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By Richard Rost   Richard Rost on Facebook Richard Rost on Twitter Richard Rost on Google Plus Richard Rost on LinkedIn Email Richard Rost

This forum is for the discussion of Microsoft Access.

Access is my personal specialty. Have questions? Comments? Want to discuss how to do something? Post it here. Also, I get a LOT of questions sent to me in Email from people around the world. I'll post the interesting ones in here. Feel free to comment on them.

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Read Convention by Dennis O @ 2/20/2018
I appreciate your help with my questions, however, your answer does not answer my question. I must be asking the wrong questions. That being said, your answer may work on another idea I was going to work on after I fix this question. Let s see if I can make it clearer. Form 1   Members information. Form 2   Registration to convention.  Let s say that in 2016 Member 1 ordered the 2016 registration. The information for that registration is entered in Form 2 under the 2016 convention. So far everything is working okay. In 2017 Member 1 ordered the 2017 registration. The information for that registration is entered in form 2 under the 2017 convention. (Side note: - I was able to get the years to show up in order. 2016, 2017, 2018, etc.) Now Form 1   Members information, shows 1 of 2, 2 of 2 of the same information. I need that on Form 2 but why does Form 1 copies everything a second time? MemberT shows data, 1 time (as it should). Form 1 gets its Record Source from MemberQ. MemberQ (list) shows Member 1, 3 times. (I think I just figured it out.) MemberQ list the registration # for each year. The registration number changes each year. That is way the names appear 2 or 3 times and that explains why when I print out my list of address, it shows the name 2 or 3 times. I just need to remove the registration # from the printout list and then it should print out with only one name for each person. I may not even need the registration # at all in MemberQ. Does this sound right?

Reply from Alex Hedley:

Depending on which Fields you show in your Query and if you have Groupings different amounts of records will show, yes if you remove the Fields it could limit the Query to less records.
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Read Convention by Dennis O @ 2/6/2018
I am not sure if I have a cartesian query which is joining 3 items per attendee, one for each year? However, I did notice that I have a "copy of MemberF" I no longer use this one but I added more to this page that I am using. If I delete this copy could that be the answer to the multiple entries? If the member was at the 2016, 2017, 2018 convention it is listed 3 times on both MemberF and Copy of MemberF. Can I delete this file. There are a couple other that I should delete. If so, what is the safe way to delete a file? I hope this helps.

Reply from Alex Hedley:

Make a backup of the db before any changes.
If MemberF is a Form and you have a copy called "Copy of MemberF" what are the differences?
Are they both bound to MemberQ?
Does the Member exist 3 times in MemberT?

You need a MemberT which contains the Member then a ConventionYearT then a Table that joins the two so MemberXConventionYear so
MemberID | ConventionYearId
1 | 1
1 | 2

Where 1 is 2016, 2 is 2017 etc
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Read Convention by Dennis O @ 2/6/2018
This is what I found out. The new entry is in the "MemberT". The new entry is also listed on the "MemberListF". The Record Source is "MemberSortedQ". When I open the Master Roster (Main Menu)and select the new entry, it opens to a blank form with a (New) Member ID.If I fill this form again, it will set up a new ID. Will list it on the Main Menu Master List but it still won't open, it just repeats the cycle. This doesn't happen to the rest of the list. The new entry does not appear on the "MemberQ". Everyone else, there is no problem. Can this help. I'm at a loss. In November 2017 it was working. Now it dosn't. I don't know how to trouble shoot this.

Reply from Alex Hedley:

What won't open?
Does it show in the MemberT, MemberSortedQ?
Does MemberQ have any filters/criteria?
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Read Convention by Dennis O @ 2/3/2018
I'm not sure. Can you refresh my memory. Where can I go to find out how to write a Cartesian query? I may not because you mention one for every year.

Reply from Alex Hedley:

Access 223
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Read Convention by Dennis O @ 2/3/2018
Another new thing going wrong. Last 2 years every time I add a new member to the data base and when I bring it back at another day, it works. Now, I fill out a new persons data under the member T. however, this time when I go back I can't open it. The data shows on the table but not on the form. It gives me a blank form. How can I trouble shoot this.

Reply from Alex Hedley:

Check the query is joining correctly
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Read Convention by Dennis Owens @ 2/3/2018
I hope you can help me with this. I hope I gave you a better example as to how this is laid out. Again as I process the 2018 registration it is still adding the member info. It now shows 3 of 3. but in the table data, it's listing them only one time, the way it should be.

