How to create a sum on change of a detailed record without using groups

Question

Hi,
I'm working on an overtime/payroll report.  Overtime hours are calculated based on hours worked greater than 40 within the span of Sunday to Saturday.  Further, pay periods are every two weeks and do not align with the calendar week of sunday to saturday.
I've managed to figure out how to do the overtime calculation from sunday to saturday and then the totals for each of these calendar weeks. However, I'd also like to calculate the totals for the pay periods.  I cannot group on both the calendar week AND the pay period id because sometimes the calendar week starts before the pay period starts and sometimes the pay period starts before the calendar week. So, one is not a sub-group of the other.  I tried setting both up as groups but it, unfortunately, resets by hour calculations at the wrong point because when one group is still going the other is ending.
So, the report is working well with just the one group - calendar week (oh, and there is a higher level group - employee id as this calculation is done for each employee). I can include the pay period id in the detail lines and I can see when it changes. So, if I could create a formula that summed the hours by pay period id and than reset when a new pay period id begins that is what I am after. I just want the sum of hours upon each change of pay period id.  I'll attempt to show what the data looks like below:
Group 1: Employee Name (say Fred Jones)
   Group 2: Week Beginning January 8, 2012
Date  RegularHours   OvertimeHours  PayPeriodId
Jan 8        12                              0                            1
Jan 9        12                              0                            1
Jan 10      12                              0                            1
Jan 11       4                               8                            1
Jan 12       0                               12                          1
Jan 13       0                               9                            1
Jan 14       0                               6                            1
Total      40                          35                   
Group 2: Week Beginning January 15, 2012
Date  RegularHours   OvertimeHours  PayPeriodId
Jan 15      12                              0                            1
Jan 16      12                              0                            1
Jan 17      12                              0                            1
Jan 18       4                               9                            2
Jan 19       0                               10                          2
Jan 20       0                               8                            2
Jan 21       0                               7                            2
Total      40                          34                   
So, the total hours for pay period #1 should be:
RegularHours   OvertimeHours
76                                35
And, the total hours for pay period #2 should be:
RegularHours   OvertimeHours
4                                   34
I tried creating a formula: Distinctcount ({@OT Hours}, {Command.pay_periods_id}) but Crystal says I cannot summarize the formula that is in it.
I'm not a programmer but it feels like a loop of some sort (For each, unique pay period id sum the OT Hours).
Any and all help much appreciated in advance!
Mark
Edited by: mahewitt on Feb 14, 2012 4:42 AM

Answer 1

Hi Mark,
Here's something I have come up with:
1) Create this formula and place it on the details section beside the PayPeriodID field.Replace in the formula with PayPeriodId, with RegularHours and with OvertimeHours.
WhilePrintingRecords;
numbervar array reg_hrs;
numbervar array ot_hrs;
numbervar array payid;
numbervar reg;
numbervar ot;
numbervar x;
numbervar y;
if not({PayperId} in payid) then
    y := y + 1;
    redim preserve payid[y];
    payid[y] := {PayperId};
if onlastrecord then
    reg := reg + {Regular};
    ot := ot + {Overtime};
    x := x + 1;
    redim preserve reg_hrs[x];
    redim preserve ot_hrs[x];
    reg_hrs[x] := reg;
    ot_hrs[x] := ot;
else if {PayperId} = next({PayperId}) then
    reg := reg + {Regular};
    ot := ot + {Overtime};
else
    reg := reg + {Regular};
    ot := ot + {Overtime};
    x := x + 1;
    redim preserve reg_hrs[x];
    redim preserve ot_hrs[x];
    reg_hrs[x] := reg;
    ot_hrs[x] := ot;
    reg := 0;
    ot := 0;
2) Create this formula and place it on the Group Footer 1 (Employee Name group):
WhilePrintingRecords;
numbervar array payid;
numbervar array reg_hrs;
numbervar array ot_hrs;
numbervar i;
stringvar final;
for i := 1 to ubound(payid) do
    final := final + "For Pay Period # "&payid<i>&chr(13)&chr(13)&"Regular Working Hours are :"&reg_hrs<i>&chr(13)&"Overtime Hours are :"&ot_hrs<i>&chr(13)&chr(13)&chr(13)
final;
3) Right-click this field and select Format Field > Common tab > Check the 'can grow' option and increase the horizontal size of the formula field to around 3.5 to 4'
4) Create this formula to reset the variables at the Group Header 1. This will make sure it prints the Regular and Overtime hours for every employee:
whileprintingrecords;
numbervar array reg_hrs := 0;
numbervar array ot_hrs := 0;
numbervar array payid := 0;
numbervar reg := 0;
numbervar ot := 0;
numbervar x := 0;
numbervar y := 0;
numbervar i := 0;
stringvar final := "";
You may then hide the 1st and the last formula (Right-click > Format field > Common tab > Suppress)
Let me know how this goes!
-Abhilash