Trigger

Access Tutorial 15: Advanced Triggers
15.1 Introduction: Pulling it all How do I create an unbound combo box?
together Can I implement the search capability using
In this tutorial, you will bring together several of the Visual Basic?
skills you have learned in previous tutorials to imple-
ment some sophisticated triggers. 15.3 Tutorial exercises

15.2 Learning objectives 15.3.1 Using a macro to run VBA code
There a some things that cannot be done using the
How do I run VBA code using a macro?
Access macro language. If the feature you wish to
How do I use the value in one field to implement is critical to your application, then you
automatically suggest a value for a different must implement it using VBA. However, since it is
field? possible to call a VBA function from within a macro,
How do I change the table or query a form is you do not have to abandon the macro language
bound to once the form is already created? completely.
What is the After Update event? How is it In this section, you are going to execute the Param-
used? eterTest subroutine you created in Section 12.3.6
from within a macro. Since the RunCode action of
How do I provide a search capability for my
the Access macro language can only be used to exe-
forms?

© Michael Brydon (brydon@unixg.ubc.ca)
Last update: 25-Aug-1997 Home Previous 1 o f 33 Next

15. Advanced Triggers Tutorial exercises

cute functions (not subroutines) you must do one of 'this function calls the
two things before you create the macro: ParameterTest subroutine
1. Convert ParameterTest to a function — you do ParameterTest intStart, intStop
this simply by changing the Sub at the start of the ParameterTestWrapper = True
'return a value
procedure to Function.
End Function
2. Create a new function that executes Parame-
• Call the function, as shown in Figure 15.1.
terTest and call the function from the macro.
15.3.1.1 Creating a wrapper Note that the return value of the function is
Since the second alternative is slightly more interest- declared as an integer, but the actual assign-
ing, it is the one we will use. ment statement is ParameterTestWrap-
• Open your basTesting module from per = True. This is because in Access/
Tutorial 12. VBA, the constants True and False are
• Create a new function called ParameterTest- defined as integers (-1 and 0 respectively).
Wrapper defined as follows: 15.3.1.2 Using the RunCode action
Function • Leave the module open (you may have to resize
ParameterTestWrapper(intStart As and/or move the debug window) and create a
Integer, intStop As Integer) As
new macro called mcrRunCodeTest.
Integer

Home Previous 2 o f 33 Next


FIGURE 15.1: Create a function that calls the ParameterTest subroutine.

the ParameterTest
Create a function to call

subroutine.

Since ParameterTest invoke the function (do notto
Use the Print statement
forget
does not return a value, its the parameters).
arguments are not in
brackets.
The return value of
ParameterTestWrapper()
is True, so this is printed when
the function ends.



• Add the RunCode action and use the expression • Select Run Start to execute the macro as
builder to select the correct function to execute, shown in Figure 15.3.
as shown in Figure 15.2.
15.3.2 Using activity information to
The expression builder includes two parame- determine the number of credits
ter place holders (intStart and
In this section, you will create triggers attached to the
intStop) in the function name. These
After Update event of bound controls.
are to remind you that you must pass two
parameters to the ParameterTestWrap- 15.3.2.1 Scenario
per() function. If you leave the place holders Assume that each type of course activity is generally
where they are, the macro will fail because associated with a specific number of credits, as
Access has not idea what intStart shown below:
and intStop refer to.
Activity Credits
• Replace the parameter place holders with two lecture 3.0
numeric parameters (e.g. 3 and 6). Note that in lab 3.0
general, the parameters could be field names or
tutorial 1.0
any other references to Access objects contain-
seminar 6.0
ing (in this case) integers.



FIGURE 15.2: Use the expression builder to select the function to execute.

action to the macro.
Add a RunCode

Note the intStart and
intStop parameter place
holders. These must be replaced
with expressions that Access
understands.

downthe expression builder to drill in
Use
to the user-defined functions
your database file.



Assume as well that the number of credits for a par-
FIGURE 15.3: Execute the RunCode macro.
ticular type of course is not cast in stone. As such,
the numbers given above are merely “default” val-
ues.
You want to use the default credit values when you
create a new course or modify an existing course.
However, the user may override this default if neces-
sary for a particular course. The basic requirement is
illustrated in Figure 15.4.
15.3.2.2 Designing the trigger
Based on the foregoing, the answer to the “what”

parameter place
Replace the question is the following:
1. Look up the default number of credits associated
holders.
with the course activity showing in the form’s
Activity field.
the toolRun toStart (or press the ! icon in
Select
bar) execute the macro.
2. Copy this number into the Courses.Credits
field.



