If this is your first visit, be sure to check out the FAQ by clicking the link above. You may have to register before you can post: click the register link above to proceed. To start viewing messages, select the forum that you want to visit from the selection below. |
|
|
Thread Tools | Display Modes |
#1
|
|||
|
|||
Record Order
Ok, here goes…..
Working in Access 2003, I made a database for all of the invoices that come into my department. For a Primary Key, I used a field called ID, with AutoNumber for the data type. Each record would get its own number when I entered it; the numbers were incremental. I figured that this was the best way, since there were no fields that I could trust to be unique (a large number of vendors means that more than one might use the same invoice number). When I entered my batches of invoices using a form, I would enter them in the correct order for my report, so that I could sort by the ID field and everything went very smoothly for close to three years. Recently, I’ve discovered that this is not how AutoNumbers should be used, and I’ve wound up needing help from this forum. I’m going to create a new database to start at the beginning of next year. What should I do so that my invoices show up in the order I enter them? Can I somehow make it so that each record gets timestamped when I create it (not as Primary Key), so they stay in order? Is there a way to use AutoNumber for this safely? Or is there something else I should be doing? All help is appreciated. Thanks! -Michelle -- jerseygirl ~~~~~~~~~~ Sing like nobody's listening Dance like nobody's watching Love like it's never gonna hurt |
#2
|
|||
|
|||
Record Order
In message ,
jerseygirl writes Recently, I’ve discovered that this is not how AutoNumbers should be used, and I’ve wound up needing help from this forum. I’m going to create a new database to start at the beginning of next year. What should I do so that my invoices show up in the order I enter them? Can I somehow make it so that each record gets timestamped when I create it (not as Primary Key), so they stay in order? Is there a way to use AutoNumber for this safely? Or is there something else I should be doing? You can add a date field with a default value =now() which will timestamp each record. On the other hand, an autonumber field does the job so why change anything? Have you consider a composite primary key composed of supplier ID and supplier invoice-number? -- Bernard Peek |
#3
|
|||
|
|||
Record Order
Bernard points out that you can keep your Autonumber to uniquely identify
each invoice, but add a date/time field so you can sort them according to when you entered them. Regards Jeff Boyce Microsoft Office/Access MVP "jerseygirl" wrote in message ... Ok, here goes... Working in Access 2003, I made a database for all of the invoices that come into my department. For a Primary Key, I used a field called ID, with AutoNumber for the data type. Each record would get its own number when I entered it; the numbers were incremental. I figured that this was the best way, since there were no fields that I could trust to be unique (a large number of vendors means that more than one might use the same invoice number). When I entered my batches of invoices using a form, I would enter them in the correct order for my report, so that I could sort by the ID field and everything went very smoothly for close to three years. Recently, I've discovered that this is not how AutoNumbers should be used, and I've wound up needing help from this forum. I'm going to create a new database to start at the beginning of next year. What should I do so that my invoices show up in the order I enter them? Can I somehow make it so that each record gets timestamped when I create it (not as Primary Key), so they stay in order? Is there a way to use AutoNumber for this safely? Or is there something else I should be doing? All help is appreciated. Thanks! -Michelle -- jerseygirl ~~~~~~~~~~ Sing like nobody's listening Dance like nobody's watching Love like it's never gonna hurt |
#4
|
|||
|
|||
Record Order
The Autonumber will cause you grief in at least two circumstances:
1. If you ever replicate the database, so that data entry can be done in two or more places not on a network, then all replicated Autonumber fields convert to Random and order will be lost. 2. If you copy the database so a friend in another department can use your application, and later you want to merge the two tables of data, you will have duplicate numbers. Adding a datefield has lots of other advantages -- it can document your process time. It can help you find work you did last week. -- Stephen Rasey WiserWays, LLC Houston, TX |
Thread Tools | |
Display Modes | |
|
|