First of all, I am a total NOOB! I am trying to make an Access DB for handling orders through an entire process. As such, I have created tables based on each of the individual processes. The order data, which holds only the basic information is in tblCurrentOrders. Each of the other processes is linked to tblCurrentOrders by the OrderNumber field. The first step of the process is due date information is entered in the tblPlanner table. Obviously, until data is entered in tblPlanner, no OrderNumber exists (this will hold true for the other tables, too, if I ever get that far).
I want to create a form based tblCurrentOrders that shows only the records without corresponding entries in tblPlanner (new orders) and then I want to be able to enter the tblPlanner info in a subform. I have tried making a form based on tblCurrentOrders with a subform based on tblPlanner, but I can't figure out how to only display new orders. I also tried basing the form on a query that only showed new orders, but I don't know how to make the subform based on tblPlanner to work.
Please Help!!
Well, the easiest way to link the tables would be to create your OrderNumber in the tblPlanner when you start a new order. Then add a flag and timestamp as to whether it's "released" yet.
EDIT
Since you provide a little bit more detail, I'll edit my response to more closely align for your desired approach.
Creating a "New Order" is a multi-step process. So it's usually best to create a Command Button on a form that calls VBA code. This will allow you to control each step and make sure it's correct.
Step A: First you want to:
1) Create a Control Form (if you haven't already) that allows you to put Command Buttons which will launch different VBA code or open different display Forms.
2) On the Control Form, create a List Box that allows you to select an existing OrderNumber.
3) On the Control Form, create a Command Button to open an Order Form which uses the selected List Box OrderNumber. When that Order Form opens, it will populate with the tblCurrentOrders data for that OrderNumber and also populate the subform with tblPlanner data. (As long as you have them linked properly.)
4) On the Control Form, create a Command Button to open the Order Form with a set of records which are "New Orders" only. See the more detailed process below in Step C.
5) On the Control Form, create a Command Button to Launch VBA code that will create a "New Order". This is a multi step process detailed below in Step B.
6) Create any other buttons or controls that allow you to monitor or advance your "Order" along the way to completion. (This is a ton of work to get all the pieces in place.)
Step B: When you press the Command Button to create a "New Order" you want to create VBA code that will:
1) Create a new record in the tblCurrentOrders table.
2) Create a Unique OrderNumber on the new Record. It's usually best if you control the generation of this number and don't just let it be a system generated sequence number. But whatever you desire is ok as long as it's Unique.
3) Set your ReleasedFlag to false on the new tblCurrentOrders record.
4) Make sure your ReleasedTimeStamp is null. (Or whatever value you want it to be.)
5) You may want a CreatedTimeStamp which you can populate with a date of Now().
6) Populate any other "Initalization" fields that need to be filled. (Like Backorder status, Return flags, Shorted Flags, etc. etc. etc.)
7) Create a new record in the tblPlanner table.
8) Copy the Unique OrderNumber that you created for the tblCurrentOrders record into the OrderNumber field on the new tblPlanner record. This creates a link for you to use with your subqueries and subforms.
9) Now you can open the Order Form with this new OrderNumber.
Step C: When you press the Command Button to open a set of records which are "New Orders" only:
The Command Button needs to launch a query to find "...tblCurrentOrders that shows only the records without corresponding entries in tblPlanner (new orders)":
You just need to select tblCurrentOrders that have a ReleasedFlag set to false.
`SELECT * FROM tblCurrentOrders WHERE ReleasedFlag = false`
So when you say: "...and then I want to be able to enter the tblPlanner info in a subform"... you can create a subform linking to tblPlanner based on the tblCurrentOrders OrderNumber field.
This is all reliant on you observing that when you say "...records without corresponding entries in tblPlanner..." That you really mean: records without released entries in tblPlanner. And that means: in order for a record to exist in tblCurrentOrders, it has to have a corresponding blank (or starter) record created in tblPlanner. Thus now you can display blank tblPlanner records that are linked to unreleased tblCurrentOrders records.
Then once your data entry people are done monkeying around with the New Order, they can "Release" the order (usually by clicking on a Release Command Button). At that point, you can set your ReleasedTimeStamp to Now() and set your ReleasedFlag to True in the tblCurrentOrders. It's officially no longer a "new order" and is now a live order in your system.
You are at the tip of the iceberg for creating a home grown order entry system. The complexities for building a good one are immense. Best of luck figuring it all out. Just remember to use time stamps and ID fields so you can go back and un-do what may have been done by accident.
Hope this all helps. :)
Related
I have a form that uses a query to open and display a specific customer info based on a customer ID that is manually entered by the user.
The form populates with the customer info from a table where the customer ID can only occur one time. A sub form opens below the customer info with a list of items owned by that customer from another table where the customer ID can occur many times but the items owned is limited by a unique Serial Number.
I have this form set to No Edits so someone does not hose up the original data.
