Extracting a report from a Table in a flat database : Microsoft, Office, 2002

May 17, 2008 12:10pm pdt

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05.06.2008 at 08:44PM PDT, ID: 23381577

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9.1

Extracting a report from a Table in a flat database

Zones: Access Coding/Macros, SQL Query Syntax, Access Forms

Tags: Microsoft, Office, 2002

Hi all, I am stuck with a flat database Table that I need to extract a report from, The control is a Combo box which I think I need to control the Query with. The problem is that the Table contains all the records and the value I want to use as a control is one of the Column Values. Basically the structure is:
----------------------
Item Number, Item Name, truck1, truck2, truck3, etc, etc,
The Item number and Item Name are unique but the counts for the truck are not.
There is a Form which is used to enter and change data on the main Table. what I have been asked to do is produce a Report giving:
--------------
Item Number, Item Name, and the totals for [Truck2]
AND alternatively to be able to select any truck..
I made a Query to look at the Table and just need some way to tell the Query that this time I want Truck2 totals or whatever.
Is it possible to grab the Truck number from a Combo box on the Form? and pass it to the Query.
Or
Would it be easier to use a OnClick Function to make a Table matching the chosen Truck and run the Report against the new Table?

         
           
           
             heres what I made up [that doesn't work]
-------
SELECT Sheet1.[Item Number], Sheet1.[Item Name], [value] AS [Stock On]
FROM Sheet1
GROUP BY Sheet1.[Item Number], Sheet1.[Item Name]
HAVING ((("Value"=[Forms]![FrmSheet1]![Combo29])))
ORDER BY Sheet1.[Item Name];
---------------------
Yes! the Table is called Sheet1

           
         

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Question Stats

Zone: Microsoft

Question Asked By: Paulo357

Solution Provided By: harfang

Participating Experts: 2

Solution Grade: A

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05.06.2008 at 09:15PM PDT, ID: 21513137

Rank: Guru

frankytee:

>HAVING ((("Value"=[Forms]![FrmSheet1]![Combo29])))
is Value a name of a field?
and what field/values are in Combo29?

05.07.2008 at 01:01AM PDT, ID: 21514004

Rank: Wizard

harfang:

I'm afraid you will have to rewrite the query each time from code. Since your table isn't normalized, you cannot achieve that with SQL only.

strSQL _
= " SELECT [Item Number], [Item Name]" _
& " , Sum(" & Me.Combo29 & ") AS [Stock On]" _
& " FROM Sheet1" _
& " GROUP BY [Item Number], [Item Name]" _
& " ORDER BY [Item Name]"

Then use the string as needed (source of a report, save as query, etc.). Note: I'm assuming some VB code run from the form FrmSheet1, hence the Me. keyword.

Good luck!
(°v°)

05.07.2008 at 01:51PM PDT, ID: 21520259

Paulo357:

Frankytee
to reply to your entryfirst, do you agree with Harfabq comment? that as my table is not normalized we cannot reach a result via SQL. More info you asked for might help, I named a column in my query 'Value' without the brackets, and tried to populate it with the value in my text combo box off the form, this was my lame effort to control the query output to only bring out the records from the table relating to one particular vehicle.

05.07.2008 at 01:53PM PDT, ID: 21520274

Paulo357:

harfanq,
I did consider making 12 individual qeries to draw off the table each vehicles figures, but poped this question here thinking it might be possible to still use the flat table to access one vehicle at a time, selecting via a combo control on a form. But apparently not possible?

05.07.2008 at 03:59PM PDT, ID: 21521087

Rank: Wizard

harfang:

> But apparently not possible?

Well, technically, it is. Starting from normalized tables, it's very easy to reconstruct your present flat table. The opposite is not true: normalizing is never an efficient process, but it's possible in this case.

Consider the query below. It creates the normalized view, i.e. what your table should have been, or should become. You can then use this as source for any parametric query using the field TruckNb as filter. If your reconstruct what happens then, you will see that it forces Jet to run 12 queries, merge them, and then filter only 1 of them. This is very illogical and cannot be efficient.

Instead, rewriting the query through code {http:#a21514004} directly generates only one of the queries you see in the UNION query. This *is* efficient, if you need to work with a "flat" (or rather "horizontal") table.

