Numbering Records In Query

Aug 11, 2005

Hello, I have a question. I don't really know much about access, but I am really comforatable with SQL (DB2 and MySQL Programmer). Anyways, I was wondering if there is any way to do the following in SQL.

I have a Students Table that holds the names of students, an applications table that holds different applications, and an offers table that holds offers for the different applications.

The relationships for the tables are :
One Student Has Many Applications, One Application has Many Offers

IE: One Application can have up to three offers attached to it. I have the following query running to get all of the offers for all students in a specified term:

SELECT DISTINCT Offers.tblStudentProgCodeFK, Names.StudentID, Names.FName, Names.LName, (Offers.Code), tblPrograms.ProgName, Names.[Country Of Birth], Offers.[OCAS Number]
FROM qryApplications_Offers AS Offers, [Names], tblPrograms, (SELECT DISTINCT StartingDate, EndingDate FROM StartDates WHERE Term LIKE "*"+[Forms]![frmSelector]![Term]+"*") AS B
WHERE (Names.StudentID = Offers.StudentID AND (tblPrograms.ProgCode = Offers.Code OR Offers.Code=0) )
(Offers.StartDate BETWEEN B.StartingDate AND B.EndingDate);

What I was wondering is if there is any way to add a field in the output that would number the selections. Right now it returns a table like:

tblFK StdID Code
34440 20394 0112
34440 20394 0123
34440 20394 0234
34234 25847 0100
47364 34857 0111
47364 34857 0311

I would like to do something like this:

tblFK StdID Code Choice
34440 20394 0112 0
34440 20394 0123 1
34440 20394 0234 2
34234 25847 0100 0
47364 34857 0111 0
47364 34857 0311 1

Where the choice column would count the choice for that student. Is this even possible? There is no choice number in the Applications or Offers table so I would need to do this in the query....

Any help would be appreciated

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Jan 27, 2006

I need to add a column to a sorted query which effectively numbers from 1 to N. It is intended as a ranking field for later statistical analysis.

I can do this manually by saving the query as a table, then introducing a new autonumber field.

However, I need to do this automatically, as this is just one query out of many in a large and complex setup. Is it possible to add an autonumber field to a query?

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Jun 2, 2013

I have a database with numerous nutrient lab values per food item and zero to 20 tests per food item; some 600 food items

I want to select the last 5 tests per food item which should be no problem using the "TOP " type statement.

After I have the "TOP 5" record I would like to create another field to number each record automatically with in the query so I can run a cross tab query to display these records 1 thru 5.

Is that possible?

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Numbering Records

May 11, 2005

Hi I obviously have a table with records in it sorted in assending order. What I need is to know how to make it add into one of the table fields the number it is in the table. IE

Name Time Position Number
Mr Jones - 12:30 - 1
Mr Evans - 12:45 - 2

So if i added 12:35 it would change mr evans position number to 3 and make the new record position number 2.

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Numbering The Subform's Records

Mar 23, 2006

Dear All,

Maybe my question is not too difficult.

I have a form-subform structure and my aim is to number certain records of the subform. These records would contain value: 1,2,...
And when changing the record on the main form, the subform's record should have the values 1,2,... again.
(These values are shown on the bottom of the subform, where we can step the subform's record.)

If I use an autonumber field, the numbering goes continously.

Please help me!

Thanks you in advance.


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Jul 4, 2013

I have a table with two fields like this:

F1 F2
110 1
110 1
111 1
111 1
111 1
112 1
112 1

I need to change the number in F2 like this

F1 F2
110 1
110 2
111 1
111 2
111 3
112 1
112 2

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Oct 16, 2013

I would like to know how to code a report to add row numbering automatically?

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Feb 8, 2013

I have a table with 3500 records with following fields : Id_number, Num , Name , Address,.

This table used for store customer data .

My job is print 10 record randomly by customer arrival . I made this by use num field and put number manually, example I put 1 ,2 , 3 .... Till 10 , so for print i made criteria , I put 1 and 10 . Problem is because more and more customer is coming , I got confuse to put number manually . are there any way to get it automatic ?

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Oct 15, 2012

If I want to arrange records sequentially in a report I would do the following:

From the Toolbox (Access 1 - 2003) or the Controls group of the Design ribbon (Access 2007 and later), add a text box for displaying the number.

Select the text box, and in the Properties Window, set these properties:

Control Source =1 Running Sum Over Group...

How can I sequentially arrange records on a continuous form?

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May 21, 2013

I've received a database that is a digitized population register from the 19th century. All adults have been entered into the database, but all children are missing.

Every person has a unique number that corresponds with the original source (this variable is called 'no', this is not the autonumber primary key thing). Instead of searching in the original source which numbers are still missing, I would like to add the missing numbers (with no additional information, because I still need to type that in).

