In MS Access I have a table containing a Long Integer field (TranService). This links to the ID column of another table (tServices). I have TranService defined as a lookup, so that it shows the description of the service, which works fine. However there are many records for which there isn't a related service, and in these cases TranService contains zero - and for these records the TranService column shows a "0". I would like such records to show blank in the TranService column, but I haven't managed to find a way of doing it.
Can you help, please?
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I haven't been able to make a DLookUp function work in an Access report. I can't figure out what I'm doing wrong.
The report is getting its dataset from a query called Aggregate Query. This query builds a dataset from 20 related tables using CustomerID as the primary key in one table and as a foreign key in the other 19. CustomerID is specified by an open Form with the desired customer's record displayed, including the CustomerID field.
This means Aggregate Query has several rows for one specific CustomerID. One field, Needs Notes, will have the same content on every row. What I'm having trouble with is getting only one of these rows displayed in the subreport, and subsequently on the parent report.
If there are six rows, say, in Aggregate Query, then the same Needs Notes field is repeated six times. I want it to appear only once in the subreport.
I couldn't choose only the first row from Aggregate Query. If this can be done that'd be great. I don't know.
So I created another query, Need-notes Only Query, which always gives me only one row every time. So far so good. Now I want the contents of the Needs Notes field to appear all by itself in the subreport. To do this I selected the text box and entered the following into the Control Source parameter:
=DLookUp("[Needs-notes Only Query]![Needs Notes]","Needs-notes Only Query")
No dice. I get six rows saying #Error.
Is there a way I can get just one row of the Needs Notes field into my report?
Split field and table names:
=DLookUp("[Needs Notes]","[Needs-notes Only Query]")
I have encounter an odd problem with a specific field which has the Field Name: Billing and is Datatype: Short Text. When I try to sort alphabetically the result on the Report is actually based on a corresponding field that is datatype Autonumber and also serves as the tables primary key.
All other fields in the report sort just fine.
I would like to think I have tried the usual corrections, but may have missed one and I am hoping someone can point this out if that is the case.
Generally I would go into design view of the report, select the field on the Report, click the 'Group & Sort' button on the ribbon and make my selection for how I want to sort from there.
How I know that it is the Autonumber field that is being sorted is that when I switch from A-Z to Z-A, the top result when Z-A is in fact the final entry in the table and concurrently the highest number in the Autonumber and primary key field.
I cannot see how these two fields are linked or why the Billing field is sorting based on the Autonumber field. I have removed the primary key and still encountered the same problem.
A final note that may help point me in the right direction. When I go to the table that holds the field in question I've noticed on Datasheet View there is no option to sort this field. All other fields have the option to sort by clicking the black triangle, but this field does not have this option. I believe the sorting does take place on the Report, but I found it odd that all the other fields could be sorted in Datasheet View, but not this field. Any help is greatly appreciated. Thanks
UPDATE
So a (hopefully) short update to this situation. The solution I undertook was as follows.
Exported the table with the sorting problem to excel. From there undertook the process of duplicating the table with no data in it and then ran an append query to put the data back into the table.
This worked! … kind of.
I had suspected since I began trying to fix this issue that the sort was being affected by the primary key number. I feel this has been confirmed, but it has created a new issue.
What has occurred now is that a relationship query no longer functions because the fields are no longer the same type. One field is an autonumber primary key while the other field is short text. I can only conclude that the field prior to the excel export/import was data type number, even though the data within the field was all text and no numbers. But, it was necessary to have this field as a number so that the relationship to the autonumber field in the other table would function.
Overall it is a small victory in that the report that I first noticed the error on, the error being it would not sort in proper alphabetical order, is now sorting properly. This is an important report that is used often so I needed to get it working properly to move things forward. Unfortunately I have now entirely lost the use of a different report because of a ‘Type mismatch in expression’ which I am concluding is the autonumber to short text relationship.
So I am going to post a new question about relationships and datatypes to see if there is someone that can assist in getting this fully functioning again. I hope this helps others who have encountered this problem.
I am trying to create a report putting a field called contact which has the name of a person. This name is linked directly to another table where I keep all the contacts.
For some strange reason, when I include this name (which in query view displays as the name of the contact), instead of the name appearing, the unique ID number is shown on my report.
As mentioned in the article cited in the above comment, you can use a Combo Box control on your report to do the lookup for you. To see how this can be done, create a new report based on the table containing the lookup field, then drag and drop that field onto the report. That will create a Combo Box control with properties that look something like this:
Row Source: SELECT [Clients].[ID], [Clients].[LastName] FROM Clients;
Bound Column: 1
Column Count: 2
Column Widths: 0";1"
You could use a similar Combo Box control on your actual report to display the client's name rather than their numeric ID value.