Does that answer your question?
(°v°)

                       
                                SELECT [Item Number], [Item Name], 1 AS TruckNb, Truck1 As Load FROM Sheet1 WHERE Truck1 Is Not Null
UNION ALL SELECT [Item Number], [Item Name], 2, Truck2 FROM Sheet1 WHERE Truck2 Is Not Null
UNION ALL SELECT [Item Number], [Item Name], 3, Truck3 FROM Sheet1 WHERE Truck3 Is Not Null
UNION ALL SELECT [Item Number], [Item Name], 4, Truck4 FROM Sheet1 WHERE Truck4 Is Not Null
...
UNION ALL SELECT [Item Number], [Item Name], 12, Truck12 FROM Sheet1 WHERE Truck12 Is Not Null

Open in New Window

05.07.2008 at 04:22PM PDT, ID: 21521222

Paulo357:

Great stuff H
But Iam afraid you are a couple of light years in front of me. I was just stitting here contemplating what Normalizing meant!
I read what your saying, that one can continue with this horizontal Table. but honestly I havent a clue on how to implement what your saying. I presume we are placing your code in a Module here? right.
Would it be easier for me to 'normalize' my Table... I take it that I would need to split it into three tables, one with the: Item number and Item Name in it. A second with The stock on tucks in it, and athird with the Trucks in it. all linking via the row ID's right?

05.07.2008 at 06:30PM PDT, ID: 21521707

Paulo357:

Harfanq
I have pasted your code smaple into the SQL section of my Query and the symbol has now changed to what I expect is a Union query two superimposed OO's [my first!]
BUT
when I run it I am prompted for Truck 1, then 2,3,4 etc through to 12 [as I added the missing ones]
Imputting anything into these popup's prompts only produces a Qery with whatever youve typed in it.
EG: Item number, Item Name, TruckNb, Load
Have I missed somthing?
Please continue

Cheers Paul

05.07.2008 at 06:53PM PDT, ID: 21521796

Paulo357:

Experimenting... I have tried this one line to access Truck 12 data which is valid in the Table [Not Null]
The Column referring to Truck 12 is called 12 TK whith a space so I assume [again] I should bracket with " "
-----------
SELECT [Item Number], [Item Name],"12 TK" AS TruckNb, "12 TK" As Load FROM Sheet1 WHERE "12 TK" Is Not Null
-----------
This returns 12 TK is both columns TruckNb and Load

05.07.2008 at 07:03PM PDT, ID: 21521825

Rank: Wizard

harfang:

Thanks!

> what Normalizing meant!

I won't offend you by pointing to Wikipedia pages or similar background readings of varying technical level. The point here is that you have columns that should be rows, and this is all I meant (at this point) by "normalizing".

> we are placing your code in a Module here?

In fact, it's just a query. If by any chance I haven't made any typos and if you are willing to fill in the blanks (at ...), this could be pasted into a new query in SQL view. There is no assistant to build UNION queries, so they need to be entered manually (although one can often copy-paste large portions from a previous query).

To get a feel for SQL, take the habit of reading the SQL view whenever you have built a new query. It quickly becomes quite readable.

> I would need to split it into three tables

Precisely, yes. The link between Items and Trucks is called a many-to-many relationship (same item type on several trucks and several items on each truck). The table with the "stock" is then called a link table, because it uses the keys from both tables, forming two one-to-many relationships.

Cheers!
(°v°)

05.07.2008 at 07:07PM PDT, ID: 21521840

Rank: Wizard

harfang:

Sorry, missed your last posts (didn't refresh for a while).

> two superimposed OO's [my first!]

Congrats!

> I am prompted for Truck 1, then 2,3,4 etc

This means that the field names are not correct. Whenever you make a typo, the word becomes a "parameter" and you get prompted for it. In your question, you said the fields were truck1, truck2, etc. so this is what I used. If it's [Truck 1], [Truck 2], etc., you need to make the proper adjustments.

(°v°)

05.07.2008 at 07:10PM PDT, ID: 21521848

Rank: Wizard

harfang:

Hint: try to make the first line work alone. The query assistant will be available to get the syntax right. Once the first line works, you should be able to adapt the others, or you can post back here so I have the correct names.

