Tech Tip: Removing the Grand Total

Every once and a while, you may have a data file to import that contains a grand total that you do not want to include in your IDEA database. It takes a few minutes to manually remove the grand total and proceed with the import, but if you forgot and the import has already taken 25 minutes….then what?

Is there a way to remove the grand total without having to re-import the file? Yes!

Identify which record contains the grand total (usually the last record in the IDEA database). Use the Range feature in Direct Extraction to remove the grand total by setting the range to include all of the rows except the row with the grand total.

EXAMPLE:

The last line of the database contains a grand total. To remove it:

• Select Direct on the Analysis tab in the Extract group.
• Click the Range option button. The starting and ending record numbers will populate automatically.
• Change the Ending Record to be one less than the total number of records.
• Set the File Name as desired. Notice there is nothing in Criteria.
• Click OK.

The new file created by the direct extraction will be one record less than the original file and the grand total will be gone.

If you have questions about this, or other IDEA functions, please contact IDEA Help Desk at 888.641.2800 x4 or email: [email protected]