Automatically populate a field (create records) from another table

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Guest

I created an Access DB with a table for assessments and a table that has a
dropdown to fill in information on each assessment for a family. Each family
needs each assessment to show up with related information. I imported all
the families from another program we work with.

When I am in forms view, is there some coding I can use that will allow me
to click a button and have all 31 assessments show up instead of having to
use the drop down to bring each one up?

I don’t know Visual Basic, but have managed a little using the help function.
 
I created an Access DB with a table for assessments and a table that has a
dropdown to fill in information on each assessment for a family. Each family
needs each assessment to show up with related information. I imported all
the families from another program we work with.

When I am in forms view, is there some coding I can use that will allow me
to click a button and have all 31 assessments show up instead of having to
use the drop down to bring each one up?

I don't know Visual Basic, but have managed a little using the help function.

Use the listbox.
 
Perhaps I should clarify, I would like all 727 families records to be
automatically populated with each of the 31 assessments (twice - 1st
assessment and 2nd assessment - on subforms created for purpose) so I don't
have to spend a couple of days adding each assessment to each family from the
dropdown.
 
Perhaps I should clarify, I would like all 727 families records to be
automatically populated with each of the 31 assessments (twice - 1st
assessment and 2nd assessment - on subforms created for purpose) so I don't
have to spend a couple of days adding each assessment to each family from the
dropdown.






- Show quoted text -

Your language is real ambiguous. What is an assessment? If it is a
property of a family, then won't they be different for each family?
If all families have the same "Assessment", then there is no need to
add it. It would be assumed. Is it a group of properties, like
income, financial status, credit score? If you don't fill them in one
at a time, then who would? How would the computer know what to fill
in for each family? Are the "Assessments" already associated with
each family? Are you just trying to display them in an editable
environment?
In short: 1) What is the input? and 2) What is the output?
 
OldPro said:
Your language is real ambiguous. What is an assessment? If it is a
property of a family, then won't they be different for each family?
If all families have the same "Assessment", then there is no need to
add it. It would be assumed. Is it a group of properties, like
income, financial status, credit score? If you don't fill them in one
at a time, then who would? How would the computer know what to fill
in for each family? Are the "Assessments" already associated with
each family? Are you just trying to display them in an editable
environment?
In short: 1) What is the input? and 2) What is the output?
Sorry. What an assessment consists of are things like Medical Home, Dental
Home, Legal Proglems, Litercy/Education, etc.

The family has a hard copy and marks each assessment with various options
(thriving, self-sufficient, stable, vulnerable, In-Crisis). Our data entry
clerk pulls up the family in the database and fills in the options. They are
complaining right now about the extra time it takes to populate the record
with all the assessments instead of just being able to go down the rows
clicking on the options for each assessment.

I hope that is clearer.
 
Sorry. What an assessment consists of are things like Medical Home, Dental
Home, Legal Proglems, Litercy/Education, etc.

The family has a hard copy and marks each assessment with various options
(thriving, self-sufficient, stable, vulnerable, In-Crisis). Our data entry
clerk pulls up the family in the database and fills in the options. They are
complaining right now about the extra time it takes to populate the record
with all the assessments instead of just being able to go down the rows
clicking on the options for each assessment.

I hope that is clearer.- Hide quoted text -

- Show quoted text -

I understand now. What you really want is the ability to select all
of the choices on one screen instead of having to bring up several
smaller screens. It sounds like a hierarchical system where one would
have to select the subheading before seeing the associated choices.
Yes, it can be done, and it wouldn't be too hard for a programmer.
What I would suggest is to use checkboxes and position them
programatically. The basic idea is this: When a checkbox for a
subheading is checked, call a function that positions addition
checkboxes (and/or textboxes) below it. Or you could have all of the
checkboxes showing from the start, but not enabled until the
subheading checkbox has been clicked. Access will allow a vertical
scrollbar if there isn't enough space on the screen. It is a property
of the form which can be set on-the-fly when more space is required.
If all of this data is going into more than one table, then you will
have to program the data access manually. For this you will need to
know some Visual Basic. I feel like I am throwing darts at a target
that is too big; I can through a dart in almost any direction and hit
it. I need a more specific questions, so that I can gauge your
knowledge level and your specific needs.
 
