Access 2000

[stm8ter]

I currently have a input table where Purchase Orders are entered. The problem comes up with long orders containing Grouped Items.

When I enter Group #1 items with several related items in rows directly below, then seperate them from Group #2 with a blank row.

Everything looks fine while inputing the data, however once I go to write the report for some reason some of the items change row location and no longer follow the related items. Ok here comes the good part, when I go back to the input table the items are no longer in the order that they were entered. Is there a control I missed? I need the items to stay in the order they are entered as this helps field confirm all parts are ordered and recieved.

I can go back into the input table and edit it to place all of the items in the order I want, however this is time consuming process. There must be a better way.

Thanks for your help

 

[dcx693]

From what it sounds like, you are are doing some no-nos when it comes to databases.

From what you wrote, you are entering data directly into tables, which itself is not bad. However, you should never enter empty rows into your data table.

The best way to display things in a certain order is by viewing it using a sorted query (or if you're looking at a report, by sorting your report).

Perhaps you should create a field in your database that captures the time and date the data was input and sort on it.

 

[stm8ter]

Thanks for your responce

I left out a detail that may make a difference.

There is a Purchase Order Entry Table where the date, project, address, vendor, and other same project related info is input.

The actual Purchase Order (Items) information is entered in a subtable. I understand there may be a problem with the blank rows being used to sepearate dissimilar items. What I do not understand is why I can go back later and edit the sub table and the changes hold, but they do not hold in the begining.

Would it be advisable to use a character in the row to be used as a seperator that would not show up on the report? Currently we enter the field with a space from the spacebar (technically not blank) and then go to the next row. I have not encountered any other problems with this so far and I run several different reports off of this sub table. With your comment I am concerned I may be looking for trouble down the line somewhere.

Thanks again for your help.

 

[dcx693]

I'm a bit confused when you say:

There is a Purchase Order Entry Table where the date, project, address, vendor, and other same project related info is input. The actual Purchase Order (Items) information is entered in a subtable.

There are no subtables in Access terminology. Do you mean a form and a subform?

What I do not understand is why I can go back later and edit the sub table and the changes hold, but they do not hold in the begining.

What might be happening here is that if you are viewing the data through a form, or subform it might be sorting the data differently than in your data table.

 

[stm8ter]

Thanks for all of your help.
Pat I am reviewing the information you directed me to. It may be over my head, but I will keep at it.
From the way I formed the question I as sure you realize I am not a data base person. Lets see if I can get it correct here.

First I probaly posted this in an incorrect location.

I do have a form.
The form holds all of the Project and Supplier information.
There is a subform. This holds all of the actual Items purchased Information.
I have users (Data Entry Persons)who are NOT field installers and do not always understand what they are entering. Thus the need to keep the related Purchase Order items together.

Previously we used Excell for all of the Purchase Orders.
Advantage nice neat and kept in order.

I needed to put this information on access to
save space,
consolidate,
Search,
create job cost reports
I bring together labor from a labor time entry form and the Purchase Order cost and the bring in the Project Contract amount with the Project Contract adjustments from a project history form.

Sorry, probably way more information than you wanted to see.
I am sure there is always a better way to bring this Purchase Order into the mix. Any suggestions would be apperciated.

 

[stm8ter]

Auto Numbering

Thanks Pat
I was under the impersion that the was some sore of auto numbering that went on, however you have opened my eyes. I am thinking along the lines of adding auto numbering to keep the data imput in the order it was enetred. I do understand that rows can not be inserted later. The only way I see around this is to reenter data from the point of the entry mistake. I have had to do this in the past and as much as it is agravating it does seem to work.

I like the way access keeps all of my Purchase Orders together and gives me alot of flexability with my reports. I may have to rethink a couple of things, but all things considered, this is far more efficient than using excell for purchase order tracking and archiving.

Thanks for your help, I am sure I can reslove this with the auto numbering.