I would like for the user to select a particular Owned Item / Serial Number, and have that SN copied and used to automatically populate another query to open a new work request on that SN.
I don't know if this is possible or not but if so some help with the code or macro would be most helpful.
I understand that using Ctrl C and Ctrl V are the simple answer but the people using this don't want the extra effort and in some cases it is beyond them to even that right.
Create a buttom in the subform and write there a code to start a new record with the same serial as the current record in the subform
I have a table [inventory] with inventory items, and a bunch of columns with different information for those. Mainly, part#, description, price. I am trying to create both a purchase order form [POForm] and, and a inventory transactions form [TransactionsForm], but that one thing I've been stuck on is getting a combo box look up I use to select the part# from [inventory], to also fill my fields for description, and price for that item in my form. I need the fields that are filled to be able to have formula's run off of them, and the information to be saved into the table for that form [TransactionsTable], [POTable].
I've tried making my part# combo box include the fields for the description and price, and using =[part#].[column](x) in the other fields as a lookup, and it looks right visually, but that is apparently just a visual of that data, but technically the field is still blank, because those other fields remain empty in the table for that form, and I am not able to run a formula off the price.
As per my understanding and please correct me if I am wrong. you have a form that shows your inventory data Part# Description & price. This form has a combo box that allows you to select a particular part # to view its related record data description and price.
Now you want to click a command button after selecting a particular part # to update your transaction form and POtable.
1.you have to create a query,
2.insert the inventory table in it
3.select append from the query type in the ms access ribbon
4.a window will appear, choose the transaction table as the destination table to append to.
5.double click on the fields that you want to retrieve its data from the inventory table
6.then in the table below in the query itself in the "append to" row you will find drop-down menu including all the fields from the transaction table. choose the corresponding fields. note if the fields have the same name in both tables access will do it automatically.
7.in the criteria row type the following [Forms]![Inventory Form Name]![the name of the field in the form]. do that for each field in the happen query.
8.save the query and name it
9.go-to design view in your inventory form and create a command button, in the click on event creat macro of the following: openquery-->type the append query name
10.save and close macro builder
11.open your form, select part#, click on the button
12.access will ask you to confirm appending process. click ok/yes
13.check your transaction table to confirm that the append process was successfully performed
14.Tip if you do not want the confirmation msg of append to appear, in the click on event go to the macro builder and choose in the ribbon show all actions then in the first line of the macro builder insert setwarnings - NO
the same is to be applied for the POtable.
Anyways, I hope you find this clear and helpful but I have only one concern you do not have to append part description and price in transaction and PO tables as you already have this data in your database in the inventory table. Generally speaking no need to include the same information in multiple tables otherwise you are not benefitting from the idea of a relational database.
I hope I addressed your inquiry.
I have to create a user-friendly form that allows employees to add details regarding a new shop branch to a data table, also in Access. Using only Microsoft Access, a user has to fill up a form with the relevant details so that a new entry will be appended to a data table.
E.g. A new shop branch will have the fields ShopID, ShopName, and PersonInCharge. Upon filling up a form with these 3 details, a user will click a button "Submit". Doing so will create a new entry in a data table.
I have tried linking the button to run a query that updates the data table but no new entries are created. I have also tried using the "Append" function as part of Query Design, but running it would append "0" rows.
Unfortunately I can't take any screenshots since I'm doing this in a company as part of my internship. This is my first time using Microsoft Access. Would appreciate the help!
In my understanding, you just want to make a simple form that simply add a record into your table right?
why don't you create a desired table first then create wizard form on it. It will automatically generate a form as needed then you can add a button using wizard choose categories -> record operations -> add new record.
Hope it helps!
I have an access database that holds medical information. It holds quite a bit of information so i have grouped like fields together into individual tables and linked them using a common primary key. I have created a tab style form with subforms on each tab.
Some of these subforms contain fields from only one table, however there are a few subforms where i have included fields from more than one table.
For example, i have a table that holds blood transfusion data and a table that holds patient characteristics. Some Fields from the blood transfusion table and patient characteristics table are in the same subform, but I also have fields from both these tables in other subforms.
When i try to insert data into the sub-forms with fields from multiple tables i get the following errors..
update or cancelupdate without addnew or edit
and
The changes you requested to the table were not successful because
they would create duplicate values in the index, primary key or
relationship. Change the data in the field or fields that contain
duplicate data, remove the index, or redefine the index to permit
duplicate entries and try again.
From researching the problem i gather this is because access is trying to create a new record for both tables, but if a record has already been created with that primary key (from inserting data into a previous subform) it won't edit the existing record.
Does anyone know how to get access to edit the existing record in this instance instead of trying to add a new record? I have basic skills in VBA but this is a bit past my level of experience.
Any suggestions would be greatly appreciated.
I used have a whole long response about split forms instead but I was having a horrible time getting it to work. So here is my new and improved answer for using subforms.