FIGURE 15.4: Inserting a default value into a new record.

Create a new record for a lecture-based of creditsmacro to find the default number
Create a
and copy the value it into the
course: COMM 437: Database Technology Credits field.

Select “Lecture” from the list of list of
course activities created in Tutorial 8.

Since this is a new record, the default
value of Credits (like any numeric
field) is zero. You want to use the
information you just specified in the macrothe Activityvalue in the the
Once
executes. The
field is updated,
Activity field to automatically Credits field can be changed by the
look up the correct default number of user.
credits for a lecture course and insert
it in the Credits field.



There are several possible answers to the “when” • Ensure that you have a courses form (e.g., frm-
question (although some are better than others). For Courses) and that the form has a combo box for
example: the Activity field. You may wish to order the
1. When the user enters the Credits field (the On fields such that Activity precedes Credits in
Enter event for Credits) — The problem with the tab order (as shown in Figure 15.4).
this choice is that the user could modify the
If your move fields around, remember to
course’s activity without moving the focus to the
adjust the tab order accordingly (recall
Activity field. In such a case, the trigger would
Section 8.3.4).
not execute.
2. When the user changes the Activity field (the 15.3.2.4 Looking up the default value
After Update event for Activity) — This choice
As you discovered in Section 14.3.5, Access has a
guarantees that whenever the value of Activ-
DLookUp() function that allows you to go to the
ity is changed, the default value will be copied
Activities table and find the value of Credits
into the Credits field. As such, it is a better
for a particular value of Activity. A different
choice.
approach is to join the Activities table with the
15.3.2.3 Preliminary activities Courses table in a query so that the default value of
• Modify the Activities table to include a single- credits is always available in the form. This is the
precision numeric field called Credits. Add the approach we will use here.
values shown in the table in Section 15.3.2.1.



• Ensure you have a relationship (in the main rela-
FIGURE 15.5: Use a join to make the default
tionship window) between Courses.Activity
value available.
and Activities.Activity.
• Create a new query called qryCoursesAnd-
Credits based on the Courses and Activi-
ties tables (see Figure 15.5).

Notice that you have two credits fields:
Courses.Credits (the actual number of
credits for the course) and Activi-
ties.Credits (the “default” or “suggested”
number of credits based on the value of
Activity). Access uses the table
name.field name notation whenever a
query contains more than one field with the
same name.

Since you already have forms based on the
Courses table that expect a field called Credits
(rather than one called Courses.Credits), it is a



good idea to rename the Activities.Credits
FIGURE 15.6: Rename one of the Credits fields.
field in the query. You do this by creating a calculated
field.
• Rename Activities.Credits to Default-
Credits as shown in Figure 15.6. Note that this
eliminates the need for the table
name.field name notation.
15.3.2.5 Changing the Record Source of the
form
Rather than create a new form based on the qry-
CoursesAndCredits query, you can modify the
Record Source property of the existing frmCourses
form so it is bound to the query rather than the
Courses table.
• Bring up the property sheet for the frmCourses
form and change the Record Source property to
qryCoursesAndCredits as shown in
Figure 15.7.
table to DefaultCredits.Activities
Rename Credits form the



The advantage of using a join query in this manner is
FIGURE 15.7: Change the Record Source
that DefaultCredits is now available for use
property of an existing form.
within the form and within any macros or VBA mod-

changeup the form’sSource property.
Bring
its Record
property list and ules that run when the form is open.
15.3.2.6 Creating the SetValue macro
The SetValue macro you require here is extremely
simple once you have DefaultCredits available
within the scope of the form.
• Create the mcrCourses.SetCredits macro
as shown in Figure 15.8.
15.3.2.7 Attaching a procedure to the After
Update event
The On Click event of a button is fairly simple to
understand: the event occurs when the button is
clicked. The events associated with non-button
objects operate in exactly the same way. For exam-
ple, the After Update event for controls (text box,
The field list now contains all
the fields in the new query. combo box, check box, etc.) occurs when the value