For example, the table now looks like this:

no - name_last - name_first - occupation etc

1 Smith Henry baker
2 Smith Mary
5 Williams John butcher
6 and so on

So 3 and 4 are missing.

How can I add these missing numbers automatically?

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May 5, 2006

I want to distribute certain materials (found in a query) to several warehouse locations in a sequential order.

So the first found material needs to be put in warehouse location 001,
the second found material needs to be put in warehouse location 002,

How can I number the lines in a query?

I donít want to run a create-table-query with an auto number field because the warehouse locations are limited and every time the query runs the numbering has to start at 001.

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Numbering In An Query

Aug 30, 2004

I would like to create an expression that would number each item in sequential order in a query .
I cannot use autonumber on the table because I am pulling it from SQL and do not have clearance to change the actual tables.
I have been searching through this forum for the last 2 hours and have not come across anything similar to this, so I hope I'm not covering a topic that has already been covered.

Any help will be greatly appreciated.


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Sequential Numbering Of Query

Nov 19, 2005

I need to generate line numbers for an access query. This query is run via VB code. After it runs, a Dlookup is performed to search for the line number of a particular order detail id. When it finds it, it puts the line number along with other unique order detail information into a text file to be used by a computerized saw that cuts the parts out. Here's a sample query:

DetailID SortID Frmlgnth Stilelgnth OrderID SeqNo

The query is supposed to be sorted with SortID Descending, Frmlgth Ascending, Stilelgth Ascending - in that order. The sort is working fine. However, the Sequential numbering is not. The OrderdetailID has NO bearing on the sort order. Here is my SQL code:

SELECT OrderDetails.OrderDetailID, ProductTypes.ProductTypeSortOrder, OrderDetails.FrameStileLengthActual, OrderDetails.FrameRailLengthActual, OrderDetails.OrderID, (SELECT count(*) FROM OrderDetails As x WHERE x.orderdetailid <= OrderDetails.orderdetailid AND x.orderid = orderdetails.orderid) AS SeqNo
FROM OrderDetails INNER JOIN ProductTypes ON OrderDetails.ProductType = ProductTypes.ProductType
GROUP BY OrderDetails.OrderDetailID, ProductTypes.ProductTypeSortOrder, OrderDetails.FrameStileLengthActual, OrderDetails.FrameRailLengthActual, OrderDetails.OrderID
HAVING (((OrderDetails.OrderID)=[forms]![orders]![orderid]))
ORDER BY ProductTypes.ProductTypeSortOrder, OrderDetails.FrameStileLengthActual DESC , OrderDetails.FrameRailLengthActual DESC;

Does anyone have any suggestions? I'm not too good with SQL, but I can figure it out (I think!). I've searched all the formus, but all the reference I can find regarding this don't work for me in my application...

I greatly appreciate any help you can give!

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Mar 13, 2007

How do I number the lines in a query? I have a 'Top 50' query, and I want to number the lines 1 through 50.

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Sep 20, 2005

Can this be done ??

I have a query on a timer that basically looks at a linked table every minute and tells me whose in the database. I want to number the rows in a column so I can reference this to a form that has 7 spaces. The number of 'users' could vary from 0 - 23, although this will soon be limited to 7 (hence the 7 spaces) to aid performance and speed. I am then going to reference the number to the unbound space on the form, iif(isnull()) 'ing the blank cells so it isnt an error.

I thought of an append query, but the sequence will always start at the next number, not from 1 each time - or as far as im aware it will - so I cant reference the cell then.

Can any one help please.

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Oct 5, 2005


Just trying to figure out how I can run a select query on some data I have and how to also include an additional field which has a value counting the number of rows.... eg in the first row there would be the usual results and the new field would have a value of 10001, second row would be 10002, third would be 10003.

I've done some searches for sequential numbering but couldnt find anything so far.

Thanks, j

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Queries :: Sequential Numbering Within A Query

Feb 6, 2014

I've taken on the task of transitioning excel reports (and their format) to a database. One report summarizes all the parts of a piece of furniture, and the order of the machines each part goes to.It looks similar to this:

Part# Part Name Machines/Operations
M7264Top Panel 112114116120121325216
M7265Under Top Panel 112114116120121
M7266Base Assembly 411325216311310312316

The table this comes from has both operations and setups, so I used a query to filter only the operations.The query (qryOperations) result looks like this:

M7264 112 2
M7264 114 4
M7264 116 6
M7264 120 7
M7264 121 8
M7264 325 9
M7264 216 10
M7265 112 2
M7265 114 4
M7265 116 6
M7265 120 8
M7265 121 9

i need to add sequential numbering (1,2,3,4...) to each line of the qryOperations and use the sequential numbering as the column header.How do I add sequential numbers to the query, that restart after each change in part number? I can do this in a report easy enough, but not a query.This is the SQL of the query I need to have the sequential numbers in...