Here is a link with sub form info if you want to brush up for your purposes https://support.office.com/en-us/article/Create-a-form-that-contains-a-subform-a-one-to-many-form-ddf3822f-8aba-49cb-831a-1e74d6f5f06b
Step 1
Make sure your main form is bound to the right table.
For my purposes I used a single combo box on my main form to search with. Make sure all the field parameters on your combo box are correct. This includes making sure the Row Source is correct and that you DO NOT have a control source entered.
Step 2
Don't press enter after making a selection in the combo box. To prevent people from hitting enter I created a dummy button at the bottom that says "Save and Refresh" but all it does it create a message window that pops up with "Save Successful". I find hitting enter creates the first error you keep getting. I'm not sure how to address this in a more sophisticated way yet.
Anything else that comes up I will add later.
Hoping someone can assist here, I'm fairly new to SQL but yet the most experienced person in the office so this job has fallen to me.
I'm trying to build a form that will insert customer orders into production scheduling. The form allows users to select a machine from the machine list table, however what I need it to do after that is find the last job number for that specific machine and show the next sequential number in a text box; and that's where I'm stuck. The goal is that when the production user is adding an order to the database, by selecting their machine the next available job number is automatically populated. The information entered will be saved to a master scheduling table.
I've got a query built that pulls the entire list of machine and job combinations, as my goal was to build a macro that could search from that list, but so far I haven't gained any traction. Any help/advice would be appreciated!
Welcome to SO.
My suggestion would be to create a table to hold the sequence numbers. For the sake of this example, let's call it ProdSeq, which means Production Sequences. As part of this table definition, I would use Data Macros (Access 2010 and up) in order to assign the sequences as records are added. I would use a Unique index in order to ensure no duplicates are created.
Table: ProdSeq (Field Definitions)
MachineID (Number - Long) - References Machine ID in Machines Table
ProdSeq (Number - Long) - Incremented for each machine
OrderID (Number - Long) - References Order ID in Orders Table
Indexes
Under the Design ribbon tab when designing the ProdSeq table, click the Indexes button.
Create an Index called UniqueKey
Row 1: Index Name = UniqueKey, Field Name = MachineID
Row 2: Index Name = Leave Blank, Field Name = ProdSequence
Click on Row 1, Column 1 and set the following Index Properties:
Primary = Yes
Unique = Yes
Ignore Nulls = No
Data Macros
Under the Design ribbon tab when designing the ProdSeq table, click the Create Data Macros button, and then the Before Change button. Enter the following data macro: (Pastebin link)
Create the Before Change data macro and set it as follows:
If [IsInsert] Then
SetLocalVar
Name LatestProdSequence
Expression = 0
Look Up A Record In ProdSeq
Where Condition =[ProdSeqLookup].[MachineID]=[ProdSeq].[MachineID] And
[ProdSeqLookup].[LatestSeq] = True
Alias ProdSeqLookup
SetLocalVar
Name LatestProdSequence
Expression =[ProdSeqLookup].[ProdSequence]
SetField
Name ProdSeq.ProdSequence
Value = [LatestProdSequence]+1
SetField
Name ProdSeq.LatestSeq
Value = True
End If
Pay special attention to the fact that only one SetLocalVar is within the LookUpRecord clause. Use the collapse / expand (-/+) button on LookUpRecord to make sure.
Create the After Insert data macro and set it as follows: (Pastebin Link)
For Each Record In ProdSeq
Where Condition = [ProdSeqFlagFix].[MachineID]=[ProdSeq].[MachineID] And
[ProdSeqFlagFix].[LatestSeq]=True And
[ProdSeqFlagFix].[ProdSequence]<>[ProdSeq].[ProdSequence]
EditRecord
SetField
Name ProdSeqFlagFix.LatestSeq
Value = False
End EditRecord
Test it Out
You can create this in a blank database in order to see what I am talking about. You should be able to adapt it to your specific situation.
Form
On your form, when the user selects a machine and order, you can use VBA in order to check for an existing record in ProdSeq, and fetch the ID. If no record exists, then you can create one, and then return the ProdSeq ID to the form.
Note: Depending on your design, you may also need to create a Data Macro on the Schedules table. Suppose someone creates a schedule with a specific machine and order and reserves a production slot. Now assume they change the Order ID .. we have a production slot reserved in error. So if this applies, you'll also need an AfterUpdate data macro on the Scheduling table that checks to see if [old].OrderID <> [Schedule].OrderID - and if they do differ, to remove the Production slot from the schedule table and the Prod Sequence table.
As I understand, you need to add suggested value for job number when you add new record to the table. If so, you can use, for instance DMax function. Here is example of VBA code for this, it can be called when you add new record:
Me.MyTextBox = DMax("JobField", "JobsTable") + 1
I supposed that JobField, which contains job numbers has Number data type.
Also you can use this function inside any query as a calculated field.