• Attach the mcrCourses.SetCredits macro to
FIGURE 15.8: Create the SetValue macro.
the After Update event of the Activity field.
• Verify that the trigger works properly.
and a named macro called SetCredits.
Create a macro group called mcrCourses
15.3.3 Use an unbound combo box to
automate search
As mentioned in Tutorial 8, a combo box has no
intrinsic search capability. However, the idea of scan-
ning a short list of key values, selecting a value, and
having all the information associated with that record
pop on to the screen is so basic that in Access ver-
sion 7.0 and above, this capability is included in the
combo box wizard. In this tutorial, we will look at a
or simplyuse the builder to set the arguments
You can
type in the names of the fields.
couple of different means of creating a combo boxes
for search from scratch.
of the control is changed by the user. As a result, the 15.3.3.1 Manual search in Access
After Update event is often used to trigger data verifi- To see how Access searches for records, do the fol-
cation procedures and “auto-fill” procedures like the lowing:
one you are creating here. • Open your frmDepartments form.



• Move to the field on which you want to search • Set the Enabled property of DeptCode to No (the
(e.g., DeptCode); user should never be able to change the key val-
• Select Edit Find (or press Control-F); ues of existing records).
• Fill out the search dialog box as shown in 15.3.3.3 Creating the unbound combo box
Figure 15.9.
The key thing to remember about the combo box
In the dialog box, you specify what to search for used to specify the search criterion is that it has
(usually a key value) and specify how Access should nothing to do with the other fields or the underlying
conduct its search. When you press Find First, table. As such, it should be unbound.
Access finds the first record that matches your • Create an unbound combo box in the form
search value and makes it the current record (note header, as shown in Figure 15.10.
that if you are searching on a key field, the first • Change the Name property of the combo box to
matching record is also the only matching record). cboDeptCode.
15.3.3.2 Preliminaries • The resulting combo box should resemble that
To make this more interesting, assume that the frm- shown in Figure 15.11.
Departments form is for viewing editing existing
When you create an unbound combo box,
departmental information (rather than adding new
Access gives it a default name (e.g.,
departments). To enforce this limitation, do the fol-
Combo5). You should do is change this to
lowing:
something more descriptive (e.g., cboDept-
• Set the form’s Allow Additions property to No.



FIGURE 15.9: Search for a record using the “find” dialog box.

the field you wishtoto
Move the cursor

search and invoke
the search box
using Control-F.

and setthe value you wish to find
Enter
the other search
parameters as required.

Limit the search to the current
field (i.e., the field with the
focus when the search box was
opened).

(or only) record thatmove to the first
Press Find First to
matches the
search condition.



FIGURE 15.10: Create an unbound combo box.

down themake roomfor the detail
Drag
to
separator
in the form
header

selecting the combocombo boxand
Create an unbound
box tool
by

clicking in the header area.

Use the wizard in the usual way
to get a list of valid DeptCode
values and descriptions. The
bound column for the combo box
should be DeptCode.

its value has to bebox is unbound,
Since the combo
stored for later
use rather than stored in a field.



15.3.3.4 Automating the search procedure
FIGURE 15.11: An unbound combo box.
using a macro
When we implement search functionality with a
combo box, only two things are different from the
manual search in Figure 15.9:
1. the search dialog box does not show up, and
2. the user selects the search value from the combo
box rather than typing it in.
The basic sequence of actions, however, remains
Although the DeptCode column has been the same. As a result, the answer to the “what” ques-
hidden, it is the “bound” column. As a result,
the value of the combo box as it appears here tion is the following:
is “COMM”, not “Commerce and ...” 1. Move the cursor to the DeptCode field (this
allows the “Search Only Current Field” option to
Code). The advantage of the prefix cbo is be used, thereby drastically cutting the search
that it allows you to differentiate between the time).
bound field DeptCode and the unbound 2. Invoke the search feature using the current value
combo box. of cboDeptCode as the search value.



