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Export Excel File

Posted on 2014-12-22
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Last Modified: 2014-12-23
I am exporting a query into the excel ...I keep getting an error

"File error. Some Number formats may have been lost" ..  I added a few more fields to my query and now I am getting this error>
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Question by:Jass Saini
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Expert Comment

by:Rey Obrero (Capricorn1)
ID: 40513374
< I added a few more fields to my query and now I am getting this error> >

try removing the fields you added, ONE at a time, then test the export, to find out which field is raising the error.

how are you exporting to excel?
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Author Comment

by:Jass Saini
ID: 40513384
With hard coding

Private Sub Save_Record_Click()
 
        Call querydef
       
        DoCmd.OutputTo acOutputQuery, "Allot_Q", "Excel97-Excel2003Workbook(*.xls)", "", True, "", , acExportQualityScreen
       
 End Sub
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Expert Comment

by:Rey Obrero (Capricorn1)
ID: 40513390
post the codes for this sub routine

 Call querydef
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Author Comment

by:Jass Saini
ID: 40513407
Public Sub querydef()
Dim db As Database, qdf As querydef, strSQL As String
Set db = CurrentDb
Set qdf = db.QueryDefs("Allot_Q")


Analyst = ""
For Each Item In Forms!AllotSearch_frm!lstEmployeeID.ItemsSelected
    If Analyst = "" Then
        Analyst = "'" & Forms!AllotSearch_frm!lstEmployeeID.ItemData(Item) & "'"
    Else:
        Analyst = Analyst & " , '" & Forms!AllotSearch_frm!lstEmployeeID.ItemData(Item) & "'"
    End If
Next
Analyst = "IN(" & Analyst & ")"


Org = ""
For Each Item In Forms!AllotSearch_frm!lstOrg.ItemsSelected
    If Org = "" Then
        Org = "'" & Forms!AllotSearch_frm!lstOrg.ItemData(Item) & "'"
    Else:
        Org = Org & " , '" & Forms!AllotSearch_frm!lstOrg.ItemData(Item) & "'"
    End If
Next
Org = "IN(" & Org & ")"

CostCenter = ""
For Each Item In Forms!AllotSearch_frm!lstCostCenter.ItemsSelected
    If CostCenter = "" Then
        CostCenter = "'" & Forms!AllotSearch_frm!lstCostCenter.ItemData(Item) & "'"
    Else:
       CostCenter = CostCenter & " , '" & Forms!AllotSearch_frm!lstCostCenter.ItemData(Item) & "'"
    End If
Next
CostCenter = "IN(" & CostCenter & ")"

Fund = ""
For Each Item In Forms!AllotSearch_frm!lstFund.ItemsSelected
    If Fund = "" Then
        Fund = "'" & Forms!AllotSearch_frm!lstFund.ItemData(Item) & "'"
    Else:
        Fund = Fund & " , '" & Forms!AllotSearch_frm!lstFund.ItemData(Item) & "'"
    End If
Next
Fund = "IN(" & Fund & ")"

PEC = ""
For Each Item In Forms!AllotSearch_frm!lstPEC.ItemsSelected
    If PEC = "" Then
        PEC = "'" & Forms!AllotSearch_frm!lstPEC.ItemData(Item) & "'"
    Else:
        PEC = PEC & " , '" & Forms!AllotSearch_frm!lstPEC.ItemData(Item) & "'"
    End If
Next
PEC = "IN(" & PEC & ")"


