Tiffany-
What is the SQL of Assets Query? What is the structure of the Assets table? It sounds like you need another table called perhaps tblUnitMonthMiles - Unit#, YearMonth, Miles - calculated from the data stored in tblUnitMonthMileage. What is the mileage reading in tblUnitMonthMileage? The odomoter at the beginning of the month, end of the month, or some random reading date within the month?
John Viescas, author
Microsoft Office Access 2010 Inside Out
Microsoft Office Access 2007 Inside Out
Building Microsoft Access Applications
Microsoft Office Access 2003 Inside Out
SQL Queries for Mere Mortals
http://www.viescas.com/
(Paris, France)
-----Original Message-----
From: MS_Access_Professionals@yahoogroups.com [mailto:MS_Access_Professionals@yahoogroups.com] On Behalf Of cc0623
Sent: Tuesday, November 29, 2011 10:33 PM
To: MS_Access_Professionals@yahoogroups.com
Subject: Re: RE: [MS_AccessPros] Gathering data from multiple spreadsheets
John,
Sorry... Reed's Report is currently getting all the data from the "Assets Query" this query is linked to my "Assets" table. I need to show on Reed's Report a monthly average using the last 12 months mileage but the info to get it from is on the "tblunitmonthmileage". The Unit# is the key between these tables. The structure for "tblunitmonthmileage" is unit#, YearMonth, Mileage.
Now, the "Assets" table has the Last Month-Current=Total fields and these are on "Reed's Report" but they are not pulling the data from anywhere, they are there because I have been hand entering them every month. But, I would like it if those fields were linked to the "tblunitmonthmileage" somehow because that would save me alot of work. As I said before, you showed me a way to append that data (mileage) every month and it gets appened into the "tblunitmonthmileage".
Tiffany
________________________________
From: John Viescas <john@viescas.com>
To: MS_Access_Professionals@yahoogroups.com
Sent: Tuesday, November 29, 2011 1:30 PM
Subject: RE: RE: [MS_AccessPros] Gathering data from multiple spreadsheets
Tiffany-
I have no clue what "Reed's Report" looks like. What are the tables involved, and what is the structure? What query are you using as the Record Source?
John Viescas, author
Microsoft Office Access 2010 Inside Out
Microsoft Office Access 2007 Inside Out
Building Microsoft Access Applications
Microsoft Office Access 2003 Inside Out
SQL Queries for Mere Mortals
http://www.viescas.com/
(Paris, France)
-----Original Message-----
From: MS_Access_Professionals@yahoogroups.com [mailto:MS_Access_Professionals@yahoogroups.com] On Behalf Of cc0623
Sent: Tuesday, November 29, 2011 9:15 PM
To: MS_Access_Professionals@yahoogroups.com
Subject: Re: RE: [MS_AccessPros] Gathering data from multiple spreadsheets
John,
That is the name of the report.
Tiffany Atchley
WWW.ODYSSEYMINISHETLANDS.NET
________________________________
From: John Viescas <john@viescas.com>
To: MS_Access_Professionals@yahoogroups.com
Sent: Tuesday, November 29, 2011 1:00 PM
Subject: RE: RE: [MS_AccessPros] Gathering data from multiple spreadsheets
Tiffany-
I'm not sure what you mean by "Reed's Report."
John Viescas, author
Microsoft Office Access 2010 Inside Out
Microsoft Office Access 2007 Inside Out
Building Microsoft Access Applications
Microsoft Office Access 2003 Inside Out
SQL Queries for Mere Mortals
http://www.viescas.com/
(Paris, France)
-----Original Message-----
From: MS_Access_Professionals@yahoogroups.com [mailto:MS_Access_Professionals@yahoogroups.com] On Behalf Of cc0623
Sent: Tuesday, November 29, 2011 8:18 PM
To: MS_Access_Professionals@yahoogroups.com
Subject: Re: RE: [MS_AccessPros] Gathering data from multiple spreadsheets
John,
Awesome! Glad I am one the right track. I am learning by leaps and bounds here.