3. Move the cursor back to cboDeptCode or some
FIGURE 15.13: Fill in the arguments for the
other field.
FindRecord action.
The only problem with this procedure is that the
DeptCode text box is disabled. As a result, you must
include an extra step at the beginning of the macro
mcrSearch.FindDepartment.
Create a named macro called

to set its Enabled property to Yes and another at the
end of the macro to return it to its original state.
• Create a new macro called mcrSearch.Find-
Department.
• Use the SetValue action to set the Dept-
Code.Enabled property to Yes. This can be
done using the expression builder, as shown in
Figure 15.12.
• Use the GotoControl action to move the cursor Since Value is
the default
to the DeptCode text box. Note that this action property, its use
will fail if the destination control is disabled. is optional.
• Use the FindRecord action to implement the
search as shown in Figure 15.13.
equalsthe action arguments. Dothe combo box.
Enter
sign before the name of
not forget the



FIGURE 15.12: Use the builder to specify the name of the property to set.

expressionItem argument, down
To set the
builder to drill
use the

to the correct form.

The middle pane shows all the
objects on the form including
labels and buttons (hence the
need for a good naming
convention).

(cboDeptCode) from thebox
Select the unbound combo
middle
pane. A list of properties for the
selected object is displayed in the
pane on the right.



Access interprets any text in the Find What 15.3.4 Using Visual Basic code instead of
argument as a literal string (i.e., quotation a macro
marks would not be required to find COMM). To Instead of attaching a macro to the After Update
use an expression (including the contents of a
event, you can attach a VBA procedure. The VBA
control) in the Find What argument, you must
procedure is much shorter than its macro counter-
precede it with an equals sign (e.g., part:
=[cboDeptCode].
1. a copy (clone) of the recordset underlying the
• You cannot disable a control if it has the focus. form is created,
Therefore, include another GotoControl action 2. the FindFirst method of this recordset is used
to move the cursor to cboDeptCode before set- to find the record of interest.
ting DeptCode.Enabled = No. 3. the “bookmark” property of the clone is used to
• Attach the macro mcrSearch.FindDepart- move to the corresponding bookmark for the
ment to the After Update event of the cboDept- form.
Code combo box. To create a VBA search procedure, do the following:
• Test the search feature. • Change the After Update event of cboDeptCode
to “Event Procedure”.
• Press the builder ( ) to create a VBA subrou-
tine.


15. Advanced Triggers Application to the assignment

• Enter the two lines of code below, as shown in a non-human-readable data type and therefore is
Figure 15.14. not of much use unless it is used in the manner
Me.RecordsetClone.FindFirst shown here. Setting the Bookmark property of a
“DeptCode = ‘” cboDeptCode “'” record makes the record with that bookmark the
Me.Bookmark = current record. In the example above, the book-
Me.RecordsetClone.Bookmark mark of the records underlying the form is set to
This program consists of a number of interesting ele- equal the bookmark of the clone. Since the clone
ments: had its bookmark set by the search procedure,
• The property Me refers to the current form. You this is equivalent to searching the recordset
can use the form's actual name, but Me is much underlying the form.
faster to type.
• A form’s RecordsetClone property provides a 15.4 Application to the assignment
means of referencing a copy of the form's under-
lying recordset. 15.4.1 Triggers to help the user
• The FindFirst method is straightforward. It • Create a trigger on your order form that sets the
acts, in this case, on the clone. actual selling price of a product to its default
• Every recordset has a bookmark property that price. This allows the user to accept the default
uniquely identifies each record. A bookmark is price or enter a new price for that particular trans-
like a “record number”, except that it is stored as action (e.g., the item could be damaged). You will



FIGURE 15.14: Implement the search feature using a short VBA procedure.

referencethe After Update event to
Change
an event procedure.

editor.the builder button to invoke the VBA
Press

Access automatically names the
subroutine. Enter the two lines of code.



have to think carefully about which event to Section 10.4). The problem is updating the Back-
attach this macro to. Orders table itself because two different situations
• Create a trigger on your order form that calcu- have to be considered:
lates a suggested quantity to ship and copies this 1. A record for the particular customer-product
value into the quantity to ship field. The sug- combination exists in the BackOrders table --
gested value must take into account the amount If a backorder record exists for a particular cus-
ordered by the customer, any outstanding backo- tomer and a particular product, the quantity field
rders for that item by that customer, and the cur- of the record can be added-to or subtracted-from
rent quantity on hand (you cannot ship what you as backorders are created and filled.
do not have). The user should be able to override 2. A customer-product record does not exist in
this suggested value. (Hint: use the MinValue() the BackOrders table -- If the particular cus-
function you created in Section 12.5.) tomer has never had a backorder for the product
• Provide you customer and products forms with in question, then there is no record in the Back-
search capability. Orders table to update. If you attempt to update
a nonexistent record, you will get an error.
15.4.2 Updating the BackOrders table
What is required, therefore, is a means of determin-
Once a sales order is entered into the order form, it ing whether a record already exists for a particular
is a simple matter to calculate the amount of each customer-product combination. If a record does
product that should be backordered (you did this in exist, then it has to be updated; if a record does not



