Question

I am trying to develop an access based database for a small company. I have made few tables, some of them are the “2011/2012 Total Production in $” and “”2011/2012 Total Production in CY.”
All four tables have a column “Actual Production”

Now, using query tool, i have to achieve two objectives.

1. get the maximum and minimum production of each month in a year
2. display the date of when the Actual Production was maximum/minimum in the month

I have accomplished first task which was simple; Make a query, get relevant fields, Summary Max & Min and finally distrubute in month wise. I.e Jan Max 5000, Min 2000…Feb Max 6000 Min 1000

Now what i desire is to display the date of max or min production for the month. So if April had MAX 181,218.00 in its month, I want it to display the date when it occurred (i,e April 10th 2012)

I am a beginner with Access, so please be as simple as possible.

Sample data gleaned from comment:

Month         Sum of Prod   Min Prod in $ Max Prod in $
------------- ------------- ------------- -------------
January 2011  $1,184,096.98    $20,486.40   $171,470.40
February 2011 $1,558,072.20    $44,962.20   $116,359.20
March 2011    $1,744,442.19    $19,200.00   $141,065.10
April 2011    $1,698,608.63    $27,500.70   $181,218.00
May 2011      $1,826,915.38    $37,996.00   $130,066.00
June 2011     $2,317,890.71    $42,645.00   $144,323.30

The above data were few of the fields gnerated by Query.

What I am looking for is

Month         Date of Min Prod Min Prod in $ Date of Max Prod  Max Prod in $
------------- ------------- ------------- -------------     -------------
January 2011     Jan 15        $20,486.40     Jan 10         $171,470.40
February 2011    Feb 20        $44,962.20     Feb 27         $116,359.20
March 2011      March 10       $19,200.00     March 1        $141,065.10

and so forth.

Is it possible to use a query to generate this result?

thanks!

Relation to the comment.

Relevant fields in one of the tables are.

Date of Activity Actual Production  
-------------   ------------- -------
1/3/2012              $20,486.40    
1/4/2012              $44,962.20    
1/5/2012              $19,200.00    

Answer 1

I got lost in the details of your question. So I’ll show you sample data and queries to get something like what I hope you want from that data.

Here is the contents of tblAbbas.

activity_date actual_production
1/3/2012             $20,486.40
1/4/2012             $44,962.20
1/5/2012             $19,200.00
2/1/2012                  $3.00
2/2/2012                  $2.00
2/3/2012                  $1.00

Here is the SQL for a query named qryMonthStart. The purpose of this query is to determine the first day of the month which includes the activity_date.

SELECT
    DateSerial(Year(activity_date),Month(activity_date),1)
        AS month_start,
    activity_date,
    actual_production
FROM tblAbbas;

The query below uses qryMonthStart as its data source and gives me this result set.

month_year    SumOf_production min_prod_date MinOf_production max_prod_date MaxOf_production
January 2012        $84,648.60      1/5/2012       $19,200.00      1/4/2012       $44,962.20
February 2012            $6.00      2/3/2012            $1.00      2/1/2012            $3.00

And the query SQL …

SELECT
    Format(grpby.month_start,"mmmm yyyy") AS month_year,
    grpby.SumOf_production,
    qmin.activity_date AS min_prod_date,
    grpby.MinOf_production,
    qmax.activity_date AS max_prod_date,
    grpby.MaxOf_production
FROM
    (
    (
        SELECT
            month_start,
            Sum(actual_production) AS SumOf_production,
            Min(actual_production) AS MinOf_production,
            Max(actual_production) AS MaxOf_production
        FROM qryMonthStart
        GROUP BY month_start
    ) AS grpby
    INNER JOIN qryMonthStart AS qmin
    ON
            (grpby.MinOf_production = qmin.actual_production)
        AND (grpby.month_start = qmin.month_start)
    )
    INNER JOIN qryMonthStart AS qmax
    ON
            (grpby.MaxOf_production = qmax.actual_production)
        AND (grpby.month_start = qmax.month_start)
ORDER BY grpby.month_start;

Beware that query will fail (“data type mismatch in criteria expression”) if you have Null for activity_date. The simplest way to prevent that is to clean out the Nulls then prohibit them in the activity_date column (set the Required property to Yes in table design view). If you decide you must allow Nulls in activity_date, you’ve got more work ahead.

Also note that query will give you multiple rows for the same month_year if the actual_production values in more than one of the daily records for that month matches the monthly minimum (MinOf_production). And the same situation will apply for the monthly maximum (MaxOf_production).