Reply from Alex Hedley:

Do you have a cartesian query which is joining 3 items per attendee, one for each year?
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Read Convention by Dennis O @ 1/19/2018
I thought I sent you this before.

Yes, I have tables on both members & order. I have 2 other items that is on the member s form that is not on the MemberT. I have:
ContactSubformF  Record Source  SELECT * FROM MemberContactT ORDER BY DateTime DESC;  
MemberGroupSubF  Record Source  MemberGroupXMemberT .
When I open a member s record (name, address, phone, etc.) that s where I notice 1 of 2, 1 of 3, etc. Every time I enter a new order, The member s page now says 2 of 2, etc.
I was experimenting with 5 entries. A couple normal entries. One adding  ContactSubformF , one adding  MemberGroupSubF , and one with no data. All five shows a 3rd entry in the member. (3 of 3). There is only one entry in the MemberT but when you print a membership roster it will list one name, two names (same person), three names (same person), etc. Bottom line. When I want to print an area list to give to my rep, I only want the names printed once not 2 or 3 times.
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Read Convention by Michael C @ 1/4/2018
Hi Dennis, you definitely need two tables - one for the orders, one for the member name. Use the member id as the foreign key in the order table. Also, use your field property index in the member table to prevent duplicates - I would use a composite key because, it is possible to have two different people in two different cities with the same name. Food for thought.
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Read Convention by Dennis O @ 12/25/2017
Yes both are tables. When I was learning how to prepare each tables and forms I followed the design that Richard tough us but changed the data to have what I needed. O the member form I also added a contact Sub form following Richards lesson. I also had buttons for New Orders and Order History, both following Richard. On the Order Table I added Order Detail again following Richards direction.
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Read Convention by Dennis O @ 12/18/2017
I am the registration director for a convention and the data entered is for that year. The convention is in November. I built the program for the 2016 convention and everything worked perfectly. These problems happened when I was preparing for the 2017 convention and I hope to fix them for the 2018 convention. The problem that I want to fix this time is the repeated info on my membership page. I design it the way Richard taught me. The first year when I entered the order it did what it was supposed to, however, when I enter the order for the next year, I now have 2 members data. I only want the members data only once and each years order. Just like a client places an order then another time he places another order. I hope I'm making sense.

Reply from Alex Hedley:

Do you have a separate table, one for the member and one for the order?
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Read Convention db by Dennis O @ 2/17/2017
A little background. My Access program is for a convention that is held one week a year in November. When I designed the program it was for the 2016 convention so all of my reports and data entries worked. Now it's 2017 except for the membership data I now need to enter the data needed for the 2017 convention. I have set up and can enter data needed for 2017 but when I want to build reports, etc it prints the 2016 reports. I do have a field for the convention year. How can I set up so everything that I need for 2017 can be obtained easily.

Reply from Alex Hedley:

You could have a combo on your Main Menu that lists years, default it to the current year. (Year(Date))
Now wherever you have hardcoded your Year parameter in Queries/Reports replace it with this value.
=Forms!MainMenuF!YearCombo - if you call the combo YearCombo and your MainMenu form MainMenuF.
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Read Convention db by Dennis O @ 12/31/2016
I have been using Access for over a year by taking your classes and adjusting to fit my needs. I am the registration chair for a convention that is held once a year. All of the info collected is for that year is used for that year. My membership info is the main data that is used year after year. Every new year the registration starts over. I am waiting for Advance 3, Advance 2 answered one of my questions. Another question. (I don't know if it will be included in any of the upcoming Advance classes}. Most of my conventioneers come alone or with a friend, so there address are different, but some are husband & wife or a family with the same address. I don't want to duplicate the address, area rep's, and other data that is the same as the father (husband) field. I want to then add the mother(wife)name and have the rest of the data automatically appear and at the same time allow me to change something like her email, cellphone, etc. After the data is set for that person, I will click to the registration page and register that person. I do have a working registration page that I used this past year that worked. It could be something like "Additional Family Member" I do remember Richard saying something like more than one family members can be members. I do have that form included that provides the husband, wife, child, etc. My convention is held every year in November. Thanks for the great classes.

Reply from Alex Hedley:

You could amend Copy Last Record but use the AddressId instead.
There is a course that shows copying a billing address to shipping address, can't remember which one off hand.
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