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Dynamic Range Update Problem After Adding Records to Sheet in Excel 2007

Posted on 2012-12-23

Microsoft Excel

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Last Modified: 2012-12-23

All,

I have had a brief look around the knowledge section but cannot seem to locate anything that matches my needs here.

I have a simple workbook with two sheets in it named "InvoiceHeader" and "Ledger".

In the sheet named "Ledger", I have added a button to add a set of predefined records to quickly assist whoever can help me with solving this problem.

Now there are two items I need to resolve here.

1. Each time I add a new row of records to either of the sheets, I need the ranges for each of them to grow automatically immediately after the addition has been completed;

After adding a row of data, I should be able to query the newly resized range to check the specific record that was just added. I am using forms to do this and in the Sheet named Ledger, I am most interested in the field NDate in column(a).

2. I want to do this in the most efficinet manner to avoid slowing the workbook down as it will grow quite large over time; i.e. Index, Match, Offset...

For Example:

=Ledger!$A$2:INDEX(Ledger!$A:$W,MATCH(REPT("z",20),Ledger!$A:$W))

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I have had a few shots doing this on my own but am getting frustrated because I cannot get them to work the way I want them to.

Enclosed is a clean file for reference.

CF
Sample.xlsm

Comment

Question by:creativefusion

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10 Comments

LVL 50

Accepted Solution

by:Ingeborg Hawighorst (Microsoft MVP / EE MVE)

Ingeborg Hawighorst (Microsoft MVP / EE MVE) earned 500 total points

ID: 387174342012-12-23

Hello,

try this for the dynamic range:

=Ledger!$A$2:INDEX(Ledger!$W:$W,MATCH(99^99,Ledger!$A:$A,1))

Some explanation why your original formula does not work:

=Ledger!$A$2:INDEX(Ledger!$A:$W,MATCH(REPT("z",20),Ledger!$A:$W))

Match() needs a single column or single row reference, instead of the columns A:W. If we assume that column A always has data, then it is sufficient to watch column A only, so we can adjust to

=Ledger!$A$2:INDEX(Ledger!$A:$W,MATCH(REPT("z",20),Ledger!$A:$A))

Column A has numeric data (dates), though, so we should look for numbers instead of text. Let's replace the very long "zzzzzzzzzzzz" string with a very big number, for example 99^99 and just to make sure that we know what we're doing, we don't just omit the third parameter of the Match() function, but set it to 1 (which is the default when omitted). I like to be sure what parameter is being used, so I tend to display defaults in cases like these.

=Ledger!$A$2:INDEX(Ledger!$A:$W,MATCH(99^99,Ledger!$A:$A,1))

This should get us the last row in the sheet. The Index function is looking at all columns A to W, though, and that means that we also have to specify which column we want to look at. -- Unless we target just one column. Then we can omit the column reference and provide just the row reference. Assuming that the number of columns is static and W is the last column in the table, we can change the formula to

=Ledger!$A$2:INDEX(Ledger!$W:$W,MATCH(99^99,Ledger!$A:$A,1))

That's it.

cheers, teylyn

Author Comment

by:creativefusion

ID: 387174622012-12-23

Hi teylyn,

Thanks so much for the effort you put into answering my question.

I am unsure if you managed to look into the range names in my workbook but followig your guidelines, here is what I did:

1. I left the existing named range tblLedger as it is =Ledger!$A$1:$W$12 because this is the range I am extracting SQL queries on. Most importantly, this is the one I need to update properly for me so I can execute the following types of queries against it like a table:

'Specifying connections ->>
Dim cnn As New ADODB.Connection
Dim rst As New ADODB.Recordset

'Identify the workbook we are using ->>
wkb = Application.ThisWorkbook.FullName

'STEP 1 - TOTAL INCOME ###########################################
'Open connection to the workbook ->>
cnn.Open "Provider=Microsoft.ACE.OLEDB.12.0;" & _
                  "Data Source=" & wkb & ";" & _
                  "Extended Properties=""Excel 12.0;HDR=Yes"";"

'Loading the selected invoice status range into a recordset ->>
rst.Open "SELECT Sum([ITotal]) AS [TOTALINCOMING] " & _
"FROM [tblLedger] WHERE [FY] =" & uFY & "", cnn, adOpenStatic

v = rst.RecordCount

If v > 0 Then
    rst.MoveFirst
    'Collecting the rs values ->>
    vTOTALINCOMING = rst("TOTALINCOMING").value
    
    'Now add all the values accordingly and assign them to the screen controls for the user to review ->>
    frmInvoiceManagement.txtTotIncome.value = Format((vTOTALINCOMING), "$#,##0.00")
End If

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2. I changed the range named LedgerPush from what it was i.e. =Ledger!$A$2:INDEX(Ledger!$A:$W,MATCH(REPT("z",20),Ledger!$A:$W)) to your recommendation =Ledger!$A$2:INDEX(Ledger!$W:$W,MATCH(99^99,Ledger!$A:$A,1)) and tried to kick it around a bit without the result I was expecting being tblLedger updated to the full record range.

I might be missing something but please do pardon me as I cannot seem to spot it.

CF

Author Comment

by:creativefusion

ID: 387174672012-12-23

Just an idea, is there a way I can grow it with my code after I have added the record?

i.e:

'Now resize the range that the data was just added to ->>
    Set rng = wksLedger.Range("A" & wksLedger.Rows.Count).End(xlUp).Offset(1, 0) 'append to end
    rng.Resize(, UBound(vData) + 1).value

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LVL 50

Expert Comment

by:Ingeborg Hawighorst (Microsoft MVP / EE MVE)

ID: 387174682012-12-23

I have not looked into the VBA code at all.