I need to show the monthly mileage on an existing report (Reed's Report) and an average for the year per unit. The unit# is already showing on "Reed's Report" and he has "last Month" & "Current" showing on his report, this info is actually coming from another table. I would like to replace "Last Month" with the Yearly Average. Could you guide me through this please?
Thanks,
Tiffany
________________________________
From: John Viescas <john@viescas.com>
To: MS_Access_Professionals@yahoogroups.com
Sent: Tuesday, November 29, 2011 9:19 AM
Subject: RE: RE: [MS_AccessPros] Gathering data from multiple spreadsheets
Tiffany-
Glad to hear you've made good progress. I don't think your new table duplicates data. The one I had you build merely contains the raw data - the Unit, Month, and the Mileage reading. Your new table sounds like you created it from a query that calculates the mileage driven. Miles driven during a month isn't the same as the mileage reading, so it's not duplicate data.
John Viescas, author
Microsoft Office Access 2010 Inside Out
Microsoft Office Access 2007 Inside Out
Building Microsoft Access Applications
Microsoft Office Access 2003 Inside Out
SQL Queries for Mere Mortals
http://www.viescas.com/
(Paris, France)
-----Original Message-----
From: MS_Access_Professionals@yahoogroups.com [mailto:MS_Access_Professionals@yahoogroups.com] On Behalf Of cc0623
Sent: Tuesday, November 29, 2011 5:01 PM
To: MS_Access_Professionals@yahoogroups.com
Subject: Re: RE: [MS_AccessPros] Gathering data from multiple spreadsheets
Hi John,
Well I have compiled all the mileages from the year by unit by month, in the format you suggested in a table. Now I need to show the monthly mileage on an existing report and an average for the year per unit. The unit is already showing on "Reed's Report" and he has "last Month" & "Current" showing on his report, this info is actually coming from another table. I would like to replace "Last Month" with the Yearly Average.
I believe you have told me not to duplicate data in tables. But, I have done just that. My Assets table has two fields "last Month" - "Current" = Total and my new tblunitmonthmileage that we created together has the mileage listed as monthly per unit. Is this a problem? And I have a form that that has these LM & Current in it so I can add them in every month. But, you showed me an easier way unbeknowst to you. Due to the table you had me make I no longer have to hand enter all the mileage every month I can now append it and it takes just minutes as to opposed to an hour. Thank you!
Tiffany
________________________________
From: John Viescas <john@viescas.com>
To: ms_access_professionals@yahoogroups.com
Sent: Wednesday, November 23, 2011 10:07 AM
Subject: Re: RE: [MS_AccessPros] Gathering data from multiple spreadsheets
Tammy-
Do you understand why you had to define both fields as the primary key?
John
Sent from Samsung Mobile
-------- Original message --------
Subject: Re: RE: [MS_AccessPros] Gathering data from multiple spreadsheets
From: cc0623 <cc0623@yahoo.com>
To: "MS_Access_Professionals@yahoogroups.com" <MS_Access_Professionals@yahoogroups.com>
CC:
Hi John,
Success! Learning this gave me an idea on how to append all my sold records from a different table. Thanks for the lesson. Happy Thanksgiving!!!
Tiffany
________________________________
From: John Viescas <john@viescas.com>
To: MS_Access_Professionals@yahoogroups.com
Sent: Tuesday, November 22, 2011 11:37 PM
Subject: RE: RE: [MS_AccessPros] Gathering data from multiple spreadsheets
Tiffany-
1) Open the table in Design view.
2) Click in the Primary Key field and de-select the Primary Key button on the
toolbar (2003 and earlier) or on the Design tab (2007 and later).
3) Hold down the Shift key and click YearMonth - that should highlight both
Unit# and YearMonth.
4) Click the Primary Key button.
5) Save
You'll probably need to delete all existing rows in your table before you do
this, then rerun your append queries after.
