Modules & VBA :: Assigning Reference Numbers To Records Where Same Customer Appear

Nov 21, 2013

I'm trying to put together a DB for creating notifications to customers. The source file is pulled out from another system as an Excel file, which is then uploaded to Access via VBA. The user runs a query, and then sends the results (customer information) to an Excel file where we have set up a mail merge document (the notification itself).

A customer may appear in multiple records (having multiple accounts), but will only receive one notification.

What we're trying to do is give each notification an unique ID that will become its document reference number once the document is created. The number will need to be the same for all the records in which the customer appears, and they will need to be consecutive, as the documents themselves will be stored in PDF form later on in the process.

So I would like to assign an unique ID to each customer, each time it shows up when querying the uploaded source file (the query is done in a form, that has a sub-form for showing the results). Then, when exporting the query results, they will be also copied and stored to another table, along with the assigned reference number, for monitoring purposes.

The Access file itself will be split and used by multiple users (up to 9 users at a time). In theory, each user will see their own customers (each customer account is assigned to a certain user), but the number assignation will need to also depend on when the query has been run. For example, if user 1 queries the DB at 9:30AM they will get records numbered 1000 to 1050; user 2 (who queries the DB at 9:31AM) gets numbers 1051 to 2100 etc.

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Assigning Sequential Numbers.

Feb 12, 2007

Yo there - thought Id fire a question out regardin numbering:

I have a table players and a table team.

Players sign up to teams, and I have a report which shows each team, and the players underneath.

Player 1
Player 2

Now, after all the players are assigned to a team, I want to assign each player within each team a random number, sequential.

So when I run the report, it will be like:

Team A
1. Player 1
2. Player 2

Team B
1. Player 1
2. Player 2

Any pointers!?

Cheeas -

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Sep 30, 2014

use an account reference from one field in a table on a second table and add a number after it... e.g.

Table 1 Table 2

and so on...

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Assigning A Range Of Numbers To A Category

Mar 27, 2006

I am working on a small database for a school to track their live and silent auction. Currently I have a table set up as follows.

Silent Auction table :
Item Number
Short Item Description
Long Item Description
there are more fields that I am not interested in right now.

Mainly what I am after right now is to do some decent reporting for generating the catalog and posting the silent auction items on the web site for viewing before the night of the event.

I need to generate a report that contains the Item Number, short and long description. I need to group on Category which corresponds to the item numbers. Example:

Item Number 100 - 110 = Class Projects
110 -199 = Live Auction Items
200 - 299 = Sports and Recreation
300 - 349 = Entertainment
and so on......

I realize that had they numbered them in the 100 range I could group in my report by 100's and everything would be pretty good however, I did not have the opportuinity to be involved in the numbering scheme.

Even if the numbers had been in the order of 100s I still would need a way to say that the 100 -110 range is Class Projects.

I think I need another table and link it but I am not sure how to set up the range of numbers for the category.

Sorry to be so wordy.

Thanks in advance for the help.


Network admin trying to learn Access.

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Linked Reference Numbers

Mar 30, 2005

Hi there,
I Applogies if this has already been asked. I've tried searching for this, but unfortunately I'm not quiet sure what I'm looking for. Problem is this:

I have a database for recording exercises, their issues and recommendations.

what i'd like is if i enter eg: exercise1, then issue1 with recommendatio1 can the reference numbers be linked with one another so that when i enter an issue for exercise2 the issue numbering starts over at 1 again.

it would be the same with the issues & recommendations. each time i enter a recommendation, if its a new issue the numbering is to start at 1 again.

and for this to happen automatically (if i didnt mention this before).

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Unique Reference Numbers?

Jul 4, 2005

Hey guys,

Hope you can help with this one. I have a form called "frmPatientID", based on a query "qryPatientID" and table "tblPatientID".

I have a field called HospitalNo that is set to "text" and contains the patient's unique hosptal number of 123456, 008777, etc.

However, although the above numbers have to be unique, if the patient is out of the area they get a number of 000000 and this is not unique (i.e. more than one patient can be out of the hospitals area).

So how do I get the database to control this via a rule? (As in everything NOT 000000 needs to be unique). Is it on the form on an AfterUpddate or can I do it in the table?

Many thanks,


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Oct 6, 2014

How can i generate automatic reference numbers that can serve as primary key.

