Global field for calculation in a form

[TaiChi56]

OK, I figured out how to make a calculation. My big problem now is to have a global field, which would be "beginning balance" and "ending balance". I have 5 employees that share the budget. The budget starts at $1280.00. One employee may buy somthing one day and then another day while another employee may also buy something. I want to be able to put in the amount the employee spent and have it deduct from the balance. But then when I go to another employee and subtract what they spend I want that to subtract from the balance. I want the balance to be visible at all times no matter what employee I am on. Hope this makes sense. I have an attached file that shows how I did it for one employee. Cannot figure how to be able to do it for each employee and just the balance changes. Also I built a subform to be able to show different dates. But the problem again is having it subtract from one global balance. Thank you.

 

[Pat Hartman]

The standard approach is to sum transactions to get the current balance rather than keeping a balance field somewhere and always updating it.

 

[TaiChi56]

How to sum with multiple files

The standard approach is to sum transactions to get the current balance rather than keeping a balance field somewhere and always updating it.

Ok that makes sense. But how do I do that when there are five records for this balance and different people use it? I just cannot seem to figure that out right now. Do I use VBA, which I am real new at? Or what? Thank you.

 

[Pat Hartman]

How interactive does this need to be? Is everyone working in the same form, adding data all day? If not, the simple approach will work. Add a footer to the subform that contains a control that sums the transactions. It will show the actual balance every time you open the form or move to a new record.

The controlSource would be something like:
=Sum(YourAmount)