Remove Duplicate Access record, but keep orginal notes

I have a table that has duplicate records.  I cannot avoid getting duplicate records due to the type of data that is being entered.  For instance I may have a record for order A, that asked to be shipped on 7/10, the cus may then change the requested ship date to 7/11.  This would create a duplicate record for order A, but just different shipping dates.  I need to keep the record with the latest ship date, and copy the comments from the original file.  I am using the query statement below to keep the last entry but don't know how to copy the comments from the first instance of order A to that last instance of order A.

I would prefer VB code to do everything, but will use a query or anything that might work.  I will have to run the duplicate check every day on 4 different tables that can hold up to 10000 records each.  There are multiple columns, but the three major ones are [Order], [Received], [Comments].  I need to find duplicates in the [Order] column.  Keep the record with the latest [Received] date, and copy the data in the [Comments] in the first instance to the [Comments] in the last instance then delete the first instance.
DELETE *
FROM PT_DS1
WHERE ID Not In (SELECT ID FROM PT_DS1 AS A 
WHERE Not Exists (SELECT True FROM PT_DS1 AS B 
WHERE A.[Order] = B.[Order] AND A.ID < B.ID));

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wefarmer3Asked:
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Scott McDaniel (Microsoft Access MVP - EE MVE )Infotrakker SoftwareCommented:
Is this a program you designed? If so, it would seem that you would simply update the Received instead of creating a new record - that is, in the User Interface, enforce this policy, not at the data level.

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aikimarkCommented:
Why create a new record when it is so easy to change the existing record?!?
(concurrence with LSM thoughts)

How about a separate table for comments?  You could just change the linking number from the original to the new record.

You would run an Update query on a joined view of the table joined to itself on the ORDER column, limiting rows to those joined records where the ID (autonumber) values are not equal.

Note: the update query must run before your Delete query.

You will have a more efficient process if you perform a logical deletion of superceded rows and then a true deletion.  Add a boolean column to the table to indicate the row has been superceded.  Alternatively, you might include a supercedes column that allows you to back-track customer-related change activity.  However, following the LSM advice would be the best approach from both a performance and maintenance criteria.

Note: You might also consider a change log table that will retain the old date values of the changed rows.
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dqmqCommented:

>I need to keep the record with the latest ship date

Really? That's not what your delete SQL does.  Your SQL deletes all but the most current record regardless of the ship date.  That's probably what you meant to do--just wanted to be sure.

One issue arisies is t hat you may have more than two records for the same order.   Your DELETE removes all of the older ones, so then you need to pickup comments from all of them?

The attached code has been adapted to update the newest record from the oldest and then delete it.  So, I'd suggest putting it inside a loop that runs until there is a single record for the order.  Also, it should be inside a transaction.

Finally, I agree with LMS: if you don't care about the history of changes, then change the application to do an update instead of an insert.  If you do care about the history, then don't delete it.  You can create a view that returns only the most current record and another that returns the comment history.






UPDATE PT_DS1 as A INNER JOIN PT_DS1 as B ON
A.OrderID = B.OrderID and A.ID <>  B.ID
SET A.comments = nz(B.comments + vbNewLine, "") & A.comments)
where
A.ID = (Select max(D.ID) from PT_DS1 as D where D.OrderID = A.OrderID)
and
B.ID = (Select min(C.ID) from PT_DS1 as C where C.OrderID = A.OrderID)
 
DELETE * 
FROM PT_DS1 as A
WHERE 
A.id = (Select min(B.ID) from PT_DS1 as B
    where B.OrderID = A.OrderID
    group by B.OrderID
    having count(*) > 1) 

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