exist, then one has to be created. This is simple (see Section 15.3.2.4 to review renaming
enough to talk about, but more difficult to implement fields in queries).
in VBA. As a result, you are being provided with a
shortcut function called UpdateBackOrders() Note that if the backordered quantity is positive,
that implements this logic. items are backordered. If the backordered quantity is
negative, backorders are being filled. If the backor-
The requirements for using the UpdateBackO-
dered quantity is zero, no change is required and
rders() function are outlined in the following sec-
these records should no be included in the results of
tions:
the query.
15.4.2.1 Create the pqryItemsToBackOrder
15.4.2.2 Import the shortcut function
query
Import the Visual Basic for Applications (VBA) mod-
If you have not already done so, create the pqry-
ule containing the code for the
ItemsToBackOrder query described in
UpdateBackOrders() function. This module is
Section 10.4. The UpdateBackOrders() proce-
contained in an Access database called
dure sets the parameter for the query and then cre-
BOSC_Vx.mdb that you can download from the
ates a recordset based on the results.
course home page.
If you did not use the field names OrderID, • BOSC_V2.mdb is for those running Access ver-
and ProductID in your tables, you must use sion 2.0. To import the module, select File
the calculated field syntax to rename them



Import, choose BOSC_V2.mdb, and select Mod- ers, and Products. If any of your tables or fields
ule as the object type to import. are named differently, an error occurs. To eliminate
• BOSC_V7.mdb is for those running Access ver- these errors, you can do one of two of things:
sion 7.0 or higher. To import the module, select 1. Edit the VBA code. Use the search-and-replace
File Get External Data Import, choose feature of the module editor to replace all
BOSC_V7.mdb, and select Module as the object instances of field names in the supplied proce-
type to import. dures with your own field names. This is the rec-
15.4.2.3 Use the function in your application ommended approach, although you need an
adequate understanding of how the code works
The general syntax of the function call is:
in order to know which names to change.
UpdateBackOrders(OrderID, CustomerID).
2. Change the field names in your tables (and all
The OrderID and CustomerID are arguments and queries and forms that reference these field
they both must be of the type Long Integer. If this names). This approach is not recommended.
function is called properly, it will update all the backo-
rdered items returned by the parameter query. 15.4.3 Understanding the
15.4.2.4 Modifying the UpdateBackOrders() UpdateBackOrders() function
function The flowchart for the UpdateBackOrders() func-
The UpdateBackOrders() function looks for spe- tion is shown in Figure 15.15. This function repeat-
cific fields in three tables: BackOrders, Custom- edly calls a subroutine, BackOrderItem, which



updates or adds the individual items to the BackO- FIGURE 15.15: Flowchart for
rders table. The flowchart for the BackOrderItem UpdateBackOrders().
subroutine is shown in Figure 15.16.
There are easier and more efficient ways of imple- start

menting routines to update the BackOrders table.
Although some amount of VBA code is virtually inev- run pqryItemsToBackOrder
to get list of items to backorder
itable, a great deal of programming can be elimi-
nated by using parameter queries and action
queries. Since queries run faster than code in is yes
Access, the more code you replace with queries, the the list error message stop
empty?
better.
no
To get full marks for the backorders aspect of
the assignment, you have to create a more do until end of list
elegant alternative to the shortcut supplied
here. call BackOrderItems
(CustID,ProductID,Qty)

stop



FIGURE 15.16: Flowchart for the BackOrderItem subroutine.

