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#1
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How do I repeat data in one record to another?
I am trying to repeat data from one record into other records. For example,
I have created a table for ticket sales, where the ticket number is the primary key. I would like to make it possible to enter information for a person (name, phone, type of pmt, etc) for multiple tickets. That is, I want to enter info for one person and have it autopopulate in other records according to the other ticket numbers they purchased. I am thinking I need to have a list of tickets and then another sublist for the repeated tickets, but am not sure how to go about doing that. Thanks! |
#2
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Al,
On the basis of what you have said so far, I think your table design needs to be along these lines... Table: People PersonID (primary key) PersonName PhoneNumber (plus any other data specific to each person) Table: Purchases PurchaseID (primary key) PurchaseDate PersonID (foreign key to People table) PaymentType PaymentAmount ReceiptNumber (plus any other data specific to each transaction) Table: TicketsSold PurchaseID (foreign key to Purchases table) TicketNumber (plus any other data specific to each ticket) This allows any given person to make more than one ticket purchase, and on any given purchase occasion to purchase more than one ticket. I imagine it would not be necessary for you to have a table for a master list of all available ticket numbers. -- Steve Schapel, Microsoft Access MVP Al wrote: I am trying to repeat data from one record into other records. For example, I have created a table for ticket sales, where the ticket number is the primary key. I would like to make it possible to enter information for a person (name, phone, type of pmt, etc) for multiple tickets. That is, I want to enter info for one person and have it autopopulate in other records according to the other ticket numbers they purchased. I am thinking I need to have a list of tickets and then another sublist for the repeated tickets, but am not sure how to go about doing that. Thanks! |
#3
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Thank you for the help!
A couple of follow ups: Currently, I have one table for all the information from ticket #'s, name, pymt type, etc. I do this to keep the number of tables down as we manage tickets sales for several shows at once. (up to 15 shows at any given time) From what you suggest, it looks like we should create more tables. Is there a way to consolidate the info into one table, as we are trying to do, and still be able to repeat information from one record to another? Because we use just one table, I was thinking I could repeat data from certain fields by way of a query. If a person purchases 4 tickets, each ticket having a specific number that we need to track, I would like to be able to enter the person's info (i.e. name, phone, etc) and fill out the ticket number and price per each ticket they purchase. Each ticket must be tracked separately for reporting purposes. The personal info of the purchaser would then be copied to the multiple tickets, which would be new records. As you can tell, I am very new at this, and really appreciate all your help. Now if I want to make a form to fill out info when a purchase is made, I would have the fields on the table name, phone, etc, along with the ability to enter ticket numbers and their prices, which would then be added to the table, I imagine, by means of a query that would do as I mentioned above. Does this sound feasible? Just as a reference to what we are doing, here are some specifics: -Each ticket must be tracked separately -All information must be attached to a ticket number -Persons who buy multiple tickets must have all personal info attached to all their tickets Thanks! Al "Steve Schapel" wrote: Al, On the basis of what you have said so far, I think your table design needs to be along these lines... Table: People PersonID (primary key) PersonName PhoneNumber (plus any other data specific to each person) Table: Purchases PurchaseID (primary key) PurchaseDate PersonID (foreign key to People table) PaymentType PaymentAmount ReceiptNumber (plus any other data specific to each transaction) Table: TicketsSold PurchaseID (foreign key to Purchases table) TicketNumber (plus any other data specific to each ticket) This allows any given person to make more than one ticket purchase, and on any given purchase occasion to purchase more than one ticket. I imagine it would not be necessary for you to have a table for a master list of all available ticket numbers. -- Steve Schapel, Microsoft Access MVP Al wrote: I am trying to repeat data from one record into other records. For example, I have created a table for ticket sales, where the ticket number is the primary key. I would like to make it possible to enter information for a person (name, phone, type of pmt, etc) for multiple tickets. That is, I want to enter info for one person and have it autopopulate in other records according to the other ticket numbers they purchased. I am thinking I need to have a list of tickets and then another sublist for the repeated tickets, but am not sure how to go about doing that. Thanks! |
#4
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Al,