John Viescas, author
Microsoft Office Access 2010 Inside Out
Microsoft Office Access 2007 Inside Out
Building Microsoft Access Applications
Microsoft Office Access 2003 Inside Out
SQL Queries for Mere Mortals
<http://www.viescas.com/> http://www.viescas.com/
(Paris, France)
From: cc0623 [mailto:cc0623@yahoo.com]
Sent: Wednesday, November 23, 2011 7:15 AM
To: john@viescas.com
Subject: Re: RE: [MS_AccessPros] Gathering data from multiple spreadsheets
You are correct. How do I set the combo key?
Sent frrowm Yahoo! Mail on Android
_____
From: John Viescas <john@viescas.com>;
To: <MS_Access_Professionals@yahoogroups.com>;
Subject: RE: [MS_AccessPros] Gathering data from multiple spreadsheets
Sent: Wed, Nov 23, 2011 5:35:19 AM
Tiffany-
Did you make the *combination* of Unit# and YearMonth the Primary Key? I bet you
only set Primary Key on Unit#.
John Viescas, author
Microsoft Office Access 2010 Inside Out
Microsoft Office Access 2007 Inside Out
Building Microsoft Access Applications
Microsoft Office Access 2003 Inside Out
SQL Queries for Mere Mortals
http://www.viescas.com/
(Paris, France)
-----Original Message-----
From: MS_Access_Professionals@yahoogroups.com <javascript:return>
[mailto:MS_Access_Professionals@yahoogroups.com <javascript:return> ] On Behalf
Of cc0623
Sent: Tuesday, November 22, 2011 11:14 PM
To: MS_Access_Professionals@yahoogroups.com <javascript:return>
Subject: Re: [MS_AccessPros] Gathering data from multiple spreadsheets
John,
It is pulling from the correct month but it is only pulling the new
units/mileage, it is excluding any units that are already in the table.
Tiffany
________________________________
From: John Viescas <john@viescas.com <javascript:return> >
To: MS_Access_Professionals@yahoogroups.com <javascript:return>
Sent: Tuesday, November 22, 2011 3:00 PM
Subject: RE: [MS_AccessPros] Gathering data from multiple spreadsheets
Tiffany-
Are you changing the year/month in the query for each table?
January:
INSERT INTO tblUnitMonthMileage ([Unit#], YearMonth, Mileage)
SELECT [Unit#], "201101" As YearMonth, Current
FROM January;
February:
INSERT INTO tblUnitMonthMileage ([Unit#], YearMonth, Mileage)
SELECT [Unit#], "201102" As YearMonth, Current
FROM February;
March:
INSERT INTO tblUnitMonthMileage ([Unit#], YearMonth, Mileage)
SELECT [Unit#], "201103" As YearMonth, Current
FROM March;
...etc.
Note that I'm changing what's in the second line each time - "201101", "201102",
"201103" ...
John Viescas, author
Microsoft Office Access 2010 Inside Out
Microsoft Office Access 2007 Inside Out
Building Microsoft Access Applications
Microsoft Office Access 2003 Inside Out
SQL Queries for Mere Mortals
http://www.viescas.com/
(Paris, France)
-----Original Message-----
From: MS_Access_Professionals@yahoogroups.com <javascript:return>
[mailto:MS_Access_Professionals@yahoogroups.com <javascript:return> ] On Behalf
Of cc0623
Sent: Tuesday, November 22, 2011 10:52 PM
To: MS_Access_Professionals@yahoogroups.com <javascript:return>
Subject: Re: [MS_AccessPros] Gathering data from multiple spreadsheets
John,
Same thing happened with March. It is only appending the new units and their
mileages.
Tiffany
________________________________
From: John Viescas <john@viescas.com <javascript:return> >
To: MS_Access_Professionals@yahoogroups.com <javascript:return>
Sent: Tuesday, November 22, 2011 2:20 PM
Subject: RE: [MS_AccessPros] Gathering data from multiple spreadsheets
Tiffany-
Are you saying your February data contains only added units and not all units?