SELECT tblparts.[PART NUMBER], tblOperationCodes.MachineCode, tblOperationsList.Order
FROM tblparts INNER JOIN (tblOperationsList INNER JOIN tblOperationCodes ON tblOperationsList.OperationCode = tblOperationCodes.OperationCode) ON tblparts.[PART NUMBER] = tblOperationsList.[PART#]
WHERE (((tblOperationCodes.Function)="O"))
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Jun 5, 2013

I have a query that groups the data by customer. How can I create a "Transaction Number" field where I assign a sequential number to each invoice, starting at 1 with the oldest invoice and increasing the sequential number by 1 with each invoice. I need to create this field in a query without code.

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Aug 5, 2013

I ran some code to number old records in a column to order items in a datasheet subform however after updating the column in the inventory transactions table when opening the main form that relies on it. It runs a query to determine the customers balance due and the query for that is taking forever to run like 2-3 minutes or more however reverting to an old copy of the data it runs fine and all I did was renumber records in one column most of which had 1s in them the code to re-number the records:

Dim rst As DAO.Recordset
Dim i As Long
Dim OID As Long
Dim stringSQL as String
i = 1

[Code] .....

I continued playing with this today and the query that is breaking the 2nd level subquery that actually references the inventory transactions table that I changed runs fine but go up a level to subquery1 which references subquery2 and a sum of payments query and it chokes however sum of payments only refernces the payments table.

I did some more testing today Subquery2 and sum of payments query both run faster than what I can time with a stopwatch but when combined they take approximately 1:45 there are only 5 columns in subquery1 four from subquery2 and 1 from the sum of payments 3 of the first 4 are sum and the last is group by and then the one from sum of payments is group by

Subquery 2:

CLng((nz([UnitsSold])*nz([UnitPrice]))*(1-nz([Discount]))*100)/100 AS [Line Total],
CLng([Line Total]*(1+nz([SalesTaxRate]))*100)/100 AS [Line Total With Tax],
[Line Total With Tax]-[Line Total] AS [Line Tax],
[Inventory Transactions].*

[Code] .....

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Jun 16, 2014

How can I get a Query Criteria To Select All Records or specific records in query design section.

I have a table that shows many departments with credit card transactions. I like to run a query to see specific department, or have an option to see all the departments when the query is run.

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Feb 25, 2008


I have one main table containing most data, that table stores data which is identifies by a unique ID (currently 1-96000), there is also an issue number, I need another numbering system per issue (so you could have issue 166, record 26), any ideas?

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Apr 27, 2006

Is it possible to do the following?

I have a column with a heading EventNo.
The Event number must be 06-00000 The first 2 digits is the year.

In the Input Mast I have - 00/-00000 and the Default value set as 06-00000

How can I set it up so it can go to 07-00000,08-00000 and so on for next years? The Event number must start at 00001 every year.

It will be impossible to change the default value every year.

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Mar 13, 2006

Is there a way I can number records like 00001 , 00002 ...... 00100 .. . .. ..

I want to alot batch nombers to production lots . so the batch number should look like 000001 and not just 1.

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Sequential Numbering

Apr 3, 2007

Shall be grateful for clarifications for these two :

1. I have two fields - TheYear (set to take the current year) and another for sequential numbering. In fact I created this to replace the autonumber field. As suggested by a member I created a Generate button with the criteria as under

Private Sub Generate_Click()
If IsNull(Me![NumFld]) Then
Me![NumFld] = Format(Nz(DMax("[NumFld]", "[DiaryTable]", "[TheYear]='" & Year(Date) & "'"), 0) + 1, "00000")
End If
Me![NumFld] = Format([NumFld], "00000")

End Sub

It works fine. and when the year is changed, the numbering starts from 1 again. My question is how do I make it to auto generate the number so that the user doesnt have to click the Generate button everytime to get the number. Suggestions please.

2. Is it possible to change this sequential numbering midway i.e. to start from a different number and increment by one?

Grateful for help

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Aug 2, 2007

We have a part numbering system that is currently like this, 11Y22 where 22 increments by one until it gets to 99 where it then goes back to 0, once it goes to 0 the letter increments to Z in this case, now once the last three characters get to Z99, then the 11 gets incremented eg, 11Z99 will become 12A00. Hope that is clear :)

My question is, can this system be implemented into the auto numbering in Access?:confused:

Thanks in advance


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Aug 3, 2007

Is it possible to start auto numbering from a number other than 0? Say 2000 for example.

Thanks in advance


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