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Oct 5, 2013

Basically what I have is a database for tracking/logging parcels that arrive to the office. I want to be able to generate a reference number based on the date of arrival: i.e. the reference number should be ddmmyy### where ### is a sequential number. I know that I could just use the primary key's autonumber, for the sequential number but if I do this then the sequence will not restart at 1 on each date and because we receive a lot of parcels the reference number will grow to be too big to print out on the collection slips in just a few months.

two tables (one with the date and staff on duty that day and the other with the parcel's info') with a one to many relationship

I also have a query (Named: FullLog) that picks up the following data from the tables:

Name - Description - Size - TrackingInfo' - Staff - DateReceived - Count

The field named Count is a DCount function that I used to find out the number of times each date is repeated. This is the Expression that I used:

Count: DCount("*","FullLog","DateReceived = " & [DateReceived]) [Note that DateReceived is first converted into a string using CStr()]

This is as far as I have been able to get, I have been looking for weeks for a solution to this problem but I have yet to find one. I don't even know if the DCount function is the correct way of doing it, I did read somewhere that this produces a very slow query.

Effectively what I want to be able to get is something of that resembles the following

DateReceived - ReferenceNo

051013 051013001
051013 051013002
051013 051013003
061013 061013001
061013 061013002
071013 071013001
071013 071013002
071013 071013003
071013 071013004
071013 071013005
081013 081013001
081013 081013002
091013 091013001
101013 101013001

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I notice that this topic has been done to death.....I have a database that is embedding the pictures and the predictable problems has manifested...the database is swelling up....

I'm learning to adapt the database to include the file location in the form and have the picture box refer to the file location, rather then embedding the picture into it....the problem that I have is that although I know how to do it because I get it.....this database will be run by a number of people, many of which don't have much experience and it must be simple to input the file location. Is there a way to simplify putting the file location in the text box aside from typing it in manually (a search window; like the one that appears when trying to open a file or insert an object, perhaps)....

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Oct 29, 2012

We're developing a database to manage tournament registrants as well as event results.

The key tables we have ar:
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There are queries for using information in the tables to determine age, competition divisions etc.

At the moment the RegistrationExtended query, which uses the ContactsExtended and TournamentsExtended queries and the Registrations table to determine the number of events for each registrant as well as what division and age group they are assigned. This is done with some IIF expressions.

For the 2012 event we had 4 division classes based on experience and 6 age groups. For 2013 there might be more division classes and age groups. So now I have the tables AgeGroups, BreakingAgeGroups, and ExperienceGroups. The two age group tables have a query that calculates the age group name based on the values in the MinAge and MaxAge fields. For example 8 & Under, 9-11, 12-14 etc. The ExperienceGroups also have a minimum and a maximum field but only one field will be completed for each experience level. If the value is a maximum then that would be for those with less than the maximum experience and if the value was a minimum then that would be for those with minimum of that many years of experience. For example Grasshopper for less than 1 yearWarrior for those with 1 year to less than 2.5 yearsSamurai for those with 2.5 years and less than 4 yearsShogun for those with 4 or more years.

We want to maintain the history so the age groups and experience groups are now tied to the tournament.

I'm think that I'll need some VBA code that will compare the registrant's tournament age to the ranges assigned to that tournament and will assign them to the correct age groups. Then there will be code to compare the registrant's experience and assign them to the correct division class. The key here is that each year might have a different number of age groups and experience groups as well as different experience group names. For instance in 2013 we may change the 8& Under group to 7-8 and add a 6 & Under group and we may add another level called Emperor for those with 20 years or more experience.

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Dec 2, 2013

Database has a form to add a new item. This info is stored in the Item TBL. There is also a table that lists available UPC codes called UPC TBL. When a user enters a new item a dialog box will give them the choice to add a UPC code for that item. Clicking no - nothing changes and user return to the original form (no brainer) But if they click yes what I need to happen is:

1. The next available UPC code in the UPC TBL is entered into the Item TBL field for UPC.

2. The UPC TBL is updated to remove the assigned UPC, leaving it ready for the next assignment.

3. - and for another day - I need to create a message when the UPC table is empty because all UPC's have been assigned.

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Three tables:



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I could make a datasheet with one of the fields a combo box, but this would get tedious if I had 100 products. I figure a better way would be to have a multiselect list box that I select all the products, then have one combo box to associate a show to it.

