VBA DAO Query Result Set

Posted on 2011-09-11
Last Modified: 2012-05-12

I am trying to create a VB script to automate a mailing based on several query result sets from access. I have gotten to the stage that the output is correct but have a problem with the 5th and 6th record set query as they only return one record (When in fact there should be at least two for each).

I don't really understand why this is happeneing as the SQL is exactly the same as in the 2nd record set - which works perfectly. Also I've tested the SQL directly in an access query & there are no errors in the formatting that I can see... correct number of records returned.

I'd appreciate any help you could offer.



Public emailaddress, ccaddress, Subject, body1 As String
Public baserow, toprow, countnumberofrows, emails As Integer
Public tempdir, projectlistdir, WBPATH As String
Option Compare Database
Option Explicit
'  This module requires references to the
'  following object libraries:
'  1. Microsoft Excel X.X Object Library,
'    where X.X is the Excel Version Number.
'  2. One of the following:
'    For mdb files:
'      Microsoft DAO 3.6 Object Library
'      (DAO360.DLL)
'    For ACCDB files (Access 2007):
'      Microsoft Office 12 Access Database Engine Objects
'      (ACEDAO.DLL)
'      This reference should be set already.
'  To set the reference, in the VBA editor:
'    Tools > References.
Private Sub SaveRecordsetToExcelRange()
  '  Excel constants:
  Const strcXLPath As String = "C:\Josh\My Docs\Project List Data\OUTPUT\AG_ACCRUALS_TEMPLATE.xls"
  Const strcWorksheetName As String = "Sheet1"
  Const strcCellAddress As String = "A3"
  '  Access constants:
  Const strcQueryName As String = "QRY018_PROJECT_WITH_AG_ACCRUALS"
  Const strcQueryName2 As String = "QRY016_AG_ACC_S1"
  Const strcQueryName3 As String = "TBL012_PROJECT_ALLOCATION"
  Const strcQueryName4 As String = "TBL011_PROJECT_CONTACTS"
  Const strcQueryName5 As String = "TBL013_AG_EMAIL_DETAIL"
  Const strcQueryName6 As String = "QRY020_PORTFOLIO_ALLOCATION_INC_DETAILS"
  '  Excel Objects:
  Dim objXL As Excel.Application
  Dim objWBK As Excel.Workbook
  Dim objWS As Excel.Worksheet
  Dim objRNG As Excel.Range
  ' Excel Varaiables:
  Dim RW, x As Integer
  Dim AC As String
  Dim sendmail As Integer
  sendmail = MsgBox("Should Emails Actually be Sent?", vbYesNo, "Send Mail")
  '  DAO objects:
  Dim objDB As DAO.Database
  Dim objQDF As DAO.QueryDef
  Dim objRS1 As DAO.Recordset, objRS2 As DAO.Recordset, objRS3 As DAO.Recordset, objRS4 As DAO.Recordset, objRS5 As DAO.Recordset, objRS6 As DAO.Recordset
  Dim rscount As Integer
  'SQL statements:
  Dim SSQL As String
  Dim intcolindex As Integer
  'find body text
  SSQL = "SELECT * FROM " & strcQueryName5
      '  Open a DAO recordset 5 on the query:
  Set objRS5 = CurrentDb.OpenRecordset(SSQL)
  Subject = objRS5.Fields("Subj").Value
  body1 = objRS5.Fields("Body").Value
  'Rescord Set Criterion:
  Dim projno As String
  'On Error GoTo Error_Exit_SaveRecordsetToExcelRange
  'get all of the project numbers
  SSQL = "SELECT * FROM " & strcQueryName
    '  Open a DAO recordset 1 on the query:
  Set objRS1 = CurrentDb.OpenRecordset(SSQL)
    'use each of these project numbers to subquery the accruals
  Set objXL = New Excel.Application
  objXL.Visible = True
 Do Until objRS1.EOF
 projno = objRS1.Fields("PNO")
 'now loop through and collate the next dataset
 SSQL = "SELECT * FROM " & strcQueryName2 & " WHERE (" & strcQueryName2 & ".ProjectNumber = '" & projno & "')"
 Set objRS2 = CurrentDb.OpenRecordset(SSQL)
 '  Open Excel and point to the cell where
  '  the recordset is to be inserted:
  Set objWBK = objXL.Workbooks.Open(strcXLPath)
  Set objWS = objWBK.Worksheets(strcWorksheetName)
  Set objRNG = objWS.Range(strcCellAddress)
  objRNG.CopyFromRecordset objRS2
  'format the file
 'set the amount to be a formula
  RW = 3
 AC = "G" & RW
 Do Until objWS.Range(AC).Value = ""
 objWS.Range(AC).Formula = "=round(P" & RW & "*Q" & RW & ",2)"
 RW = RW + 1
 AC = "G" & RW
 'put in column heads
 AC = "A2"
 For intcolindex = 0 To objRS2.Fields.Count - 1
   objWS.Range(AC).Offset(0, intcolindex).Value = objRS2.Fields(intcolindex).Name
 'put in instructions
 objWS.Range("A1").Value = "Please check that the nominal codes are correct and update the number of days to accrue. The formulas will calculate the correct acrrual value."
 objWS.Range("A1:M1").Interior.ColorIndex = 45
 'Highlight nominal and days
    objWS.Range("E3:E" & objRS2.RecordCount + 3).Interior.ColorIndex = 45
    objWS.Range("L3:M" & objRS2.RecordCount + 3).Interior.ColorIndex = 45
    objWS.Range("P3:P" & objRS2.RecordCount + 3).Interior.ColorIndex = 45
 'save file
  WBPATH = "C:\Josh\My Docs\Month End Journal Log\Period " & objWS.Range("U3").Value & "\AG ACCRUALS " & projno & ".xls"
  objWBK.SaveAs (WBPATH)
If sendmail = vbNo Then GoTo nextrecord ' comment out when testing
  'find reciepiants____________________________________________________________________
  SSQL = "SELECT " & strcQueryName3 & ".Allocated_to FROM " & strcQueryName3 & " WHERE (" & strcQueryName3 & ".Project_Number = '" & projno & "')"
    Set objRS3 = CurrentDb.OpenRecordset(SSQL)
rscount = objRS3.RecordCount
    emailaddress = ""
For x = 0 To objRS3.RecordCount - 1
    SSQL = "SELECT * FROM " & strcQueryName4 & " WHERE (" & strcQueryName4 & ".Emp_Number = '" & objRS3.Allocated_to & "')"
    Set objRS4 = CurrentDb.OpenRecordset(SSQL)
    If emailaddress = "" Then emailaddress = objRS4.Fields("Email_Address") Else emailaddress = emailaddress & "; " & objRS4.Fields("Email_Address")
Next x
  'find cc_______________________________________________________________________________
   SSQL = "SELECT * FROM " & strcQueryName6 & " WHERE (" & strcQueryName6 & ".Project_Number = '" & projno & "')"
    Set objRS6 = CurrentDb.OpenRecordset(SSQL)
    rscount = objRS6.RecordCount
   ccaddress = ""
 For x = 0 To objRS6.RecordCount - 1
 If ccaddress = "" Then ccaddress = objRS6.Fields("Email_Address") Else ccaddress = ccaddress & "; " & objRS6.Fields("Email_Address")
 Next x
 'call email
  If sendmail = vbYes Then Email_AG_Accruals
  '  Destroy Excel objects:
  Set objRNG = Nothing
  Set objWS = Nothing
  Set objWBK = Nothing
  Set objXL = Nothing
  '  Destroy DAO objects:
  If Not objRS2 Is Nothing Then
    Set objRS2 = Nothing
  End If
  Set objQDF = Nothing
  Set objDB = Nothing
GoTo Closeses
  MsgBox "Error " & Err.Number _
    & vbNewLine & vbNewLine _
    & Err.Description, _
    vbExclamation + vbOKOnly, _
    "Error Information"
  GoSub CleanUp
  Resume Exit_SaveRecordsetToExcelRange
MsgBox ("Job Complete")
End Sub
Sub Email_AG_Accruals()
Dim OutApp As Object
Dim OutMail As Object
Set OutApp = CreateObject("Outlook.Application")
Set OutMail = OutApp.CreateItem(0)
With OutMail
.To = emailaddress
.CC = ccaddress
.BCC = ""
.Subject = Subject
.Body = body1
.Attachments.Add WBPATH
'.send  'or use
End With
Set OutMail = Nothing
Set OutApp = Nothing
End Sub

