Forms :: Preventing Duplicate Entries
Mar 7, 2014
I am attempting to make a system where the lifespan of baskets in a production process can be tracked. In order to do this I am looking to create a form to input when a new basket is introduced.Each basket has a 'disc' associated with a number on (BasketNumber), however these discs are reused once the basket breaks which is making it more difficult.
I have a form (Add_New_Basket) which feeds into a table (Active_Basket); what I am trying to do is make sure that a new basket cannot be introduced with the same disc number as an active basket. The way I am trying to determine which baskets are active is that I have an end date, that is filled in once the basket has been scrapped.
Therefore I am trying to set my Add_New_Basket form to restrict me entering a new record with BasketNumber 999, if there is already a BasketNumber 999 in the table with 'EndDate' null. If there is BasketNumber 999 and EndDate is dd/mm/yyyy then it can create the entry.My form Add_New_Basket has fields ID (which is hidden), BasketNumber, StartDate (=Date()).My table has fields: ID, BasketNumber, StartDate, EndDate
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Nov 26, 2006
Hi again, thanks to all for the help given so far.
Is there anyway (other than making that field a primary key) to prevent the same value being entered into a different record?
E.g.
If under 'Name' Radion has already been written, I want an error message coming up saying there is already a record with radion.
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Aug 2, 2006
Hi all,
I am currently using this code in the before Update event of the Surname Textbox on a form. The first Textbox is FirstName.
The second one is Surname.
************************************************** **
If (Not IsNull(DLookup("[FirstName]", _
"Employee", "[FirstName] ='" _
& Me!FirstName & "'"))) And (Not IsNull(DLookup("[Surname]", _
"Employee", "[Surname] ='" _
& Me!Surname & "'"))) Then
MsgBox "Someone already exists with the same name! Please check for duplicates", vbCritical, "IPDMS"
Me.Undo
End If
************************************************** **
However once the user has entered the surname and tries to save the record the MsgBox is coming up.
Basically what is happening is the first name is coming up as the duplicate entry only.
I need to prevent the whole name (first name and surname together) from being duplicated.
Thanks if you can help me.
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Apr 15, 2013
I want to stop duplicate entries from being entered on form. I have read through the thread , however I am totally confused as it seemed to be v high level complex queries. I am looking at:
Preventing duplicate entries to be entered
It should show an error "Saying entry already exists" Do you want to check,edit or add new...
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Aug 13, 2014
What is the code for displaying warning message when enterenig duplicate information in unbound form in BeforeUpdate event procedure.
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Aug 1, 2014
If different people will be entering data into a "new donor" form, how do I keep them from adding the same person a second time?
It's possible people could have the same name, and it's possible that two people at the same address could be donors. So I assume I would want a "no duplicates" on the combination of name and address, right? But how to actually do that.
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Aug 5, 2015
I have tried the code below, but I am not getting what I need. I have a table [Student Info] with a field [Student ID] as the primary key and many other fields. I added the Student ID field to my form, [Student Add]. When I input an ID that already exists I get an error code as expected but then my form still loads. I currently have a second form for updating student info [Student Update] for which I have a parameter form that asks for the Student ID. I would like to use just one form to add and update students if possible. So, if you add a new Student ID you can enter all pertinent data. However, if you enter a duplicate Student ID the form should populate with that student's information.
If I must have two forms (1 to add and 1 to update) and a duplicate Student ID is entered into the Add form, the user should get a message stating that the record already exists. Then, (Option 1) force the Add form to close without saving or (Option 2) give an option for opening the Update form. Either option is acceptable at this point because I am stuck.
When attempting to use the code below, I get a data mismatch error on the "Answer = DLookUp......" line.
Here's one I use on Social Security numbers for a pop up when a duplicate....
SS# is stored in table "tblApplicant"
Private Sub SocialSecurity_BeforeUpdate(Cancel As Integer)
Dim Answer As Variant
Answer = DLookup("[SocialSecurity]", "tblApplicant", "[SocialSecurity] = '" & Me.SocialSecurity & "'")
If Not IsNull(Answer) Then
MsgBox "Duplicate Social Security Number Found" & vbCrLf & "Please enter again.", vbCritical + vbOKOnly + vbDefaultButton1, "Duplicate"
Cancel = True
Me.SocialSecurity.Undo
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Nov 24, 2014
I have recently started working for a new company and have inherited a nightmare of a system!
I have basic knowledge of Access and have been asked to stop duplicate entries under the same PO Number.
I have tried using DLookups by looking at other posts on the forum with no success.
The input form is called Purchase Order Entry, with the field called PO_No. The table is called Orders, with the field called Purchase Order Number.
I have tried to make the Purchase Order Number in the Orders table, the primary key but an error that it cannot contain a null value appears.
The Purchase orders may not be entered into the database in numerical order also.