start

search BackOrders table for
matching CustID ProductID
yes

yes check Products table to
ensure valid ProductID
found? update Qty stop

no no
check Customer table to valid? error message stop
ensure valid CustID
yes

no add new record with
CustID, ProductID Qty
valid? error message stop

stop



15.4.4 Annotated source code for the MsgBox “Back order cannot be processed:
backorders shortcut module. order contains no items”
Exit Sub
In the following sections, the two procedures in the
End If
shortcut module are examined. In each case, the
Do Until rsBOItems.EOF
code for the procedure is presented followed by
Call BackOrderItem(lngCustID,
comments on specific lines of code.
rsBOItems!ProductID, rsBOItems!Qty)
15.4.4.1 The UpdateBackOrders() function rsBOItems.MoveNext
Function UpdateBackOrders(ByVal Loop
lngOrdID As Long, ByVal lngCustID As rsBOItems.Close
Long) End Function
Set dbCurr = CurrentDb
15.4.4.2 Explanation of the
Dim rsBOItems As Recordset
UpdateBackOrders() function
dbCurr.QueryDefs!pqryItemsToBackOrder.
Parameters!pOrderID = lngOrdID Function UpdateBackOrders(ByVal lngOr-
Set rsBOItems = dID As Long, ByVal lngCustID As Long) —
dbCurr.QueryDefs!pqryItemsToBackOrder This statement declares the function and its parame-
.OpenRecordset() ters. Each item in the parameter list contains three
If rsBOItems.RecordCount = 0 Then elements: ByVal or ByRef (optional), the variable's
name, and the variable's type (optional). The ByVal



keyword simply means that a copy of the variables Dim rsBOItems As Recordset — In this decla-
value is passed the subroutine, not the variable ration statement, a pointer to a Recordset object is
itself. As a result, variables passed by value cannot declared. This recordset contains a list of all the
be changed by the sub-procedure. In contrast, if a items to add to the BackOrders table.
variable is passed by reference (the default), its dbCurr.QueryDefs!pqryItemsToBackOrder
value can be changed by the sub-procedure. .Parameters!pOrderID = lngOrdID — This
Set dbCurr = CurrentDb — Declaring a vari- one is a bit tricky: the current database (dbCurr)
able and setting it to be equal to something are dis- contains a collection of objects called QueryDefs
tinct activities. In this case, the variable dbCurr (these are what you create when you use the QBE
(which is declared in the declarations section) is set query designer). Within the collection of QueryDefs,
to point to a database object. Note that the database there is one called pqryItemsToBackOrder
object is not created, it already exists. (which you created in Section 15.4.2.1).
CurrentDb is a function supported in Access ver- Within every QueryDef, there is a collection of zero
sion 7.0 and higher that returns a reference to the or more Parameters. In this case, there is one called
current database. In Access version 2.0, this function pOrderID and this sets the value of the parameter
does not exist and thus the current database must to the value of the variable lngOrderID (which was
be found by starting at the top level object in the passed to the function as a parameter).
Access DAO hierarchy, as discussed in Set rsBOItems = dbCurr.QueryDefs!pqry-
Section 14.3.1. ItemsToBackOrder.OpenRecordset() — Here



is another set statement. In this one, the variable MsgBox “Back order cannot be processed:
rsBOItems is set to point at a recordset object. order contains no items” — The MsgBox
Unlike the current database object above, however, statement pops up a standard message box with an
this recordset does not yet exist and must be created Okay button in the middle.
by running the pqryItemsToBackOrder parame- Exit Sub — If this line is reached, the list contains
ter query. no items. As such, there is no need to go any further
OpenRecordset is a method that is defined for in this subroutine.
objects of type TableDef or QueryDef that creates an End If — The syntax for If… Then… Else… state-
image of the data in the table or query. Since the ments requires an End If statement at the end of
query in question is a parameter query, and since the the conditional code. That is, everything between the
parameter query is set in the previous statement, the If and the End If executes if the condition is true;
resulting recordset consists of a list of backordered otherwise, the whole block of code is ignored.
items with an order number equal to the value of
Do Until rsBOItems.EOF — The EOF property
pOrderID.
of a recordset is set to true when the “end of file” is
If rsBOItems.RecordCount = 0 Then — The encountered.
only thing you need to know at this point about the
Call BackOrderItem(lngCustID, rsBOI-
RecordCount property of a recordset is that it returns
tems!ProductID, rsBOItems!Qty) — A sub-
zero if the recordset is empty.
routine is used to increase the modularity and