Do they not take a mileage reading every month?
John Viescas, author
Microsoft Office Access 2010 Inside Out
Microsoft Office Access 2007 Inside Out
Building Microsoft Access Applications
Microsoft Office Access 2003 Inside Out
SQL Queries for Mere Mortals
http://www.viescas.com/
(Paris, France)
-----Original Message-----
From: MS_Access_Professionals@yahoogroups.com <javascript:return>
[mailto:MS_Access_Professionals@yahoogroups.com <javascript:return> ] On Behalf
Of cc0623
Sent: Tuesday, November 22, 2011 9:22 PM
To: MS_Access_Professionals@yahoogroups.com <javascript:return>
Subject: Re: [MS_AccessPros] Gathering data from multiple spreadsheets
Hi John,
Okay I did what you asked, and the table is showing all the mileage for
January's unit's and only the added units In February. I needed all the units
from both months.
Tiffany
________________________________
From: John Viescas <john@viescas.com <javascript:return> >
To: MS_Access_Professionals@yahoogroups.com <javascript:return>
Sent: Tuesday, November 22, 2011 11:17 AM
Subject: RE: [MS_AccessPros] Gathering data from multiple spreadsheets
Tiffany-
<sigh> I'm trying to get you to normalize the data. You say you have 10
spreadsheets. Is each one for a specific month? For the current year? First,
build a table that looks like this:
tblUnitMonthMileage
Unit# (whatever data type is suitable) First field in the Primary Key
YearMonth Text(6) (This will contain YYYYMM) Second field in the Primary Key
Mileage - a Number data type. Double if they record mileage in tenths; otherwise
Long Integer
Let's say your first spreadsheet is name "January". Import that as a table, then
run this query:
INSERT INTO tblUnitMonthMileage ([Unit#], YearMonth, Mileage)
SELECT [Unit#], "201101" As YearMonth, Current
FROM January;
That will load all the January data into your table and generate the correct
year and month. Do the same for each of the other 9 months, changing the literal
"201101" as appropriate. ("2011102" for February, "201103" for March, etc.)
John Viescas, author
Microsoft Office Access 2010 Inside Out
Microsoft Office Access 2007 Inside Out
Building Microsoft Access Applications
Microsoft Office Access 2003 Inside Out
SQL Queries for Mere Mortals
http://www.viescas.com/
(Paris, France)
-----Original Message-----
From: MS_Access_Professionals@yahoogroups.com <javascript:return>
[mailto:MS_Access_Professionals@yahoogroups.com <javascript:return> ] On Behalf
Of cc0623
Sent: Tuesday, November 22, 2011 6:46 PM
To: MS_Access_Professionals@yahoogroups.com <javascript:return>
Subject: Re: [MS_AccessPros] Gathering data from multiple spreadsheets
John,
None of my fields in my table have the name "month", they are named Unit,
January, February, March, etc. in my new table and the records are the Units
#'s.
In the 10 spreadsheets I have a column "Unit" and "Current", the months are not
listed in the spreadsheets. Current is the column the mileage is stored in.
Every month we added a couple of new units, so no monthly spreadsheet is the
same. I need to figure out how to append each monthly spreadsheet so the new
units are included w/mileage and not create duplicate records.
Tiffany
________________________________
From: John Viescas <john@viescas.com <javascript:return> >
To: MS_Access_Professionals@yahoogroups.com <javascript:return>
Sent: Tuesday, November 22, 2011 10:21 AM
Subject: RE: [MS_AccessPros] Gathering data from multiple spreadsheets
Tiffany-
That shouldn't be necessary. I gave you the table design below. But you should
avoid a field name Month because that's also a function. Use YearMonth instead.
If you import spreadsheet data that has the months across, you can load your
table with a series of Append queries:
INSERT INTO tblMonthMileage ([Unit#], YearMonth, Reading)
SELECT [Unit#], "201101" As YearMonth, [Jan]
FROM ExcelTable;
Run that query 12 times - once for each month.
