Wish to consolidate records which are identical except for [Quantity]


At the beginning of each  year, we do an inventory count.  Unfortunately,  multiple entries for the same [StockNum]  happen.

But for archival purposes,  I would prefer to only have one record for each [StockNum].   The following code recognizes when multiple  entries for [StockNum]  happen.   It works!  It recognizes the multiple entries for [StockNum]  for inventory purposes.  It adds up the [Quantity] field and stores it in a varaible... but the code below does nothing beyond this.

My question.. I need to replace multiple records with one record.  All records are identical except for   [Quantity].    The replacement record will be identical to the others except that [Quantity] = sum([Quantity])
I really am not sure of the most efficient way to do this.

Dim dbs As DAO.Database:     Set dbs = CurrentDb
    Dim rs_OuterLoop As DAO.Recordset: Dim rs_InnerLoop As DAO.Recordset
    Dim TotalQuantity As Long
    Set rs_OuterLoop = dbs.OpenRecordset("Select * from [tbl Transactions] where [Source] = 200 and [Destination] =1")
    Do Until rs_OuterLoop.EOF
        Set rs_InnerLoop = dbs.OpenRecordset("Select * from [tbl Transactions] where [StockNum] = " & rs_OuterLoop![StockNum] & " and [Source] = 200 and [Destination] =1")
        If rs_InnerLoop.RecordCount > 1 Then
            ' Copy entire record here. Later in the process,  the record will be saved / modified (only [Quantity] will change.
            TotalQuantity = 0
            Do Until rs_InnerLoop.EOF
                TotalQuantity = TotalQuantity + rs_InnerLoop![Quantity]
         ' The 10 records are all identical... Only [Quantity] changes per record.
         ' I now wish to have just one record.  [Quantity] = TotalQuantity
        End If
    rs_InnerLoop.Close: Set rs_InnerLoop = Nothing
    rs_OuterLoop.Close: Set rs_OuterLoop = Nothing

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Instead of a code solution, and assuming all other fields are identical, why not use an SQL SUM INSERT query to group on all fields, sum on quantity, and insert into a temp table for eventually replacing the source data?
The easiest way would be to create a new, empty table.  This time add a unique index so duplicate records cannot be created.  Then create an append query to summarize the data from the old table and append it to the new table.  When you are certain the data transferred correctly, delete the original table and rename the new table.

Here's an example of a totals query that appends to a table.
INSERT INTO dbo_ExportDetail ( ProcedureCode, FromDate, ThroughDate, PAReqAmt, PAReqUnits )
SELECT e.ProcedureCode, e.FromDate, e.ThroughDate, Sum(e.PAReqAmt) AS SumOfPAReqAmt, Sum(e.PAReqUnits) AS SumOfPAReqUnits
FROM dbo_ExportDetail AS e
GROUP BY e.ProcedureCode, e.FromDate, e.ThroughDate;

To create yours:
1. Open QBE and select the old table.
2. Select all the columns
3. Change the query type to append and choose the new table.
4. Change the query to a Totals query by clicking the big sigma icon in the ribbon.  Access will add Group By to all the columns.
5. Change "Group By" to "Sum" for the amount fields that you want to summarize.
6. Save and run.

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that's what I suggested
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I see that.  We probably started typing at the same time but I typed a longer answer so you got uploaded first.
no problem, the user can use the executive summary or the expanded version :-)
peispudAuthor Commented:


I'm  listening.    I am scratching my head.
I know that you are correct.  I will try/learn  your suggestions. But, this how I help my wife in her business.   For today at least, would prefer a more simple solution.

I only have  to run the code once a year.  (Around Jan 20)

I  thank you for your replies.
Our suggestions were essentially the same.  Jeff gave you the executive summary and I gave you the detail steps of how to build the process.

Please try to implement my suggestion and let us know how you do.
peispudAuthor Commented:
I  will make good use of your advice.

Thank you very much!
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