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7/24/2013 12:10:09 PM
Microsoft Access Expert 10
By Richard Rost   Richard Rost on Facebook Richard Rost on Twitter Richard Rost on Google Plus Richard Rost on LinkedIn Email Richard Rost

Microsoft Access Expert Level 10 is 1 hour, 27 minutes long. In this tutorial we will work with quotations, invoices (paid & unpaid), the DLOOKUP function, and calculated table fields. Topics include:

- Quotation or Invoice
- Paid or Unpaid
- Nested IIF Functions
- The DLOOKUP Function
- Sales Reps & Service Techs
- DLOOKUP Criteria (ID, String, Date)
- Display Values Direct from Tables
- Calculated Table Fields
- Expressions in Queries vs Tables

Click here for more information on Access Expert Level 10, including a course outline, sample videos, and more. This course was recorded using Access 2013, but is also valid for Access 2007 and 2010 users. This class follows Expert Level 9.

Permanent Link
Course Link: Microsoft Access Expert 10
Keywords: access expert 10 quote quotation invoice company logo unpaid iif dlookup sales tax criteria and con
Page Tag: whatsnew
Post Reply

Relationship Comment from Ronda Ficklin @ 6/2/2016
You showed this, but didn't mention it.
When you link EmployeeID to SalesRepID, that is the first time these fields are linked together. ***When you link EmployeeID and ServiceTechID, it states you already have a relationship, you clicked NO and Access added a second Employee Table to this view and linked the fields. ***
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Quotation or Invoice Comment from Dennis Owens @ 2/20/2016
In Access Expert 10 when you set up the paid or unpaid and the quotation or invoice. on the printout of the quotation you don't want paid or unpaid to show up on the report. You also have it set up as an invoice so when you check the box it chages it to a quotation. How do you write it out in the querie if when you check the box you want it to be an invoice?

Reply from Alex Hedley:

You could just copy the principle and show those words instead
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DLOOKUP Comment from Richard Wilson @ 10/17/2015
I have followed the instructions and gotten DLOOKUP to work!  To populate some blanks when a name is filled in, e.g. address, tel number, email etc.  BUT is there a way to keep it from showing "error" when the first field (from which it does its looking up) has not been filled in?  Once it's filled in, the errors go away.

Reply from Alex Hedley:

How about an NZ()?
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DLOOKUP Help Comment from Cindy Sloan @ 3/10/2015
In reply to Garry Smith: It's been a year but in case someone else looks at this and wonders themselves, the answer you were given was almost right. You DO need single quotes around the value of txtGetItemNum and you would format it the way Richard showed.  But you do NOT need quotes around the control name.  Quotes go around text VALUES, not the controls and variables that hold the values. So the last part of the DLookup would look like this: "GalleryItemID= '" & txtGetItemNum & "'")

Reply from Alex Hedley:

Thanks for pointing it out.
(I think it was a typo/copy and paste job)
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I have used DLOOKUP on our SQL tables at work that Comment from Kenny Nelson @ 12/22/2014
I have used DLOOKUP on our SQL tables at work that have thousands of records and it is VERY slow.  Is there a way to speed it up, or is there another method that is faster?

Reply from Alex Hedley:

I wouldn't use DLOOKUP on a large recordset it's inefficient as you've seen.
Why not do a join on your tables to get the value you need?
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Is there any way to have a series of combo boxes t Comment from Shaun Marple @ 12/17/2014
Is there any way to have a series of combo-boxes that filter each other so that there is a limited list in each?  

I want to use it for both querying and entering data.  However, for querying, I am looking to connect all entries together for the exact query and, I am looking to use a filtering technique to  use only the final combo-box for entry purposes.

Do you have any suggestions?

Reply from Alex Hedley:

How about Cascading Combos?
Here is a TIP.
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Comment from Raymond Trussell @ 9/19/2014
using the dlookup I get the correct info on the screen but it is not in the table for that screen text box.  Why is it not in the table as a combobox does is?
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IIF Function Comment from Brian Farley @ 9/15/2014
So for the homework, I put the IIF function for the quote and paid as fields on the report instead of part of the query.

Any Con to doing that, other than you can't get to that field from another report?

Is there a limit on how many fields you can have in a query?


Reply from Richard Rost:

It's been over a year since I recorded that, so I don't remember what the homework was... but just do whatever I said to do in the video. LOL. Ha ha. :)

This is one of those "6 of one way, half-dozen of another" things. There's really no BEST way to do it - whatever works for your situation. Part of me teaching you alternatives is so that you can see what might work best for each scenario.

There is a limit to the number of fields you can have in a query, but realistically you should never hit it.
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Dlookup Split Database Comment from Stephen Eller @ 7/24/2014

Are there any problems with using Dlookup with a split database?

Thanks, Stephen

Reply from Richard Rost:

Not really, except it could be REAL slow if your table is large.
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DLOOKUP Help Comment from Garry Smith @ 4/2/2014
I tried your suggestion by copying your statement above but it did not work for me either. Thanks for the quick response though.

Reply from Richard Rost:

I'd really need to see your database to tell you what's wrong, then. You can submit it to me and my Techs here: TECHHELP.
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DLOOKUP Help Comment from Garry Smith @ 4/2/2014
I am trying to load an unbound text box with the following DLookup function but I get nothing in the text box
Me!txtArtistItemNum = DLookup("ArtistItemNum", "tblConsignments", "GalleryItemNum=" & "txtGetItemNum")

This next statement works fine for a text box that is connected to a table though.
ArtistItemNum = DLookup("ArtistItemNum", "tblConsignments", "GalleryItemNum=" & "txtGetItemNum")
Can you tell me what I m doing wrong?
In both cases txtGetItemNum is an unbound text box that the user types in the search data and then clicks the search button which triggers the procedure the above statements are in.