strSQL = "SELECT DISTINCT Final_Table.ID, dbo_tblOrgLook_master.Analyst, dbo_tblOrgLook_master.Org, dbo_tblOrgLook_master.OrgName, dbo_tblOrgLook_master.CostCenter, dbo_tblOrgLook_master.Fund, dbo_tblOrgLook_master.PEC, dbo_tblOrgLook_master.ProgramName, Final_Table.[Line Item:], Final_Table.[Item Number:], Final_Table.[Total Initial:], Final_Table.BC1Chng1, Final_Table.BC1Chng2, Final_Table.BC1Chng3, Final_Table.BC1Chng4, Final_Table.BC1Chng5, Final_Table.BC1Chng6, Final_Table.BC1Chng7, Final_Table.TotalBC1,"
strSQL = strSQL & "Final_Table.BC2Chng2, Final_Table.BC2Chng3, Final_Table.BC2Chng4, Final_Table.BC2Chng5, Final_Table.BC2Chng6, Final_Table.BC2Chng7, Final_Table.TotalBC2, Final_Table.BC3Chng1, Final_Table.BC3Chng2, Final_Table.BC3Chng3, Final_Table.BC3Chng4, Final_Table.BC3Chng5, Final_Table.BC3Chng6, Final_Table.BC3Chng7, Final_Table.TotalBC3, Final_Table.BC4Chng1, Final_Table.BC4Chng2, Final_Table.BC4Chng3, Final_Table.BC4Chng4, Final_Table.BC4Chng5, Final_Table.BC4Chng6, Final_Table.BC4Chng7, Final_Table.TotalBC4, Final_Table.[Adjust Category], Final_Table.Remarks, Final_Table.UpdatedBy, Final_Table.UpdatedDate"
strSQL = strSQL & " FROM Final_Table INNER JOIN dbo_tblOrgLook_master ON (Final_Table.CostCen = dbo_tblOrgLook_master.CostCenter) AND (Final_Table.PEC = dbo_tblOrgLook_master.PEC) WHERE dbo_tblOrgLook_master.Analyst " & Analyst & " AND dbo_tblOrgLook_master.Org " & Org & " AND dbo_tblOrgLook_master.CostCenter " & CostCenter & " AND dbo_tblOrgLook_master.Fund " & Fund & " AND dbo_tblOrgLook_master.PEC " & PEC & " ORDER BY Final_Table.[Item Number:]"

qdf.SQL = strSQL

End Sub

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Expert Comment

by:Rey Obrero (Capricorn1)
ID: 40513416
what are the fields that you added?
did you try my suggestion above?
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Author Comment

by:Jass Saini
ID: 40513631
I added Final_BC1Chgn1-7, I added the ones that say BC1-4Chng1-7...

This is the portion that is giving me issues as I didn't touch the rest

strSQL = "SELECT DISTINCT Final_Table.ID, dbo_tblOrgLook_master.Analyst, dbo_tblOrgLook_master.Org, dbo_tblOrgLook_master.OrgName, dbo_tblOrgLook_master.CostCenter, dbo_tblOrgLook_master.Fund, dbo_tblOrgLook_master.PEC, dbo_tblOrgLook_master.ProgramName, Final_Table.[Line Item:], Final_Table.[Item Number:], Final_Table.[Total Initial:], Final_Table.BC1Chng1, Final_Table.BC1Chng2, Final_Table.BC1Chng3, Final_Table.BC1Chng4, Final_Table.BC1Chng5, Final_Table.BC1Chng6, Final_Table.BC1Chng7, Final_Table.TotalBC1,"
strSQL = strSQL & "Final_Table.BC2Chng2, Final_Table.BC2Chng3, Final_Table.BC2Chng4, Final_Table.BC2Chng5, Final_Table.BC2Chng6, Final_Table.BC2Chng7, Final_Table.TotalBC2, Final_Table.BC3Chng1, Final_Table.BC3Chng2, Final_Table.BC3Chng3, Final_Table.BC3Chng4, Final_Table.BC3Chng5, Final_Table.BC3Chng6, Final_Table.BC3Chng7, Final_Table.TotalBC3, Final_Table.BC4Chng1, Final_Table.BC4Chng2, Final_Table.BC4Chng3, Final_Table.BC4Chng4, Final_Table.BC4Chng5, Final_Table.BC4Chng6, Final_Table.BC4Chng7, Final_Table.TotalBC4, Final_Table.[Adjust Category], Final_Table.Remarks, Final_Table.UpdatedBy, Final_Table.UpdatedDate"
strSQL = strSQL & " FROM Final_Table INNER JOIN dbo_tblOrgLook_master ON (Final_Table.CostCen = dbo_tblOrgLook_master.CostCenter) AND (Final_Table.PEC = dbo_tblOrgLook_master.PEC) WHERE dbo_tblOrgLook_master.Analyst " & Analyst & " AND dbo_tblOrgLook_master.Org " & Org & " AND dbo_tblOrgLook_master.CostCenter " & CostCenter & " AND dbo_tblOrgLook_master.Fund " & Fund & " AND dbo_tblOrgLook_master.PEC " & PEC & " ORDER BY Final_Table.[Item Number:]"

qdf.SQL = strSQL

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Expert Comment

by:Rey Obrero (Capricorn1)
ID: 40513641
did you removed what you added and test the export?

