Problem with sequencing data.

B

bgarey

I have a form in which data is entered in sequence. The problem is if an
error occurs in entering the data. If after 500 data entries are entered, I
realize that the 10 th data entry was left out, the only option I have is to
re-type all entries. I do not know how to move the orginal 10th spot to 11th
and then enter the 10 th spot.
Can anyone help?
 
R

Rick B

You don't enter records in order and expect them to stay that way.

If the order is important, then add a field to the record which can be used
in sorting.

Rick B
 
B

bgarey

I have the data sequenced by a field that is numbered. When a missed data
entry is entered, again say as tenth spot. Then the old 10th spot needs to
change to 11th and so on.
 
R

Rick B

Why? If you skip 10, then the documents will still be in order. 1, 2, 3,
4,5, 6, 7, 8, 9, 11, 12
They are still in order even though there is no 10.

If you really missed ten, then just add it now and in the 'sort' field put
10.

If you accidentally numbered item 11 as 10 and item 12 as 11 etc, then you
can either go back and fix them all, or add a new record with the sequence
number of 10.5 so it falls in place.

What are you entering that requires the sort to be so precise? Is there no
natural field (date and time maybe) that dictates the order? Is there an
alphanumeric field you can sort by?

What are you using to enter these? If you are entering them in order, are
the source documents numbered? Could you number them first so that if you
skip 10, then you will still enter the next one as 11? In other words, if
you have a stack of papers and you are typing in numbers, do those papers
have a number on them?


Rick B
 
B

bgarey

The program is for coaching and racing. I work with a high school track and
cross country teams. We have runner place as they cross a finish line and
their bib #'s that we are trying to keep up with. All the data is entered
and then tallied at the end. It is very easy for a key operator to misplace a
runner or someone at the line to misplace the runner. We have to go back in
and fill in data. It is important t keep places 1,2,3 4,.....
 
R

Rick B

From where do you enter this? Handwritten notes? A stack of bibs in order?

I would expect there to only be five or ten people in any given race, so it
should be rather easy. I would think you would have a table with a field
for the race number, a field for the runner bib number, and where they
finished.

When you go to print this out, you claim they must be in order, but what are
you printing? I would expect to see something like....


100 Meter
-----------
1. John Smith - Anderson High 1:03:14
2. Phil Johnson - Anderson High 1:05:17
3. Henry Williams - Barney High 1:32:26
4. James Marion - Green High 1:45:13
5. Andy Bryant - Barney High 2:01:45

50 Yard Dash
---------------
1. Phil Smith.....

If you make a mistake during data entry, just fix it. If you forget to
enter James Marion in the above example, jsut enter him at the end. BAck to
something I stated earlier though, the Completion Time here would indicate
their position in the race. There is no need for you to tell it that James
Marion finished 4th, the Completion Time does that for you.

You would have to explain your table structure. It sounds to me like you
are not using Access as a relational database, but just a glorified
spreadsheet. What tables do you have? What are the fields? I don't think
you have a normalized database design in place.

Rick B
 
B

bgarey

In track, that is true, because they are a small number in each race.
In cross country not so, because we may have 500 runners. They usually cross
the finish line pretty quickly. They have to go through a check point where
bib #'s are written down. Many times a young runner may fall out at the
finish line, etc. things happen.
I have set all this up on excel and for the most part it works pretty well,
but I like the reports that can be generated with access. Also Access works
so well with keeping up with schools and runners, etc.
Besides that I am trying to learn Access. I have Excel down pretty well now.
Access is a challenge. Also the forms that I can make on access are so user
frendly. I can have students typing in the information into forms.
I also have tried to link Excel with access, but have run ito problems with
that.
By the way thanks for the help so far. You gave me the information to set up
the number places without using "autonumber"?
Got to go now, but I will check out any new posts tonight ort tommorow.
 
B

bgarey

We have been on Christmas break, so I have just gotten this post.
I looked at the site. It may help. THanks!
 
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