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Importing DbaseIII to access and Incrementing date+numbers

Posted on 2003-12-03
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Last Modified: 2010-04-17
My query is as follows.  I currently run a simple accounting suite in dBase III. It consists of a ledger, customer, client and bank files.  The ledger has one entry per transaction and connects to the customer and client files by postcode. It connects to the bank ledger by cheque number for both debits and credits, it also has for a second reference the customer post code and a field number from the ledger.  The field number in the ledger is the controlling field and due to the limitations of DOS consists of the date of the transaction in YYYY, MM, DD, number format the number increments for each transaction for that day i.e. "2003.12.03.01" "2003.12.03.02" etc
Each ledger entry actually contains two entries on one line, the first part is the debit side and the second is the receipt of payments to that transaction.
 
 I can access all the records through Access and currently print my invoices and various forms from there. However I would like to import all the information into Access and use it as my database.  The problem I have is in dBase when I start making entries the programme checks the last entry on file, If it is an additional entry for that day it will increment the number. If it is the first entry for that day it will generate a new number starting at "YYYY, MM, DD.01" incrementing the last two digits for each entry.  I can with difficulty get Access to generate the number in the correct format but not to increment for each entry. However I am having trouble in getting it to check the latest entry on the file in order to generate the correct number?  

The second problem that may arise is that I have to submit a summary each week to my bankers. This is achieved by having a field corresponding to the week number. Therefore I will need a piece of code to calculate the week number.

It would be appreciated if you could give me some indications of how to write a data entry programme, which will check for the last entry in the file and generate the correct number.
Sabdy
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Question by:SandyRoss
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bdbrown earned 500 total points
ID: 9866512

In your Access Query, parse the [DateField] into two parts and sort on the both fields.

SELECT Left([DateField],10) AS DatePart, Right([DateField],Len([DateField])-11) AS Number FROM Table2
ORDER BY Left([DateField],10) DESC , Right([DateField],Len([DateField])-11) DESC;

I use this method in a few apps where I need to find the next avalible number. If you sort DESC, the last entry is always the first record returned so you don't have execute a .MoveLast to get it.

bdb

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Author Comment

by:SandyRoss
ID: 9867592
Thanks for that it is a simpler version that the one I was trying to use.
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by:bdbrown
ID: 9867819
Glad I could be of some help
bdb
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