readability of this function. Note the way in which the 15.4.4.3 The BackOrderItem() subroutine
current values of ProductID and Qty from the Sub BackOrderItem(ByVal lngCustID As
rsBOItems Recordset are accessed. Long, ByVal strProdID As String, ByVal
intQty As Integer)
rsBOItems.MoveNext — MoveNext is a method
Set dbCurr = CurrentDb
defined for recordset objects. If this is forgotten, the
Dim strSearch As String
EOF condition will never be reached and an infinite
Dim rsBackOrders As Recordset
loop will be created. In VBA, the Escape key is usu-
Set rsBackOrders =
ally sufficient to stop an infinite loop.
dbCurr.OpenRecordset(“BackOrders”,
Loop — All Do While/Do Until loops must end dbOpenDynaset)
with the Loop statement. strSearch = “CustID = “ lngCustID “
rsBOItems.Close — When you create a new AND ProductID = ' strProdID “'”
object (such as a Recordset using the Open- rsBackOrders.FindFirst strSearch
Recordset method), you should close it before exit- If rsBackOrders.NoMatch Then
ing the procedure. Note that you do not close Dim rsCustomers As Recordset
dbCurr because you did not open it. Set rsCustomers =
dbCurr.OpenRecordset(“Customers”,
End Function — All functions/subroutines need dbOpenDynaset)
an End Function/End Sub statement. strSearch = “CustID = “ lngCustID
rsCustomers.FindFirst strSearch



If rsCustomers.NoMatch Then rsBackOrders!Qty = intQty
MsgBox “An invalid Customer ID number rsBackOrders.Update
has been passed to BackOrderItem” Else
Exit Sub rsBackOrders.Edit
End If rsBackOrders!Qty = rsBackOrders!Qty +
Dim rsProducts As Recordset intQty
Set rsProducts = rsBackOrders.Update
dbCurr.OpenRecordset(“Products”, End If
dbOpenDynaset) End Sub
strSearch = “ProductID = ' strProdID
15.4.4.4 Explanation of the BackOrderItem()
“'”
subroutine
rsProducts.FindFirst strSearch
If rsProducts.NoMatch Then Since many aspects of the language are covered in
MsgBox “An invalid Product ID number the previous subroutine, only those that are unique
has been passed to BackOrderItem” to this subroutine are explained.
Exit Sub Set rsBackOrders = dbCurr.OpenRecord-
End If set(“BackOrders”, dbOpenDynaset) — The
rsBackOrders.AddNew OpenRecordset method used here is the one
rsBackOrders!CustID = lngCustID defined for a Database object. The most important
rsBackOrders!ProductID = strProdID argument is the source of the records, which can be



a table name, a query name, or an SQL statement. do this, single quotes are used within the search
The dbOpenDynaset argument is a predefined con- string.
stant that tells Access to open the recordset as a rsBackOrders.FindFirst strSearch —
dynaset. You don't need to know much about this FindFirst is a method defined for Recordset
except that the format of these predefined constants objects that finds the first record that meets the crite-
is different between Access version 2.0 and version ria specified in the method's argument. Its argument
7.0 and higher. In version 2.0, constants are of the is the text string stored in strSearch.
form: DB_OPEN_DYNASET.
If rsBackOrders.NoMatch Then — The
strSearch = “CustID = ” lngCustID “ NoMatch property should always be checked after
AND ProductID = ’” strProdID “'” — searching a record set. Since it is a Boolean variable
A string variable has been used to break the search (True / False) it can be used without an comparison
process into two steps. First, the search string is operator.
constructed; then the string is used as the parameter
rsBackOrders.AddNew — Before information can
for the FindFirst method. The only tricky part here
be added to a table, a new blank record must be cre-
is that lngCustID is a long integer and strProdID
ated. The AddNew method creates a new empty
is a string. The difference is that the value of str-
record, makes it the active record, and enables it for
ProdID has to be enclosed in quotation marks when
editing.
the parameter is passed to the FindFirst method. To



rsBackOrders!CustID = lngCustID — Note
the syntax for changing a variable’s value. In this
case, the null value of the new empty record is
replaced with the value of a variable passed to the
subroutine.
rsBackOrders.Update — After any changes are
made to a record, the Update method must be
invoked to “commit” the changes. The AddNew /
Edit and Update methods are like bookends
around changes made to records.
rsBackOrders.Edit — The Edit method allows
the values in a record to be changed. Note that these
changes are not saved to the underlying table until
the Update method is used.


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