MS Access 03 Query using Yes/No Data Type - ms-access

Question

I have a table in Access..
AccessKey
AccessCardID
Distributed (yes/no)
On my form is a combo box with 10 Access Cards. I need help setting up a query where if guest A gets Access Card #1, the user will only be able to choose from Access Cards #2-#10, for guest B, c, and so on, until guest A returns Access Card #1.
so far the the query i have is
SELECT AccessCardID
FROM AccessKey
WHERE Distributed = False;
Here is my new code for After update
Private Sub AccessKeyNo_AfterUpdate()
If MsgBox("Do you want to assign Access Key" & Me.AccessKeyNo & "?", _
vbYesNo) = vbYes Then
Me.GuestAccessKeyID = Me.AccessKeyNo
Me.MyCheckBox = Not IsNull(Me.GuestAccessKeyID)
Me.AccessKeyNo.Requery
End If
End Sub
My new query
SELECT AccessKey.AccessKeyID
FROM AccessKey LEFT JOIN Guest ON AccessKey.AccessKeyID=Guest.GuestAccessKeyID
WHERE (((Guest.GuestAccessKeyID) Is Null));
And the On current for the form
Private Sub Form_Current()
Me.MyCheckBox = Not IsNull(Me.GuestAccessKeyID)
If IsNull(Me![GuestID]) Then
DoCmd.GoToControl "GuestFirstName"
End If
End Sub

Answer 1

Why don't you set Distributed to False in the above query so that you get the list of cards which have not been distributed yet.

Answer 2

If you do not like writing code, you can use a subform and set the record source to your table, AccessKey. Alternatively you can write a little code, say:
Private Sub NameOfComboHere_AfterUpdate()
Dim db As Database
Dim strSQL As String
Set db = CurrentDb
If MsgBox("Do you want to assign " & Me.NameOfComboHere & "?", _
vbYesNo) = vbYes Then
strSQL = "UPDATE AccessKey SET Distributed = True " _
& "WHERE AccessCardID = " & Me.NameOfComboHere
db.Execute strSQL, dbFailOnError
If db.RecordsAffected = 1 Then
MsgBox Me.NameOfComboHere & " has been assigned."
End If
End If
Me.NameOfComboHere.Requery
End Sub
There are a few notes. This assumes that the combobox has a bound column of AccessCardID and that AccessCardID is numeric. It also assumes that you have a reference to Microsoft DAO 3.x Object library. A subform may be the best bet.
EDIT based on Comments
Let us say you have a card id in the guest table, first, add a little code to the Current event for the form:
Me.MyCheckBox = Not IsNull(Me.GuestAccessCard)
This will set the checkbox to false if there is no card id and to true if there is an id.
You will need to change the query for the combobox to:
SELECT AccessCardID
FROM AccessKey
LEFT JOIN Guests
ON AccessKey.AccessCardID = Guest.GuestAccessCard
WHERE Guest.GuestAccessCard Is Null
Then the After Update event would run:
Private Sub NameOfComboHere_AfterUpdate()
If MsgBox("Do you want to assign " & Me.NameOfComboHere & "?", _
vbYesNo) = vbYes Then
Me.GuestAccessCard = Me.NameOfComboHere
Me.MyCheckBox = Not IsNull(Me.GuestAccessCard)
''The data will have to be saved for the
''combo to update with the new data
If Me.Dirty Then Me.Dirty = False
Me.NameOfComboHere.Requery
End If
End Sub
And do not forget to set the GuestAccessCard to Null when the checkbox is unticked and requery the combo.

Answer 3

I may be completely misunderstanding the situation here, but it seems to me that you don't want to have a Boolean field in the table with your cards to indicate if it's checked out -- all you need is a field in your Guests table where you enter the card number. Then you can tell which cards are available with a left join against the card numbers that are in use:
SELECT Cards.CardNumber
FROM Cards LEFT JOIN Guests ON Cards.CardNumber = Guests.CardNumber
WHERE Guests.CardNumber Is Null
This would mean that there's only ever one place where the information is stored (in the Guests table). You could also put a unique index on the CardNumber field in the Guests table (allow Nulls) so you could never assign the same card to two guests.
This may be the way you are doing things, or the way Remou has suggested, but I got too confused by all the convoluted back and forth!