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Feb 14, 2015
I just need a quick, simple expression that I can copy and paste into the input mask for a control that I have on a couple of forms that prevents someone (me) to continue tabbing to the next control if the value entered is a duplicate.
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Aug 11, 2011
I have two different fields in a table. Month/Year and Location.When a user is entering data in a form, I want a message to be displayed if the location AND month/year are the same to tell the user that they are entering a duplicate record. I can't put unique keys on either of these fields because there is going to have to be duplicates in each field.
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Aug 23, 2006
Hi all,
I created a form for entering employee skillset in Accounting.
I have set up three fields - one for Primary Skillset and the other two for secondary skill sets -
The skillsets are -Payables, Receivables, General Ledger, Purchasing etc.
How can I ensure that a user will not enter duplicate values in the three fields.
That is a user will not enter for examply "Payables" in the Primary Skillset, and Secondary Skillset fields.
I tried creating a multiple field index but it does ont appear to work.
I will appreciate all the help.
Thanks
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Feb 24, 2007
I have a fairly simple database we are using for keeping inventory and new items get added through a form. Is there A way I can prevent a part number and its properties from being entered if that same part number has already been entered at an earlier point in time?
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Mar 4, 2008
Hello All,
I'm trying to limit the data entered into a specifc field, but also the data must be unique with respect to other fields.
i.e.
Two fields: System A & System B.
Data entered into System A, can not be entered into System B.
Anyway to prevent this from recurring?
Would I use a validation rule?
Thanks in advance
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Jun 21, 2013
I have a table called tblCompanies in which I have a field called CompanyName that is indexed set to "no duplicates". However, I want access to be able to pick out probable duplicates instead of only exact duplicates.
So, for example, if "Butter Fingers" is entered and "Butterfingers" is already in the database, I want access to prevent the new record from being created.
The code I found on MS Developer's reference only prevents exact duplicates which seems pointless since this can be done just as effectively on the table level using an index.
Anyway, here is the code:
Private Sub CompanyName_BeforeUpdate(Cancel As Integer)
If (Not IsNull(DLookup("[CompanyName]", _
"tblCompanies", "[CompanyName] ='" _
& Me!CompanyName & "'"))) Then
MsgBox "Company has already been entered in the database."
Cancel = True
Me!CompanyName.Undo
End If
End Sub
Can it somehow be modified to do what I want it to do?
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May 5, 2014
I am working on a database to track IT assets with third parties. I have a table called "Equipment" that includes info like model, serial numbers, purchase price, date, location, and "Asset ID". I have a second, single field table called "asset tag" that is just a list of asset ID tags, XYZ1000, XYZ1001, XYZ1002..
I created a one to one relationship between the two tables on the following fields: "equipment.assetID" and "asset tag.asset ID"
Once an "asset ID" is used, I would like it to either be grayed out or disappear from the list of available ID tags. Basically, I want it so that each "asset tag. Asset ID" can only be used once.
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Jul 22, 2005
I have a table with a multi-field unique index:
PatientID
TestId
TestDate
Examiner
The problem is, date and/or examiner can be blank until that information is updated. I want those null values to be understood as actual values so that multiple instances of that "waiting to be updated" record do not occur. Is it possible for Access to understand my indexes in the following way?
PatientID----TestID----TestDate----Examiner----(Index)
1------------1---------07/18/05----AD----------1107/18/05AD
1------------1---------[blank]------[blank]------11
and therefore not allow another record like the second one to be added? The ignore nulls property of my index doesn't seem to affect this issue?
Thanks!
Carly
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Oct 24, 2006
I have a form which allows the user to book rooms.
On this form, there are the following fields:
BookingID: (Autonumber)
RoomID: Text box
Time:Text Box
Date: Text Box
Class: Text Box
Teacher: Text Box
The form adds this information to the Booking table.
What I'm looking to do is prevent the user from double booking a room,like being able to check if the Room is already booked at that time and date, before the new information is added to the table and the room becomes double booked.
Basically this would be checking the RoomID, Time and Date fields, as everything else is irrelevant. What would be the best way to do this?
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Mar 30, 2006
hello,
Currently i have a database that holds information about computers. Each computer has a Service tag and is associated to a person. I need to be able to prevent duplicate service tags from being entered. I am using indexing and don't allow duplicates from the table design view. But, if a duplicate service tag is indeed entered, i want to inform the user who that service tag currently belongs too without having to search through the DB manually. I need then to give the user the option to delete the duplicated record they just entered or change the service tag that they just entered. Thanks.
Jared
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Oct 25, 2006
I've set up a booking system and am looking to stop the system recording double bookings.
I've 3 fields, RoomID, Date and Time that need to be searched, however I can't just simply set the properties to No Duplicates (as this would mean a booking cannot be made on the same day at 9:00 and 12:00 for example).
How can I do this?
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Oct 12, 2006
I am running a query to find out duplicate in two fields in one table. Postcode and Address Line 1. Can anyone tell me the formula for only picking up the first 6 charaters in the Address Line 1 field??? I cant remember how to do it!
