Save the report layout and then run/print it.

4. Example: Sales Report

The following table shows a typical layout for a sales report that displays all required data and labels in full.

Note the use of full column headings such as “Quantity Sold” rather than an abbreviation like “Qty”.

5. Calculating Totals in a Report

When a report requires a total, the database software usually provides a function such as Sum([FieldName]). For example, to calculate the grand total of sales:

\$\text{Grand Total} = \sum{i=1}^{n} (\text{Quantity Sold}i \times \text{Unit Price}_i)\$

Where n is the number of records displayed.

6. Common Mistakes and How to Avoid Them

• Missing labels: Always verify that each column has a heading; reviewers lose points for unlabeled data.
• Truncated data: Adjust column widths or wrap text so that full values are visible.
• Incorrect totals: Use the built‑in aggregate functions; manual calculations are prone to error.
• Inconsistent formatting: Keep font size, alignment, and spacing uniform throughout the report.

7. Checklist for a Complete Report

1. Report title is present and descriptive.
2. All required fields are included.
3. Each field has a full, clear label.
4. Data rows show every record that meets the criteria.
5. Totals or other calculations are correct and labelled.
6. Layout is neat, with no truncated text.
7. Page numbers (if multi‑page) are added.