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Question by:bedsingar
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LVL 61

Accepted Solution

mbizup earned 500 total points
ID: 36519689
<as they only return one record (When in fact there should be at least two for each).>

Are you basing this ("one record") on the RecordCount property?

This is inaccurate, because the RecordCount property is always 1 or zero when the recordset is initially opened.  It is zero if there are no records; 1 if there are records.  It will display the correct "total records" if you use a moveLast statement.

In general, don't use RecordCount to determine the endpoint of your recordset loops.  Do something like this instead:

Do Until objRS6.EOF
     If ccaddress = "" Then ccaddress = objRS6.Fields("Email_Address") Else ccaddress = ccaddress & "; " & objRS6.Fields("Email_Address")

This applies to any recordset loop you are currently using RecordCount as criteria for ending.
LVL 75
ID: 36519739
If a table is local (as opposed to Linked) ... and you need the RecordCount, that fastest, most efficient way is:

Dim lCnt As Long
lCnt = CurrentDB.TableDefs("YourTableName").RecordCount


Author Comment

ID: 36519826
@ DatabaseMX thanks for the tip i'll give it a go.

@ mbizup thanks for your advice - this makes sense and is more than likely the issue. However switching  to the code you suggest has resulted in a "loop without a do" error ... Although there is a Do for Each loop. Quick google shows that the error is usually because of open If /Else statements. So I commented them all out & still no luck ...

Is there a limit to the number of nested loops you can have within a loop?


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Author Comment

ID: 36519874
Ignore that - I commented a Next out by mistake. Resolved - Thanks for your help!
LVL 75
ID: 36519876
I think mbizup meant this:

Do Until objRS6.EOF
    If ccaddress = "" Then
             ccaddress = objRS6.Fields("Email_Address")
             ccaddress = ccaddress & "; " & objRS6.Fields("Email_Address")
   End If

LVL 61

Expert Comment

ID: 36520213
Glad that worked out.

<I think mbizup meant this...>

That was actually a direct copy/paste from bedsingar's code, and should work as-is.  Since it was written as a single line of code instead of as a block, the End If is not needed.

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