(°v°)

05.07.2008 at 07:12PM PDT, ID: 21521860

Paulo357:

Thanks for the detail... great
Did you see my earlier post 1:30 & 1:53
I would like to run with what your providing... enjoying the learning

Paul

05.07.2008 at 07:48PM PDT, ID: 21521970

Rank: Guru

frankytee:

>to reply to your entryfirst, do you agree with Harfabq comment? that as my table is not normalized we cannot reach a result via SQL.

i've only skimmed the comments but generally yes, Harfang is right. with your data going across columns rather than rows you will cause yourself grief and making it harder than necessary.
The critical factor is that the underlying tables in a db should be normalized as H stated, and from then you can join to other tables, build your queries etc which can then form the basis of your reports.

so a report may not necessarily have to get its data directly from a normalised table (for eg its data source may be a "star" like schema) but by having normalised structure you can enforce data consistency and the ability to construct any query to drive your reports including the report output (the one with trucks as columns) that you used as the beginning in case you need to create that output for whatever reason.

05.08.2008 at 04:54PM PDT, ID: 21529490

Paulo357:

This Union query stuff is perplexing...
This is what I have and poses a parameter query for trucks 9,10,11,12,14,15,16?
nothing for 12,1,2,3,4,5,6,7,8?
But returns the correct values, Should I just be happy it works or can anyone help as to why a cant get it working correctly, I would like the prompts to cease

Cheers Paul

05.08.2008 at 06:45PM PDT, ID: 21529905

Rank: Wizard

harfang:

> This is what I have

You didn't include your query... We need one query that works (for example just selecting data for truck1 or for truck12), and the one that doesn't.

(°v°)

05.08.2008 at 06:57PM PDT, ID: 21529950

Paulo357:

Sorry, mid blank:
-------------
SELECT [Item Number], [Item Name],12 AS TruckNb, [12TK] As Stock FROM Sheet1 WHERE [12TK] Is Not Null
UNION ALL SELECT [Item Number], [Item Name], 2, [2TK] FROM Sheet1 WHERE [2TK] Is Not Null
UNION ALL SELECT [Item Number], [Item Name], 3, [3TK] FROM Sheet1 WHERE [3TK] Is Not Null
UNION ALL SELECT [Item Number], [Item Name], 4, [4TK] FROM Sheet1 WHERE [4TK] Is Not Null
UNION ALL SELECT [Item Number], [Item Name], 5, [5TK] FROM Sheet1 WHERE [5TK] Is Not Null
UNION ALL SELECT [Item Number], [Item Name], 6, [6TK] FROM Sheet1 WHERE [6TK] Is Not Null
UNION ALL SELECT [Item Number], [Item Name], 7, [7TK] FROM Sheet1 WHERE [7TK] Is Not Null
UNION ALL SELECT [Item Number], [Item Name], 8, [8TK] FROM Sheet1 WHERE [8TK] Is Not Null
UNION ALL SELECT [Item Number], [Item Name], 9, [9TK] FROM Sheet1 WHERE [9TK] Is Not Null
UNION ALL SELECT [Item Number], [Item Name], 10, [10TK] FROM Sheet1 WHERE [10TK] Is Not Null
UNION ALL SELECT [Item Number], [Item Name], 11, [11TK] FROM Sheet1 WHERE [11TK] Is Not Null
UNION ALL SELECT [Item Number], [Item Name], 13, [13TK] FROM Sheet1 WHERE [13TK] Is Not Null
UNION ALL SELECT [Item Number], [Item Name], 14, [14TK] FROM Sheet1 WHERE [14TK] Is Not Null
UNION ALL SELECT [Item Number], [Item Name], 15, [15TK] FROM Sheet1 WHERE [15TK] Is Not Null
UNION ALL SELECT [Item Number], [Item Name], 16, [16TK] FROM Sheet1 WHERE [16TK] Is Not Null;
-----------------

05.08.2008 at 08:05PM PDT, ID: 21530188

Rank: Wizard

harfang:

I take it this works:

SELECT [Item Number], [Item Name],12 AS TruckNb, [12TK] As Stock
FROM Sheet1 WHERE [12TK] Is Not Null

From what you are saying, we can also assume that this works, for example:

SELECT [Item Number], [Item Name], 6, [6TK]
FROM Sheet1 WHERE [6TK] Is Not Null

However this (or any other in 9,10,11,12,14,15,16) doesn't:

SELECT [Item Number], [Item Name], 13, [13TK]
FROM Sheet1 WHERE [13TK] Is Not Null

How come? Doesn't your table have a field called [13TK]? If you try this query alone, do you get prompted also? If you try to switch to design view, can you fix it? If yes, what is the correct SQL?

(°v°)

Accepted Solution

05.08.2008 at 08:46PM PDT, ID: 21530299

Rank: Wizard

harfang:

Welcome, and success with your project (whether normalized or not)!

(°v°)

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