Membership database updates

In the Criteria cell of DateJoined in QryNewMembers I had put a date of the
form Between #dd/mm/yyyy# And #dd/mm/yyyy# and got a list of members who
joined between those dates. I now want it to work so that when I open the
corresponding Report I am prompted to put the month or year and I get a list
of members who joined in that month or year. I have tried the Expression
builder but can't seem to get it to work.

"Evi" wrote:

Remember, you will eventually have a list of members who have been removed
on various dates.
You can put a text box in your report header and type

=[DateRemoved]

You can combine this date with text by typing

="Members Removed By " & [DateRemoved]


It will show the DateRemoved of the first record though. This is fine if you
are then going to filter the report so that you show only one group of
removals at a time or if you sort your Dates in Descending Order in the
sorting grouping box so it shows the highest date first.

Or you can type
=Min[DateRemoved] & " to " & Max[DateRemoved]

so that you will see the lowest date on your report and the highest with the
word 'to' in the middle.

You can filter your report using a combo box in a form so you can select the
date you want to see or print. Great fun!

Or you can group your records, using the Sorting/Grouping box by this
DateRemoved and put the DateRemoved field in the Group Header so that you
can see the list of member who were grouped on 21/08/07, the group who were
removed on 20/08/06 etc


Evi



"Pennington" wrote in message
...
It works - brilliant. Many thanks for you help
One more thing, how do I put the Date Member Removed in a Report box so it
shows in the title of the report?

I might have others later as I go through the Reports and Charts. Is it OK
if I post them here?

"Evi" wrote:

You'll have no trouble doing it, if you've done all this but just test
it
all thoroughly on a copy of your db before letting it loose on your
precious
data.

The thing the macro won't do is to do the copy /paste from Excel
because
you need to check visually if the columns are in the correct order.
So, you've saved your Update & Append & Delete macros

Click on the Macro page. Click New
Under Action, in the first row, choose OpenQuery.
Next to Query Name choose the name of your first query in Step 4 from
the
dropdown list
In the next row in the Action column, choose OpenQuery again and next to
Query Name choose the name of your next query from step 5.
etc, etc
To run the macro, go to the macro page and double click it.

There are ways of doing it all without you having to OK each step but do
try
it this way for now and read any messages which appear. There could
easily
be something neither of us have thought of yet.

That RemovedDate....
If you are going to use the date when you run the update then you can
put
Date()
in the UpdateTo line under the RemovedDate field - the RemovedDate will
be
the current date when you run the query.

Otherwise you are going to learn another trick - a parameter query
In the NotInList Update query, in the UpdateTo line, in the RemovedDate
column, type
[What Removed Date?]

Because you don't actually have field called What Removed Date? When
that
part of the macro runs, a box with the text What Removed Date? above a
blank
box. Type your RemovedDate into the box.

Again, test on a copy to see if it works the way you expect it to.

Evi

"Pennington" wrote in message
...
It works - brillant, thanks ever so much. I tried it out on a few
records
to
prove to myself that it added new members, annoted removed members and
changed current members details.
I suppose the next step is to write a macro that executes all 7 steps?
The
only intervention would be to insert the Removed Date in Step 5. Can
that
be
done? I havn't written macros in Access before.

"Evi" wrote:

I would suggest this as step 3 onwards.

3 You don't even need to import the Excel spreadsheet. Copy and
paste
your
Excel data from the spreadsheet straight into your MembersUpdate
table.
Just
make sure that the columns in the spreadsheet are in the same order
as
the
fields on your table. (adjust the order of the fields in both your
table
if
they aren't) and don't select more of the spreadsheet than the
required
rows
and columns ie don't select a load of blank cells by selecting using
the
column headings. - the easiest way to select a long list is to start
at
the
bottom right of the list and sweep the mouse upwards and left.
To copy and paste into your new table, select the first row by
clicking
in
the grey area to the left of the row (don't click in the field).
Press Paste on the toolbar.
4.Run the Update query to update Members details from your
ExcelTable
(leave
out the space when naming it).
5.Run the Find Unmatched and Update query to identify which members
are
no
longer in your new list and Update their DateRemoved field.
6.After doing all else, Append all the members from your ExcelTable
to
your
Members Table (duplicate MemberNumbers won't be imported because you
presumably have set your Primary Key field to No Duplicates)
7.When everything looks right, run a delete query to empty your
ExcelTable
ready for the next import.

Evi



"Pennington" wrote in message
...
OK lets see if I have got this right:
1. Back up my database
2. Create a copy of the Members table without the data. Name it
Members
Update table (This allows me to keep the field names which might
be
different/additional to the import data)
3. Import Excel data into a new table named Excel table (This is
because
the
field names might be different)
4. Create and run an Append Query to add the data in the Excel
table
to
the
Members Update table (This is so that the field names can be
matched)
5. Create and run an Append Query to add the new members to the
Members
table
6. Create and run an Unmatched Query to identify Members Removed
and
change
it to an Update Query with the #Date Removed# in the "Update To"
line,
then
run the Query. (I will have now identified ex-members and new
members
but
not
updated current members details if they have changed - this is the
next
step)
7. Create Update Query linking Members table and members Update
table
by
MemberNumber with [Members Update Table]![fieldname] (except
member
number)
in the Update To row and RUN Query (Member details are now
uopdated
8. Create and run a Delete Query on the Members Update table and
the
Excel
table to make them ready for receiving the next update.

I could probably skip step 4 if I make sure the fields of the
Excel
file
are
the same as the Members table before I import it and import
directly
into
the
members Update Table.

Anyway I will try this out and thanks for your help

"Evi" wrote:

Yes of course. Back up your db before you start these
procedures in
case
they don't do what you expect them to.
I suggest that when you import stuff from Excel, first use an
Append
query
to put it into a table that has all the field names and data
formats
you
require (ie a copy/paste of the Main table but without its data.
That
way,
you can save all your append/update queries and use them next
time
because
none of the field or Table names will have changed. Your final
query
in
the
series will be a Delete Query which will delete everything from
this
ImportTable ready for next time.
.. Eventually, when you know that everything is working as you
expect it
to,
you can create a macro which runs everything, one after the
other
but
you
can imagine the chaos it can create if it updates or appends the
wrong
thing
and you don't even see it as it happens..

If you want to replace everything for that member (and of
course, I
should
have thought of that!) different or not, then you can still use
the
Update
query. Join the 2 tables by the MemberNumber in Query Design.
Put
all
the
fields from your *Current Table* (except MemberNumber) into your
query
grid.
Change to an Update Query.

In the UpdateTo row under each column, type eg

[YourImportTablesName]![FirstName]
or
[YourImportTablesName]![Surname]
etc

Substituting with the correct Table and field names. Remember,
these
Update
To entries must not have quote marks around them. Press the Red
Exclamation
mark and run the query.
Evi




"Pennington" wrote in
message
...
Thanks, I will try Evi's solution but when I read the blurb in
the
Access
Help I got the impression that I had to type an expression or
value in
the