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02.24.2008 at 02:50PM PST, ID: 23188941
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Access Query Formula Needed
Tags: Microsoft, Access, 2003
I need to change the way a certain field calculates data, but at the same time not endanger the 5 years worth of historical data that reside in the underlying table.
 
I need to create a formula within a query that says:
      If field S already contains a number, leave it there (to preserve historical data)
      But if field S does not contain a number, then make field S the sum of field SE 
                      and field SW (the new calculation)

In other words, I need something like:
      If field S > 0, then field S = S (to leave the old data in the table)
      If field S = 0, then S = SE + SW (to add the new data to the table)

How can I write such a formula? Please note that I do not know VBA. Is there a simple mathematical formula that I can just write into the query.
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Question Stats
Zone: Microsoft
Question Asked By: rball
Solution Provided By: LSMConsulting
Participating Experts: 1
Solution Grade: A
Views: 166
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02.24.2008 at 02:57PM PST, ID: 20971837

Rank: Sage

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02.24.2008 at 03:16PM PST, ID: 20971905

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02.24.2008 at 04:01PM PST, ID: 20972037

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02.24.2008 at 04:15PM PST, ID: 20972087

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02.24.2008 at 05:30PM PST, ID: 20972320

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02.25.2008 at 04:56AM PST, ID: 20974781

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02.24.2008 at 02:57PM PST, ID: 20971837

Rank: Sage

Use an Update query ... build a query with your table, and drag that field to the design grid ... now click Query - Update Query and add this in the "Update To" line for that column.

IIF(Nz(S,0)>0, Nz(S,0), Nz(SE,0)+Nz(SW,0))

Before doing ANY of this, however, make a copy of this table.
 
02.24.2008 at 03:16PM PST, ID: 20971905
Your solution looks promising. I'm going to give it a try right now. I'll get back to you.

Thanks
 
02.24.2008 at 04:01PM PST, ID: 20972037
I added the formula suggested to my existing query and it appears to have done exactly what I was looking for! All of the existing data in the field in question was preserved and the new data was added. However, I seem to have lost the view of my other fields in the query.  In Design view, I'm missing "Sort" and "Show" after adding the formula in the "Update To" row. This has happened to me before and I forget how I got them back (relative newby here).
 
02.24.2008 at 04:15PM PST, ID: 20972087

Rank: Sage

An Update query is an "action" query ... you won't see these items until you switch back to a 'normal' query view.
 
02.24.2008 at 05:30PM PST, ID: 20972320
Aha. O.k., now I see everything again. Thanks.

One last thing. Perhaps I applied this incorrectly, but it appears that this solution serves as a temporary query on the data and doesn't become a permanent part of the database. When I switch back to normal view, the formula disappears and doesn't come back again even if I switch back to Update query. When I go to the actual form and enter data into the fields SE and SW, their sum doesn't appear in field S as intended.

After re-reading my question I can see that I didn't really make that too clear. Sorry.

On the form, the data in field S used to be manually typed in by a clerk. What I'm actually doing is adding 2 more fields on this form, SE and SW. What I want to happen is to have the clerk type data into SE and SW and have the sum of these two fields automatically appear in field S. I could simply type in a formula that says S=SE+SW and that would definately auto-total the number in S, but it would also overwrite the entire historical table using the new formula. Your solution definately preserves the data as well as calculating the new data correctly. Now I need to find a way of applying it in a permanent fashion.

Hope I haven't hopelessly convoluted this.
 
02.25.2008 at 04:56AM PST, ID: 20974781

Rank: Sage

Yes the query colum would only be run when you execute it ... if you need this to be done when the user enters values in the SE and SW textboxes on your form, do this:

Private Function CalculateS() As Boolean
  If IsNull(Me.SE) or IsNull(Me.SW) Then exit function
  Me.S = Me.SE + Me.SW
End Function

Now call this anytime your SE or SW controls are updated:

Private Sub SE_AFterUpdate()
  CalculateS
End Sub

Private Sub SW_AfterUpdate()
  CalculateS
End Sub

But I'm not clear as to how using S=SW+SE is any different than running an Update query? If I add S=SE+SW to the form for the "S" control's ControlSource, then it is the same as running the query you did earlier ... in other words, each time you move to a different record in your form, the form would recalculate the value for S based on the values for SE and SW ... this is exactly what you did with the Update query, and it would also make sure to update historical data IF the values of SE or SW changed for that record.
Accepted Solution
 
 
02.25.2008 at 05:29PM PST, ID: 20980992
LSMConsulting - Thanks for your solution. All is well!
 
 
 
20080236-EE-VQP-29 / EE_QW_2_20070628