Reply from Richard Rost:

If your txtGetItemNum is a TEXT value, as the name suggests, then you have to enclose it in quotes in your DLOOKUP statement:

Me!txtArtistItemNum = DLookup("ArtistItemNum", "tblConsignments", "GalleryItemNum=""" & "txtGetItemNum" & """")
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I am trying to use Dlookup to lookup up a number Comment from vicki Hudson @ 3/24/2014
I am trying to use Dlookup to lookup up a number (H1234)that belongs to a name(text).  I was getting a blinking "Error" then put the dbl dbl quotes and now just get "Error". Not sure what to do here.

Reply from Richard Rost:

Let's see your code... show me the line that's giving you the error.
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Microsoft Access Expert 10 Comment from vicki H @ 3/23/2014
I have about 7,000 unique ID's with name,address,and lots more info. Is DLookup the best way to get all that info in the fields with just putting in the unique id?  BTW I love all of these courses.  Thank you for all of us who would rather learn real life than book situations

Reply from Richard Rost:

Yep. Just store the IDs. That's all you need unless you're concerned with storing history.
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Comment from SHIVJI PATEL @ 3/9/2014
At 18.15 there is Refresh Record and Refresh. What is difference between them ?? BY mistake have used only refresh in new action for button command and it's working fine.
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Comment from SHIVJI PATEL @ 3/3/2014
Sales Rep and Service Tag both using same data of Employee Table.  Now I need Query based on Customer Table that show Employee name who have engaged with customer either by Sales Rep or by Service Tag. So Employee will get whole chart that he is connected to which of customer. If I make a Query based on Customer Table and add only customer name , Sales Rep and Service Tag and giving employee name in Criteria  to Sales Rep or same name to Service Tag with any one of employee name , than it shows error.
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Comment from David Koehler @ 1/25/2014
Form with two combo box fields.  Using form and control properties alone, can you set part of the row source of the second combo box to the control source of the first one. In other words, the first combo box gets a value from its row source, then conditions the second combo box to present a list of values specific to that first choice.
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Comment from John Miller @ 12/19/2013
Microsoft Expert 10 Time Line 11:02. When setting up the "Reps Phone" using a DLook Function I keep getting an error in the Phone Number box #ERROR Before I click on the Box or the label it blinks rapidly. I have re-watched the entire Video several times. I am unable to get it to work, I loaded up the database 10 from the library and it runs ok. What might be wrong. Here is the info on the SalesRepCombo combo box and the Reps Phone Text Box.
Combo Box Name: SalesRepCombo
Control Source: SalesRepID
RowSource:SELECT [EmployeeT].[EmpolyeeID], [EmployeeT].[FirstName], [EmployeeT].[LastName] FROM EmployeeT ORDER BY [FirstName], [LastName];
Default Vaule: =Forms![CustomerF]![SalesRepCombo]
SalesRepPhone: Text Box
ControlSource: =DLookUp("WorkPhone","EmployeeT","EmployeeID=" & [SalesRepCombo])
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Does MYSQL Oracle or Microsoft SQL server have o Comment from Bruce Reynolds @ 8/13/2013
Does MYSQL, Oracle, or Microsoft SQL server have or support calculated table fields?

Reply from Richard Rost:

I can't speak for MySQL or Oracle because I've never used them. SQL Server uses a "computed column" which is closer to a calculated query field, and is NOT stored in the table. SharePoint DOES support calculated table fields.
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Multidimensional Databases Comment from Bruce Reynolds @ 8/13/2013
I can see that adding calculating fields in a table increases performance for many records (> 500,000). What kind of database product has Microsoft produced to compete against Hadoop and other multidimensional databases?

Reply from Richard Rost:

SQL Server Enterprise Edition has many of the same features.
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Calculated fields in a table Comment from Bruce Reynolds @ 8/13/2013
Do multiple calculated fields in a table affect performance as the number or records goes up?

Reply from Richard Rost:

I haven't tested it, but I would assume NOT. The calculation is performed when the record is saved or edited, so the total number of records shouldn't be an issue. Access is just working with ONE record at a time.
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Excel has a CONCATENATE function Comment from Bruce Reynolds @ 8/13/2013
Excel has a CONCATENATE function. Does Access have a similar function that can be combined with DLOOKUP?

Reply from Richard Rost:

I'm not sure, but I've never needed it. You can always concatenate with the & character, so it's never been an issue for me. In fact, I almost never use the CONCATENATE function in Excel either (you can use & there too).
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Quotes and double quotes Comment from Bruce Reynolds @ 8/13/2013
Perhaps Microsoft or someone should make more use of the ~ character. This could be a good substitute for the ' or the " character. It's at least easier to read. I don't know how many times I've had to bring out a magnifying glass to decipher the plethora of """"""""" quotes in various programming lines of code.

Reply from Richard Rost:

Tell me about it.
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Spaces Comment from Bruce Reynolds @ 8/13/2013
Do you have to put a space between the " after EmployeeID= and before the & and also a space between the & and SalesRepCombo? If you don't put in spaces before and after &, does Access put them in for you?

Reply from Richard Rost:

It depends on the context, but generally Access is pretty forgiving with the spaces. Bottom line: if it ain't workin', put the space there. :)
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