dropdown to fill in information on each assessment for a family. Each family
needs each assessment to show up with related information. I imported all
the families from another program we work with.automatically populated with each of the 31 assessments (twice - 1st
assessment and 2nd assessment - on subforms created for purpose) so I don't
have to spend a couple of days adding each assessment to each family from the
dropdown.
:
I understand now. What you really want is the ability to select all of the choices on one screen instead of having to bring up several smaller screens. It sounds like a hierarchical system where one would have to select the subheading before seeing the associated choices. Yes, it can be done, and it wouldn't be too hard for a programmer. What I would suggest is to use checkboxes and position them programatically. The basic idea is this: When a checkbox for a subheading is checked, call a function that positions addition checkboxes (and/or textboxes) below it. Or you could have all of the checkboxes showing from the start, but not enabled until the subheading checkbox has been clicked. Access will allow a vertical scrollbar if there isn't enough space on the screen. It is a property of the form which can be set on-the-fly when more space is required. If all of this data is going into more than one table, then you will have to program the data access manually. For this you
will need to know some Visual Basic. I feel like I am throwing darts at a target that is too big; I can through a dart in almost any direction and hit it. I need a more specific questions, so that I can gauge your knowledge level and your specific needs.Not quite there yet. On the form: I have each family in their own record.
I have a subform for the Assessments with a dropdown to pull up the
assessment type: "Medical Home, Dental Home, Legal Proglems, etc." I have
check boxes for each of the options "thriving, self-sufficient, stable,
vulnerable, In-Crisis." The data entry clerk clicks on the dropdown and
picks the first assessement, then clicks on the appropriate option. She then
clicks on the dropdown to bring up the second assessment then clicks on the
appropriate option -- doing this for all 31 assessments (each on the same
subform/screen). Since each family has to have all 31 assessments we would
like to be able to click a button and have all those assessments appear on
that families subform so all the data entry clerk has to do is go down the
list clicking on options.
 
dropdown to fill in information on each assessment for a family. Each family
needs each assessment to show up with related information. I imported all
the families from another program we work with. > > > > > > When I am in forms view, is there some coding I can use that will allow me to click a button and have all 31 assessments show up instead of having to

use the drop down to bring each one up?> > > > > > I don't know Visual Basic, but have managed a little using the help function.


automatically populated with each of the 31 assessments (twice - 1st
assessment and 2nd assessment - on subforms created for purpose) so I don't
have to spend a couple of days adding each assessment to each family from the
dropdown.


Home, Legal Proglems, Litercy/Education, etc.> > The family has a hard copy and marks each assessment with various options thriving, self-sufficient, stable, vulnerable, In-Crisis). Our data entry clerk pulls up the family in the database and fills in the options. They are complaining right now about the extra time it takes to populate the record with all the assessments instead of just being able to go down the rows clicking on the options for each assessment.


will need to know some Visual Basic. I feel like I am throwing darts at a target that is too big; I can through a dart in almost any direction and hit it. I need a more specific questions, so that I can gauge your knowledge level and your specific needs.

Not quite there yet. On the form: I have each family in their own record.
I have a subform for the Assessments with a dropdown to pull up the
assessment type: "Medical Home, Dental Home, Legal Proglems, etc." I have
check boxes for each of the options "thriving, self-sufficient, stable,
vulnerable, In-Crisis." The data entry clerk clicks on the dropdown and
picks the first assessement, then clicks on the appropriate option. She then
clicks on the dropdown to bring up the second assessment then clicks on the
appropriate option -- doing this for all 31 assessments (each on the same
subform/screen). Since each family has to have all 31 assessments we would
like to be able to click a button and have all those assessments appear on
that families subform so all the data entry clerk has to do is go down the
list clicking on options.

Did you build the form, or someone else? Are you comfortable writting
vb code? What is preventing you from rewriting the screen as you have
described? Does the current screen use VB code or is it all done with
Access data-bound controls? If all of the fields will be saved to one
table, then it should be easy to populate a new form with bound
controls to allow selection of the various items.
 
On Jul 31, 3:46 pm, sandrah
table for assessments and a table that has a dropdown to fill in information
on each assessment for a family. Each family needs each assessment to show
up with related information. I imported all the families from another
program we work with.will allow me to click a button and have all 31 assessments show up instead
of having to use the drop down to bring each one up?
Did you build the form, or someone else? Are you comfortable writting
vb code? What is preventing you from rewriting the screen as you have
described? Does the current screen use VB code or is it all done with
Access data-bound controls? If all of the fields will be saved to one
table, then it should be easy to populate a new form with bound
controls to allow selection of the various items.
I built the form. I know very little vb code (mostly look at other stuff and
modify names, etc. to fit my program). The screen is currently Access
data-bound controls. The family info is in one table, the assessments are
pulled from another table, all the option information for the assessments are
saved to another table. I can sellect anything I want. I want to push a
button and have all 31 assessments show up at once for the family I'm in.
Then just the options have to be clicked on.
 
table for assessments and a table that has a dropdown to fill in information
on each assessment for a family. Each family needs each assessment to show
up with related information. I imported all the families from another
program we work with.
will allow me to click a button and have all 31 assessments show up instead
of having to use the drop down to bring each one up?




you will need to know some Visual Basic. I feel like I am throwing darts at a target that is too big; I can through a dart in almost any direction and hit it. I need a more specific questions, so that I can gauge your knowledge level and your specific needs.