Another alternative would be to change the Control Source of the report's Text Box control to have it do a DLookUp() on the table. If the lookup field is named [client] then changing the Control Source of the Text Box to something like
=DLookUp("LastName","Clients","ID=" & [client])
would also work.
I wanted to add to the great answer by Gord:
When using a "web" database (started in Access 2007 I think), you cannot change a report's fields to ComboBox style, nor can you use DLookUp(). (web databases lack a ton of features)
The workaround for this, if you want to create a Web-Report that uses lookup fields, is to create a Web-Query first based on your Web-Table (all the Web-* stuff has a www planet icon over the logo, if you create a new Web-DB in Access 2007+ you'll see what I mean)
So, instead of Table -> Report, you'll have to do W-Table -> W-Query -> W-Report.
Then, the only thing you need to customize to get the data right is the W-Query. Start by trying to reproduce the look in the query to match what you want users to see in the report. Note that here in the query, lookups will work fine (instead of the unique ID's, you get field names like you want). However, this will not carry over to the report. To do that, you gotta get the actual text field name you want into the query:
You should already have one table in your query; start by adding the table that your first lookup field points to. For example, the table I want to print is called Stock_Boards, and it has a lookup field called PCBID_lookup that points to the table Stock_PCBs.
Since you're using lookup fields, there should already be a relationship line between the two tables when you add the second one. If there isn't, something has gone horribly wrong.
Now, see how that line connects two fields on the two different tables? For example, I've got my PCBID_lookup field on my Stock_Boards table, which connects to the ID field on my Stock_PCBs table. If I created a report from this now, PCBID_lookup would be a number, a number that correlates to the ID of a record on Stock_PCBs.
To fix it, I will add the name field I want to show up on the report. In my example, that happens to be a Part Number, rather than the ID. I add the PartNumber field from my Stock_PCBs table to the query, and remove the PCBID_lookup field of the Stock_Boards table from my query.
Since PartNumber is what I want to show up on my report, it effectively replaces the original field (PCBID_lookup)
Repeat for all lookup fields you want in your report.
I had 1 more: I removed the Status field of the Stock_Boards table (which was an ID/Lookup) and added the 'Status' field from the Status table (which was the actual text name)
When finished, your query should look exactly how you want the data to appear, without any special tricks or asking Access to do something unnatural. Save your query, and create a web-report from it. Done!
I'm brand new to Access 2010, well to Access in general. I have a query that returns 10 columns (the query is called pending_review, the source is a table called escalations) in the results, some of those fields are blank since they have to be reviewed. One of the resulting columns is the primary key.
So this is my problem: I need a to create a form where I can type the primary key and the fields on the form will populate with the info from that row so I can fill the blank spaces with information that I now have and then update the table.Once the table is updated, that row should no longer show on the query results.
What I have done is that I created the form, but I don't know how to do the part of typing the primary key and everything gets populated. A solution would be to make a combo box that shows me the primary keys of the rows in the query results, so that every time i edit something in one of those fields for the query to be run again and reduce the number of options in the combo box.
Question is, how do i do that? or is there an easier and better way to do it?
Thanks in advance!!
Can you not just create a new form using the pending_review query as a data source? Access makes it very easy--you can just use the form wizard. This gives you a form in which you can edit one row at a time. Presumably the pending_review query has a filter condition that checks for certain fields being blank (null) or not. If you finish editing a result row in the form, and refresh the form, the row should then disappear from the form because it will no longer be returned by the pending_review source query.
Even if you need to do something more complex, this should at least be a good start.
I am reworking and expanding a somewhat complex database schema that has a small number of tables and queries but they are closely related. The only problem I had with it was that in one of the tables the 2 fields that were relating to another table were using the field name of the record and not the ID of the record.
I changed the referring fields data type from text to number and entered some data. The queries and the reports work fine with 1 exception:
There is one report that uses both referring fields. One of the fields is ok but the other one shows symbols instead of numbers. ( The IDs in my sample entries were 14 and 20 and the symbols shown were a double barred music note /alt code 14/ and the symbol for an end of a paragraph /alt code 20/ ) Investigating further I have found that if I make a query that contains the query source for the report both fields display fine, but if I add another table to that query the second field once again shows symbols instead of numbers.
I have found a workaround of this by converting those fields back to text and the id fields in the other tables to text as well. This text key will probably haunt me later on, so I'd like to make it right before it is too late.
This is all access 2010 btw. The source file was already in 2010 (couldn't open in 2007 even)
Sounds like a corruption issue for sure. I would try adding a new column and run an update query to populate it with the values from the old column (maybe use cint(indexfield)), then delete the old column.
It might also be a good idea to decompile the database. This often helps resolve corruption issues.