Transpose a table in Access using VB code - ms-access

Question

I have a table that is populated with data from a delimited text file. The data comes from another system and I cannot modify how it is generated into the text file I am importing. Once the data is imported into access, it is not in a normalized fashion. The first two columns of data are date ranges, the third is a location code, the remaining 54 columns hold specific data for each location. I need to find the top five values for each record so I can put them into a report.
I had posed this question in another thread, but was unable to find a solution. In that thread, someone recommended that I used a union query. It appeared that it was going to work perfectly, but you can only use 50 unions in access and I have to many fields.
Now I am trying to use VB code in access to transpose the table. I am working with the following code that I retrieved from this page. It is throwing an error on execution. I cannot figure out what the issue is. I know it is a syntax error or creating the object, but I have tried everything I can think of and cannot get it to work. Also, The column headers would contain string info so I was going to change the variable to a variant instead of an integer? Any help with this code, or suggestions regarding how to get what I want from the table would be appreciated.
Picture of actual table.
I am getting a error -> 'Run-time error '3265': Item not found in this collection.
Private Sub Command78_Click()
Const cstrInputTable = "Base Period OT"
Const cstrOutputTable As String = "Normalized Base Period OT"
Dim dbs As DAO.Database
Dim rstInput As DAO.Recordset
Dim rstOutput As DAO.Recordset
Dim intYear As Integer
Set dbs = CurrentDb
Set rstInput = dbs.OpenRecordset(cstrInputTable)
Set rstOutput = dbs.OpenRecordset(cstrOutputTable)
If Not rstInput.EOF Then
' For each column in the Input table, create a record in the output table
For intYear = 1990 To 2011
rstInput.MoveFirst
rstOutput.AddNew
rstOutput![Year] = intYear
' Go through every record in the Input table
Do
rstOutput(rstInput![Data Type]) = rstInput(CStr(intYear))
rstInput.MoveNext
Loop Until rstInput.EOF
rstOutput.Update
Next intYear
End If
rstInput.Close
rstOutput.Close
dbs.Close
MsgBox "Data Successfully Transformed"
DoCmd.OpenTable cstrOutputTable
End Sub

Answer 1

Still not sure I have fully understood your inputs and outputs. I'll give it a try though and you let me know if I'm even close to what you're looking for.
You can create a "Temp" table with only 3 fields just for sorting purposes. You can then loop through your source table and add Location, Column header (3 letter code) and the value of each field to the "Temp" table.
You can then sort by value DESC and select the top 5.
Public Sub GetTopFive()
On Error GoTo ErrProc
Dim rs As DAO.Recordset
Set rs = CurrentDb.OpenRecordset("SELECT Location, AMR, AXT, BRM, BMM, CSR, CTC " & _
"FROM DataSource ORDER BY Location;", dbOpenSnapshot)
If rs.EOF Then GoTo Leave
With rs
.MoveLast
.MoveFirst
End With
Dim idx As Long
For idx = 1 To rs.RecordCount
AddToTempTable rs
'Now the Temp table holds one Location, sorted by value
'Selecting the top 5 records will give you what you're looking for
'If that's the case, provide additional info on how to handle this
'as each location might have different field names.
rs.MoveNext
Next idx
Leave:
On Error Resume Next
rs.Close
Set rs = Nothing
On Error GoTo 0
Exit Sub
ErrProc:
MsgBox Err.Description, vbCritical
Resume Leave
End Sub
'Add To Temp for sorting
Private Sub AddToTempTable(rs As DAO.Recordset)
Dim fld As DAO.Field
For Each fld In rs.Fields
If fld.Name <> "Location" Then
With CurrentDb.QueryDefs("qryAddToTemp")
.Parameters("[prmLocation]").Value = rs!Location
.Parameters("[prmFileldName]").Value = fld.Name
.Parameters("[prmFieldValue]").Value = fld.Value
.Execute dbFailOnError
End With
End If
Next fld
End Sub
Import query
PARAMETERS [prmLocation] Text ( 255 ), [prmFileldName] Text ( 255 ), [prmFieldValue] IEEESingle;
INSERT INTO tbTemp ( Location, [Field Name], [Field Value] )
SELECT [prmLocation] AS Location, [prmFileldName] AS [Field Name], [prmFieldValue] AS [Field Value];
Temp Table
Update:
Public Sub GetTopFive()
On Error GoTo ErrProc
Dim rs As DAO.Recordset
Set rs = CurrentDb.OpenRecordset("SELECT Location, AMR, AXT, BRM, BMM, CSR, CTC " & _
"FROM DataSource ORDER BY Location;", dbOpenSnapshot)
If rs.EOF Then GoTo Leave
With rs
.MoveLast
.MoveFirst
End With
Dim rsTemp As DAO.Recordset, fld As DAO.Field, idx As Long
Set rsTemp = CurrentDb.OpenRecordset("tbTemp")
With rsTemp
For idx = 1 To rs.RecordCount
For Each fld In rs.Fields
If fld.Name <> "Location" Then
.AddNew
.Fields("YourCodeColumnName").Value = fld.Name
.Fields(rs!Location).Value = fld.Value
.Update
End If
Next fld
rs.MoveNext
Next idx
End With
Leave:
On Error Resume Next
rsTemp.Close
Set rsTemp = Nothing
rs.Close
Set rs = Nothing
On Error GoTo 0
Exit Sub
ErrProc:
MsgBox Err.Description, vbCritical
Resume Leave
End Sub

Answer 2

Based on what you have provided there are 6 possibilities of where you are getting error 3265, and 4 of them have the same solution, once you understand how DAO Recordset objects work and reference fields in the "Table" they represent.
The error Item not found in this collection, given the code you have presented indicates that you are referencing a field name (column name) in the recordset that does not exist. Or, that you are referencing a table name that does not exist in the database.
Since your code is dynamically determining field names, and you haven't provided the structure of the tables Base Period OT or Normalized Base Period OT, you will have to figure part of this out on your own.
Here are the 4 places where the error could be occurring for the Recordset objects and what you are looking for:
rstOutput![Year] = intYear, you are telling Access that you expect a column named "Year" to exist in your table Normalized Base Period OT and that you want to insert the current value of intYear into that column. If "Year" is not a column name in that table, this would be the problem.
3, & 4. rstOutput(rstInput![Data Type]) = rstInput(CStr(intYear)) In this single line of code, you have 3 possible locations for the error.
a. rstInput![Data Type] Does the table Base Period OT contain a column named "Data Type"? If not, this would be an error. Here you are statically providing the name of the column that you expect to exist in the input table.
b. rstOutput(rstInput![Data Type]) Assuming that rstInput![Data Type] is a valid column, the value in that column is now the name of the column you are expecting to exist in Normalized Base Period OT. If that is not true, this would be an error. Here, you are dynamically providing the name of the column that you expect to exist in the output table.
c. rstInput(CStr(intYear)) Does the table Base Period OT contain a column for the current value of intYear (i.e. does that table contain columns named 1990, 1991, 1992, etc through 2011 as defined in your loop?) If not, this would be an error. Here, again, you are dynamically providing the name of the column that you expect to exist in the input table.
5 & 6. You could also receive this error on your OpenRecordset commands if the tables, named in your two constants don't exist.
This addresses the issue with your code sample, but does not address whether your approach to transform the data for your other stated purposes is correct or not as we do not have enough additional information.