John Viescas, author
Microsoft Office Access 2010 Inside Out
Microsoft Office Access 2007 Inside Out
Building Microsoft Access Applications
Microsoft Office Access 2003 Inside Out
SQL Queries for Mere Mortals
http://www.viescas.com/
(Paris, France)
-----Original Message-----
From: MS_Access_Professionals@yahoogroups.com <javascript:return>
[mailto:MS_Access_Professionals@yahoogroups.com <javascript:return> ] On Behalf
Of cc0623
Sent: Tuesday, November 22, 2011 6:10 PM
To: MS_Access_Professionals@yahoogroups.com <javascript:return>
Subject: Re: [MS_AccessPros] Gathering data from multiple spreadsheets
John,
Can I send the table to you? I am not sure how to apply what you are saying.
Tiffany
________________________________
From: John Viescas <john@viescas.com <javascript:return> >
To: MS_Access_Professionals@yahoogroups.com <javascript:return>
Sent: Tuesday, November 22, 2011 9:57 AM
Subject: RE: [MS_AccessPros] Gathering data from multiple spreadsheets
Yes, it's wrong. Each month should be in its own *record*. Eventually you can
use a Crosstab query to "pivot" the data into a spreadsheet format.
John Viescas, author
Microsoft Office Access 2010 Inside Out
Microsoft Office Access 2007 Inside Out
Building Microsoft Access Applications
Microsoft Office Access 2003 Inside Out
SQL Queries for Mere Mortals
http://www.viescas.com/
(Paris, France)
-----Original Message-----
From: MS_Access_Professionals@yahoogroups.com <javascript:return>
[mailto:MS_Access_Professionals@yahoogroups.com <javascript:return> ] On Behalf
Of cc0623
Sent: Tuesday, November 22, 2011 5:28 PM
To: MS_Access_Professionals@yahoogroups.com <javascript:return>
Subject: Re: [MS_AccessPros] Gathering data from multiple spreadsheets
Hi John,
12 columns (text) one for each month Plus one column "Unit" (the Key). Mileage
is in each month. I have to use text instead of numbers because some units do
not have mileage NA is listed in those fields.
Is this wrong?
Tiffany
________________________________
From: John Viescas <john@viescas.com <javascript:return> >
To: MS_Access_Professionals@yahoogroups.com <javascript:return>
Sent: Tuesday, November 22, 2011 9:20 AM
Subject: RE: [MS_AccessPros] Gathering data from multiple spreadsheets
Tiffany-
What is in Jan-Dec? A number? Is it a mileage reading? Your table should look
like:
Unit#
Month (as in YYYYMM)
Reading
Running columns across that should be individual rows is a relational database
design no-no. (The months are a repeating group.)
John Viescas, author
Microsoft Office Access 2010 Inside Out
Microsoft Office Access 2007 Inside Out
Building Microsoft Access Applications
Microsoft Office Access 2003 Inside Out
SQL Queries for Mere Mortals
http://www.viescas.com/
(Paris, France)
-----Original Message-----
From: MS_Access_Professionals@yahoogroups.com <javascript:return>
[mailto:MS_Access_Professionals@yahoogroups.com <javascript:return> ] On Behalf
Of cc0623
Sent: Tuesday, November 22, 2011 5:08 PM
To: MS_Access_Professionals@yahoogroups.com <javascript:return>
Subject: [MS_AccessPros] Gathering data from multiple spreadsheets
I have created a table and I need to populate the data from multiple
spreadsheets.
The table has 13 columns Unit# & Jan-Dec. Over the course of the year we have
added units, so every month the spreadsheet has changed and columns have been
added or deleted as well.
I do not need all the information from the spreadsheets, just the "unit" column
and the "Current" column imported into my database.
Is there an easy way to pull all this information into one spreadsheet and keep
it constrained to the unit number?
Tiffany
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