If a dynamic range is set up correctly, it does not require any VBA to change it.

Why do you use a static range with just 12 rows for tblLedger? You could use the LedgerPush range instead, which will always encompass the whole table. No VBA interaction required.

cheers, teylyn

Author Comment

by:creativefusion

ID: 387174712012-12-23

Hi,

I have just picked something up:

When I type in LedgerPush into the namebar, it correctly highlights all the data for all the rows that have data from A2 ~ W20. Just as yu intended it to work.

However, I cannot use the LedgerPush range name in my VBA for SQL data extraction / manipulation because excel does not recognize it?

The two are range names are supposed to compliment each other. One is a dummy Push, the other is the actual range update that I can use for data connections etc...

CF

Author Comment

by:creativefusion

ID: 387174782012-12-23

Here is a screenshot of the VBA error I am getting with this problem...

Can you now see my dilemma with Excel not recognising the range name LedgerPush?

CF
LedgerPush-Error.jpg

LVL 50

Expert Comment

by:Ingeborg Hawighorst (Microsoft MVP / EE MVE)

ID: 387174822012-12-23

OK, so the dynamic range via the range name does not work in VBA. You can adjust the range with this code

    Set Rng = wksLedger.Range("A2:W" & Cells(Rows.Count, "A").End(xlUp).Row)

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Author Comment

by:creativefusion

ID: 387175282012-12-23

Hi,

I changed this as well but now getting another error "Object variable or Block Not Set"

I actually thought this would be quite simple but obviously not! Lol..

Code as follows:

 'Activate worksheet ->>
    ActiveWorkbook.Sheets("Ledger").Activate
    Range("$A$2").Select
    Do
    If IsEmpty(ActiveCell) = False Then
        ActiveCell.Offset(1, 0).Select
    End If
    Loop Until IsEmpty(ActiveCell) = True
    ActiveCell.value = strtxtNDate
        ActiveCell.Offset(0, 1) = strtxtDate
        ActiveCell.Offset(0, 2) = strtxtFY
        ActiveCell.Offset(0, 3) = strtxtQuarter
        ActiveCell.Offset(0, 4) = strtxtWeekNo
        ActiveCell.Offset(0, 5) = strtxtWeekdayNb
        ActiveCell.Offset(0, 6) = strtxtICash
        ActiveCell.Offset(0, 7) = strtxtIEftpos
        ActiveCell.Offset(0, 8) = strtxtICash + strtxtIEftpos
        ActiveCell.Offset(0, 9) = strtxtODrinks
        ActiveCell.Offset(0, 10) = strtxtOCoffee
        ActiveCell.Offset(0, 11) = strtxtOBakery
        ActiveCell.Offset(0, 12) = strtxtOSmallGoods
        ActiveCell.Offset(0, 13) = strtxtOPremadeFood
        ActiveCell.Offset(0, 14) = strtxtOFruitVeges
        ActiveCell.Offset(0, 15) = strtxtOMiscellaneous
        ActiveCell.Offset(0, 16) = strtxtORent
        ActiveCell.Offset(0, 17) = strtxtOEnergy
        ActiveCell.Offset(0, 18) = strtxtOInsurance
        ActiveCell.Offset(0, 19) = strtxtOTelephone
        ActiveCell.Offset(0, 20) = strtxtOGas
        ActiveCell.Offset(0, 21) = strtxtOSalariesWages
        ActiveCell.Offset(0, 22) = strtxtODrinks + strtxtOCoffee + strtxtOBakery + strtxtOSmallGoods + strtxtOPremadeFood + strtxtOFruitVeges _
        + strtxtOMiscellaneous + strtxtORent + strtxtOEnergy + strtxtOInsurance + strtxtOTelephone + strtxtOGas + strtxtOSalariesWages
        
    Dim rng As Range, wksLedger As Worksheet
    Set rng = wksLedger.Range("A2:W" & Cells(Rows.Count, "A").End(xlUp).Row)
            
    'Set back to default ->>
    Range("$A$1").Select
    
    'Saving the workbook ->>
    ActiveWorkbook.Save
            
End Sub

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Author Comment

by:creativefusion

ID: 387177572012-12-23

Hi,

I managed to get this sorted myself through some research back on some help from dmile some years ago.

In the code of the worksheet "ledger" I added the following snippet:

Private Sub Worksheet_SelectionChange(ByVal Target As Range)
    On Error Resume Next
    ThisWorkbook.Names("tblLedger").RefersTo = Range(ThisWorkbook.Names("LedgerPush").RefersToRange.Address(external:=True))
    On Error GoTo 0
End Sub

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Then, I updated the named range LedgerPush as per your recommendation to

=Ledger!$A$2:INDEX(Ledger!$W:$W,MATCH(99^99,Ledger!$A:$A,1))

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Then, I still kept my original named range tblLedger as it always was but the code I inserted into the worksheet on change event actually triggers it to dynamically update on the fly.

Pretty clever really!!! Thanks agains dmile champ and thanks teylyn for your help as well.

I have awarded you points for the effort and partial solution.

Enjoy your Xmas break.

CF

Author Closing Comment

by:creativefusion

ID: 387177582012-12-23

Good effort made on this one. Thanks very much for the help.

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