HELP!
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Mar 8, 2007
I am using information pulled from a separate database to create a new database for mail merger purposes. I have created delete queries that go out and delete specific records from the new database to help us get the proper list before setting up the mail merge. However, now I am stuck. We have customers that have multiple accounts with us that are qualified for this mailing, yet each customer needs to receive only one mailing. The table looks like this essentially. Table 1id statCode acct custNumber* addy-etc. *This is the field in which we can find exact duplicates. What I need to do is remove the duplicate entries and leave at least one of the entries within the table. It does in fact need to remove the whole record, but as I said leave at least one of the records behind. Can someone please help me to find a solution to this. I guess I should add that I am not very good with Access and I use it very sparingly. I assume that the above can be accomplished using a SQL statement. Any help will be greatly appreciated. LR**EDIT** I also needed to add that I do need to exclude 000 00 0000 from being removed because of duplication.
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Jul 30, 2007
Is there a way to find and remove duplicate entries in tables by using queries.....if so, how specifically?
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Oct 17, 2006
I have a booking form database
With a date field.
I want users to be warned when they try to enter a date that already exists in the database in order to avoid double booking:confused: .....
all suggestions appreciated:)
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Dec 28, 2006
Hello,
I'm new to using VBA for MS Access. May I enlist your help, Please.
I'm working on a human resources database for a group of employees. I'm trying to automate their login process after they have opened the database so that each employee's privacy is respected. Using an initial form, employees are separated into "New User" or "Returning User". My problem concerns setting up the "New User" in the database.
The New User is directed to form "frm_NU". The form has several unbound fields which are later carried to the table "tbl_Employees". Two of the fields on the form are used to create the EmployeeID. Those are Initials [INI] and Phone Extension [EXT]. The EmployeeID will be used in a filter so that only that employee's information is made available to the user (simulated Privacy).
Because the employees are unfamiliar with MS Access and its cryptic error messages, I need to create a message box which will give a plain English warning when a user attempts to use an existing ID to create a new record. [EmployeeID] is a field in the table. it is set as a key and does not allow duplicates.
When a new user enters his/her initials and phone extension I want the new ID to be compared to the table and if found, a message should appear. This is a preemptive strike to prevent the user from getting to the more cryptic MS Access error message.
I've tried using Dlookup and Dcount to try to pass some meaningful data to the If statement variable VarX to trigger the message box; assuming that Varx should be something other than Null or Empty
Dim EmpID As Variant
Dim VarX As Variant
EmpID = [INI] & [EXT]
VarX = DLookup([EmployeeID], "qry_Employees", [EmployeeID] = [EmpID])
If VarX <Is Not Empty> Then
X = MsgBox("Another record already exists by that name", vbOKOnly)
Else
Y = MsgBox("Passed", vbOKOnly)
End If
I keep getting an error at the DLookup formula or DCount formula saying: Run-time error; 2001 You canceled the previous operation. It also appears that the DLookup never looks up anything nor does DCount count anything even though I'm purposely entering duplicate information which exists in "qry_Employees". I was expecting VarX to be either the duplicate ID or a record number or record count or something.
Any ideas or constructive suggestions?
Thanks,
Goh
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Sep 10, 2004
hey,
sorry to bother everyone again, this is such a great forum, and ive gotten soo much help here.
i have a customer table, containing custRef, custName, drawerRef, Address, Phone, Fax
now it contains site addresses so the custName can be the same for quite a number of entries. no the combo box in my form obviously shows all entries for custName which means the same name repeated sometimes 6 or 7 times, as i only need to select one, is there a way without looking to different tables etc to just show unique entries. i dont want to list them all in another table because i dont know them all yet, so i want it to lookup the list as i enter them.
cheers
Baz
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Aug 6, 2006
Hi,
I have a rather large database that was built in Access '97 and recently converted to 2003. I have a couple problems now. I get an error message about not being able to update the form because it would create a duplicate value in the primary key, index, or relationship. (Error 3022) I didn't build this particular database so I'm not totally sure why somethings are done the way they are. I've spent a long time going through everything to try to understand the relationships and I've asked lots of people at work to look at it, but no one seems to understand why it's doing what it's doing. The Access Help information has helped me understand some things better, but not this problem. I've gone through every table and removed all primary keys and set all indexes to allow duplicates. Then, when I was looking at the relationships and object dependancies, I think everything looks to be in order. However, when i add info directly to the table instead of using the form, the form is not updated with the new info. the table keeps the information, but isn't communicating with the form and i suspect reverse is true which is where the error is coming from. But how do I detect that for sure and how can I fix it with out starting over? I've gone through and added data to one field in the form at a time to try and narrow down what field is causing the problem, but no matter what i get the same error. Is there a way to find out exactly what field is causing the error? Thanks for any help you can offer!
Alicia
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