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Mar 8, 2012

There is currently a database which contains location information on a variety of different samples, each which is identified by a unique sample number (the primary key). However, when these samples are processed, they are split it half and each is assigned a second identifier for each half (in this case, an A or a B). Therefore, if originally there was sample 1, it will be split into 1A and 1B. My task is essentially to create a second database with further information for each sample half (1A or 1B), while maintaining a link to the main sample database to reflect any changes to the sample location information. So far I have been using a make table query that pulls from the linked table which links back to the main database and combines with another table that simply has one column called "Piece" which has an 'A' in the first row and a 'B' in the second row.

I am quite new to using access, but I have found this task fairly frustrating so far because it feels like I am trying to force access to work in ways that it was not designed. Essentially I would like access to create a duplicate entry for each sample in the original database, and force in an 'A' or a 'B', and combine these fields to create a unique identifier. However, I am running into a lot of issue when trying to append data from the original database etc.

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Aug 15, 2013

I am working on an app, that has a field named "Name". I have everything set up with a module, which, for example, the name "John", it assigns 1. when it sees "John" again it assigns 2. Then "Jane" It assigns 1 again. I want the module to see every instance of "John" to assign the same number, 1, then all instances of "Jane" 2, etc. Here is the code in the module I am using, but it is assigning the values wrong. My final plan is to use the numbers for conditional formatting, so all johns one color, all janes, a different color. I can't use the conditional formatting wizard because these names pop up at random, and the names populate at random.

Option Compare Database

Global GBL_Category As String
Global GBL_Icount As Long
Public Function Increment(ivalue As String) As Long
If Nz(GBL_Category, "zzzzzzzz") = ivalue Then
GBL_Icount = GBL_Icount + 1
' MsgBox icount
GBL_Category = ivalue
GBL_Icount = 1
End If
Increment = GBL_Icount
End Function

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Table1 Users



ProjectAssigned To

After processing.

ProjectAssigned To

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How can I assign some type of index to the below variables (data representation) ? I'm using VBA to build a .RFT file for MS Word.

"Line # 1 data"
"Line #2 data"
"Line #3 data"

. . . .

"Line #7 data"
"Line #8 data"
"Line #9"

. . . .

"Line # 22 data"
"Line #23 data"
"Line #24 data"

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Sep 7, 2012

create a check on a feild(customer id) of customer table in MS Access , as "Customer ID is of 8 characters, the first 4 are alphabets and the last 4 are digits"

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I have 2 fields that I would like to automate if possible

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These fields are part of an ordering database

Let say I have 200 items to purchase form 10 suppliers

And form example 20 items from each supplier

What I do at present is put the order number on each line item and the line number


p/o number line no

1 1
1 2
1 3

2 1
2 2
2 3
2 4

What I want to do is just put the first po number in the required line . Put the first line number in i.e. "1" and the macro will complete all the p/o numbers and line numbers for me as per the ones marked in red.


1 1
2 2
3 3

2 1
2 2
2 3

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I'm trying to export a report as PDF giving it a name at the same time. I'll then email this out.

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Dim outputFileName As String
outputFileName = CurrentProject.Path & "Mail_MergesTemplatesBulkEmail Quote From Dialler" & "Quote" & [Quote_URN] & ".csv"
DoCmd.OutputTo acOutputReport, "Digital Service Cover Quote", acFormatPDF, outputFileName

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Oct 3, 2014

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So in the load for the main form I carry out these job steps.

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2. I insert a blank record into the new table. That also works fine.

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The error I get (in both cases) is the Run-time error '2465' Application-defined or object-defined error.

I believe this means that it just cannot work out what idiotic error I have made. The code all passes the compiler test.

Here is the SUB.

Private Sub Form_Load()

'STEP 1. I take a "no data" copy of Create the Work Table and assign it as a control source to the sub form
'================================================= ======================

'(Copies the structure of the source table to a new target one. It isn't a temporary table so I need to
'find a way of assigning a temporary name and then using that name on this prog.
'The True on the end says "Do not copy the data)"

'GLFI50Work is the Global variable that holds the temporary table name.
Dim RandomInt As Single

[Code] .....

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Is the following possible? If so - how?

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Date (textbox linking to form.Sales) Customer Name (List Box linking to form.CustomerName + adding the info to form.Sale)

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