post the original strSQL statement
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Author Comment

by:Jass Saini
ID: 40513935
So it's when the string is too long for the row.  I am unfamiliar with SQL limitations.  The above statement is the orginal after the I started getting the error.  I put the fields in one by one..and I didn't get the error until I wrap around to the next line...
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LVL 120

Expert Comment

by:Rey Obrero (Capricorn1)
ID: 40513981
ooh, use this formatting

strSQL = "SELECT DISTINCT Final_Table.ID, dbo_tblOrgLook_master.Analyst, dbo_tblOrgLook_master.Org,"
strSQL = strSQL & " dbo_tblOrgLook_master.OrgName, dbo_tblOrgLook_master.CostCenter, dbo_tblOrgLook_master.Fund,"
strSQL = strSQL & " dbo_tblOrgLook_master.PEC, dbo_tblOrgLook_master.ProgramName, Final_Table.[Line Item:],"
strSQL = strSQL & " Final_Table.[Item Number:], Final_Table.[Total Initial:], Final_Table.BC1Chng1, Final_Table.BC1Chng2,"
strSQL = strSQL & " Final_Table.BC1Chng3, Final_Table.BC1Chng4, Final_Table.BC1Chng5, Final_Table.BC1Chng6, Final_Table.BC1Chng7,"
strSQL = strSQL & " Final_Table.TotalBC1,Final_Table.BC2Chng2, Final_Table.BC2Chng3, Final_Table.BC2Chng4,"
strSQL = strSQL & " Final_Table.BC2Chng5, Final_Table.BC2Chng6, Final_Table.BC2Chng7, Final_Table.TotalBC2, Final_Table.BC3Chng1,"
strSQL = strSQL & " Final_Table.BC3Chng2, Final_Table.BC3Chng3, Final_Table.BC3Chng4, Final_Table.BC3Chng5, Final_Table.BC3Chng6,"
strSQL = strSQL & " Final_Table.BC3Chng7, Final_Table.TotalBC3, Final_Table.BC4Chng1, Final_Table.BC4Chng2, Final_Table.BC4Chng3,"
strSQL = strSQL & " Final_Table.BC4Chng4, Final_Table.BC4Chng5, Final_Table.BC4Chng6, Final_Table.BC4Chng7, Final_Table.TotalBC4,"
strSQL = strSQL & " Final_Table.[Adjust Category], Final_Table.Remarks, Final_Table.UpdatedBy, Final_Table.UpdatedDate"
strSQL = strSQL & " FROM Final_Table INNER JOIN dbo_tblOrgLook_master ON (Final_Table.CostCen = dbo_tblOrgLook_master.CostCenter)"
strSQL = strSQL & " AND (Final_Table.PEC = dbo_tblOrgLook_master.PEC) WHERE dbo_tblOrgLook_master.Analyst " & Analyst & " 
strSQL = strSQL & " AND dbo_tblOrgLook_master.Org " & Org & " AND dbo_tblOrgLook_master.CostCenter " & CostCenter & " 
strSQL = strSQL & " AND dbo_tblOrgLook_master.Fund " & Fund & " AND dbo_tblOrgLook_master.PEC " & PEC & " ORDER BY Final_Table.[Item Number:]"

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Author Comment

by:Jass Saini
ID: 40515009
Did that ..but now it's at the end of the SQL statement

qdf.SQL = strSQL

this is where I am getting the error now
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LVL 120

Expert Comment

by:Rey Obrero (Capricorn1)
ID: 40515045
add this line

debug.print strSQL

qdf.SQL = strSQL

strSQL will be printed in the immediate Window,
copy the result and Post back here

or
upload a copy of your db..
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Author Comment

by:Jass Saini
ID: 40515218
Hello Rey,

So now I have all that done....I am back to my orginal question..when I export the query into a excel file ...it says

File error. Some Number formats may have been lost.....The number fields in my excel file lose thier format.
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Accepted Solution

by:
Rey Obrero (Capricorn1) earned 500 total points
ID: 40515234
@JAss
I can't possibly know what is causing the error until i see the db.

upload a copy of your db.
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Author Closing Comment

by:Jass Saini
ID: 40515461
Thanks for your help
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