In a database, the design of your tables is pretty much dictated by the actual nature of the information you are trying to manage. In practice, you really don't have much choice. Keeping the number of tables down should never be a consideration, and equally the volume of data (e.g. the number of shows) would seldom be relevant. As for your forms for data entry, where there are one-to-many relationships between data elements, as there are in your database (e.g. each person can make 'many' purchases), it is usual to use a form/subform structure to manage this. So, you might have a form based on the People table, and another form for ticket purchases which is placed on the People form as a subform. In this way, the tickets purchased by any given person is shown on their record of the People form. But anyway, we are jumping ahead... form design comes next, and shouldn't really even be thought about until you have the tables set up right. So, obviously I don't know the details of your procedures. My suggestion before assumed that you would be needing to record payments for ticket purchases, but I don't know whether this is the case. I don't know whether a given ticket number is exclusive to any given show, or whether the price is the same for all tickets for the same show, etc. Most likely you will need another table for Shows, and another table again for ticket prices for each show. But whatever the case, the general concept of what I am suggesting will certainly meet the requirements that you mentioned, regarding tracking tickets with the personal details of the purchaser... in fact, that's the whole purpose of using a database like Access. Steve Schapel, Microsoft Access MVP Al wrote: Thank you for the help! A couple of follow ups: Currently, I have one table for all the information from ticket #'s, name, pymt type, etc. I do this to keep the number of tables down as we manage tickets sales for several shows at once. (up to 15 shows at any given time) From what you suggest, it looks like we should create more tables. Is there a way to consolidate the info into one table, as we are trying to do, and still be able to repeat information from one record to another? Because we use just one table, I was thinking I could repeat data from certain fields by way of a query. If a person purchases 4 tickets, each ticket having a specific number that we need to track, I would like to be able to enter the person's info (i.e. name, phone, etc) and fill out the ticket number and price per each ticket they purchase. Each ticket must be tracked separately for reporting purposes. The personal info of the purchaser would then be copied to the multiple tickets, which would be new records. As you can tell, I am very new at this, and really appreciate all your help. Now if I want to make a form to fill out info when a purchase is made, I would have the fields on the table name, phone, etc, along with the ability to enter ticket numbers and their prices, which would then be added to the table, I imagine, by means of a query that would do as I mentioned above. Does this sound feasible? Just as a reference to what we are doing, here are some specifics: -Each ticket must be tracked separately -All information must be attached to a ticket number -Persons who buy multiple tickets must have all personal info attached to all their tickets Thanks! Al |
#5
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Okay! Looks like it is back to the drawing board, but at least I know it is
possible and now have a direction to go. Thanks again! Al "Steve Schapel" wrote: Al, In a database, the design of your tables is pretty much dictated by the actual nature of the information you are trying to manage. In practice, you really don't have much choice. Keeping the number of tables down should never be a consideration, and equally the volume of data (e.g. the number of shows) would seldom be relevant. As for your forms for data entry, where there are one-to-many relationships between data elements, as there are in your database (e.g. each person can make 'many' purchases), it is usual to use a form/subform structure to manage this. So, you might have a form based on the People table, and another form for ticket purchases which is placed on the People form as a subform. In this way, the tickets purchased by any given person is shown on their record of the People form. But anyway, we are jumping ahead... form design comes next, and shouldn't really even be thought about until you have the tables set up right. So, obviously I don't know the details of your procedures. My suggestion before assumed that you would be needing to record payments for ticket purchases, but I don't know whether this is the case. I don't know whether a given ticket number is exclusive to any given show, or whether the price is the same for all tickets for the same show, etc. Most likely you will need another table for Shows, and another table again for ticket prices for each show. But whatever the case, the general concept of what I am suggesting will certainly meet the requirements that you mentioned, regarding tracking tickets with the personal details of the purchaser... in fact, that's the whole purpose of using a database like Access. Steve Schapel, Microsoft Access MVP Al wrote: Thank you for the help! A couple of follow ups: Currently, I have one table for all the information from ticket #'s, name, pymt type, etc. I do this to keep the number of tables down as we manage tickets sales for several shows at once. (up to 15 shows at any given time) From what you suggest, it looks like we should create more tables. Is there a way to consolidate the info into one table, as we are trying to do, and still be able to repeat information from one record to another? Because we use just one table, I was thinking I could repeat data from certain fields by way of a query. If a person purchases 4 tickets, each ticket having a specific number that we need to track, I would like to be able to enter the person's info (i.e. name, phone, etc) and fill out the ticket number and price per each ticket they purchase. Each ticket must be tracked separately for reporting purposes. The personal info of the purchaser would then be copied to the multiple tickets, which would be new records. As you can tell, I am very new at this, and really appreciate all your help. Now if I want to make a form to fill out info when a purchase is made, I would have the fields on the table name, phone, etc, along with the ability to enter ticket numbers and their prices, which would then be added to the table, I imagine, by means of a query that would do as I mentioned above. Does this sound feasible? Just as a reference to what we are doing, here are some specifics: -Each ticket must be tracked separately -All information must be attached to a ticket number -Persons who buy multiple tickets must have all personal info attached to all their tickets Thanks! Al |
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