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Home > TechHelp > Directory > Access > Import New Changed < AutoTab | Year End Report >
Import New, Changed Records
By Richard Rost   Richard Rost on Twitter Richard Rost on LinkedIn Email Richard Rost   11 months ago

Import New and Changed Records. Update Pricing from Vendor.

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In this lesson, we will take a product sheet that was sent by our vendor and import new products and price changes into our Access database. We'll learn how to create a permanent link to an Excel workbook. Review all the price changes and new products. Then create an update query to change our prices, and an append query to add new products.

Aaron from Brisbane, Australia (a Gold Member) asks: I get an updated product list in an Excel spreadsheet each month from my main vendor. I would like to import their data into my Access database, update unit cost for any existing products, and add new products to my table. Can this be automated? Right now it takes me an hour to type everything in each month.


I'll show you how to also check for deleted products and automate the entire process (all three queries) with ONE CLICK. We will also learn how to work with product markups so if the vendor's price changes, your sales price will be updated accordingly.

Silver Members and up get access to view Extended Cut videos, when available. Gold Members can download the database template from class plus get access to the Code Vault. If you signed up on YouTube you have to contact me so I can set up your account here on my web site. If you're not a member, Join Today!


Linking to Excel Data:
Outer Joins:
Update Query:
Append Query:

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Please feel free to post your questions or comments below or submit them via the TechHelp page.


Import New Changed Records Upload Images   Link  
Rajashree Natarajan 
3 months ago
Hi Richard,

I import the statement from a hearing aid vendor and append it to my vendor T. The statement contains new orders and repair orders. The problem is that they send the pt names as a joined name in their report and I have it as two separate fields in my Table. How do I import the statement and assign it the patient ID. Right now I am manually entering pt ID as I want a record history of orders and repairs and the cost for each patient in their form. I have a button in my Patient form that brings up the history of all their individual  hearing aid data. Read More...
Scott Axton
3 months ago
Good morning!  
I once had a similar circumstance with a client of mine.  I had them ask the vendor if they could maintain the data they way we provided it.  (We gave them the FirstName, LastName, ID among other fields) That was easy as they already had an export for that additional data themselves.  They just made a little adjustment and I had the data come back the way we needed. I was then able to just do a direct import.
So my first suggestion is  - Ask. It never hurts.

How do you receive your data?  Individual documents? Spreadsheet?  PDF? Other?
Could you provide a screen shot - even made up of fake info or blacked out of sensitive info so we can better help?

Separating the fields, if it is always the same is pretty straight forward.  Like "FirstName Last name" you just look for the space.  The gotcha is if the data is inconsistent.  First Last, First Middle Last, hyphenated, etc.

Take a look at the String Functions for a basic primer.

Scott Axton
3 months ago
Does your vendor use and ID that is unique?  That would be the easiest way to match up a patient and their record.  Other things that would make matching easier would be serial numbers on the aids, phone #, etc.

I just noticed I didn't read very well.  I see that you are getting an Execl Sheet.

Richards Text to Columns may help you split out the data prior to importing into your database.

Since you mentioned that the data has errors I would import it into a temporary table so you can clean it up prior to adding it to your tables.  It sounds like you will have some manual verification of at least some of the data.
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Query on long text field Upload Images   Link  
Elaine Heltman 
3 months ago
Richard, using the technique you describe in the video, how do I construct the review query correctly using a long text field in the criteria? I tried LeaseT.LeaseNotes <> [TrackingT.LeaseNotes], but the results are incorrect. Let me know if you need more information to assist. Thank you.
Richard Rost
3 months ago
The criteria for your LeaseT.LeaseNotes field should be:


Make sure your join is correct. Make sure you can see them next to each other WITHOUT the criteria first. Then add it.
Alex Hedley
3 months ago
That's gonna be an intense search. Will the only thing that matches be the Notes?
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Keywords: TechHelp Access price changes, product changes, changed records, vendor pricing, import new, import changes, update pricing, automate queries, outer joins, update query, append query, link to excel  PermaLink