I built the form. I know very little vb code (mostly look at other stuff and
modify names, etc. to fit my program). The screen is currently Access
data-bound controls. The family info is in one table, the assessments are
pulled from another table, all the option information for the assessments are
saved to another table. I can sellect anything I want. I want to push a
button and have all 31 assessments show up at once for the family I'm in.
Then just the options have to be clicked on.- Hide quoted text -

- Show quoted text -- Hide quoted text -

- Show quoted text -

There may be a way to do it using bound Access controls, but it's not
the way I would do it. Here is my suggestion:
1) Use an unbound form.
2) Populate the form with all of the checkboxes, etc. that you will
need to show all options.
3) Create a function that reads the current record of the main table,
and the associated records of the auxillary tables; create a user-
defined data structure to represent the combined record.
4) Create a function that updates the form with the data from the user-
defined data structure.
5) Create a function that saves the screen-input data to the user-
defined data structure.
6) Create a function that saves the data in the user-defined data
structure to the various tables.

Here is an example that you can use to pattern your own code:
In a public module:
Private Type Assessment
SocialSecurityNo As String
MedicalHome As boolean
DentalHome as boolean
LegalProblems as string
Education as string
End Type
Private Type Customer
Name as string
Address as string
HomePhone as string
SocialSecurityNo as string
End Type

In the form module:

Private db as dao.database
Private CurAssessment as Assessment
Private CurCustomer as Customer
Private bAssessmentFound as boolean

Private sub ReadCustomer
Dim rs as dao.recordset
Set rs=db.OpenRecordset("tblCustomer",dbOpenSnapShot)
If Not rs.eof
Rs.FindFirst "[SocialSecurityNo]=' " &
CurCustomer.SocialSecurityNo & " ' "
If Not rs.NoMatch then
CurCustomer.Name=rs!Name
CurCustomer.Address=rs!Address
CurCustomer.HomePhone=rs!HomePhone
Endif
Endif
rs.close
set rs=Nothing
End Sub
Private Sub ReadAssessment
Dim rs as dao.recordset
Set rs=db.OpenRecordset("tblAssessments",dbOpenSnapShot)
If Not rs.eof then
Rs.FindFirst "[SocialSecurityNo]=' " &
CurCustomer.SocialSecurityNo & " ' "
If Not rs.NoMatch then
CurAssessment.SocialSecurityNo=rs!SocialSecurityNo
CurAssessment.MedicalHome=rs!MedicalHome
CurAssessment.DentalHome=rs!DentalHome
CurAssessment.LegalProblems=rs!LegalProblems
CurAssessment.Education=rs!Education
bAssessmentFound=True
Else
bAssessmentFound=False
Endif
Endif
Rs.close
Set rs=Nothing
End Sub
Private sub DisplayCustomer
TxtCustomer=CurCustomer.Name
TxtAddress=CurCustomer.Address
TxtHomePhone=CurCustomer.HomePhone
End Sub
Private sub DisplayAssessment
chkMedicalHome=CurAssessment.MedicalHome
chkDentalHome=CurAssessment.DentalHome
txtLegalProblems=CurAssessment.LegalProblems
txtEducation=CurAssessment.Education
End Sub
Private Sub InputCustomer
CurCustomer.Name=txtCustomer
CurCustomer.Address=txtAddress
CurCustomer.HomePhone=txtHomePhone
End sub
Private Sub InputAssessment
CurAssessment.MedicalHome=chkMedicalHome
CurAssessment.DentalHome=chkDentalHome
CurAssessment.LegalProblems=txtLegalProblems
CurAssessment.Education=txtEducation
End Sub
Private Sub SaveAssessment
Dim rs as dao.recordset
Set rs=db.OpenRecordset("tblAssessments",dbOpenSnapShot)
If Not rs.eof then
Rs.FindFirst "[SocialSecurityNo]=' " &
CurCustomer.SocialSecurityNo & " ' "
If Not rs.NoMatch then
rs.Edit
Else
rs.AddNew
Endif
rs!SocialSecurityNo=CurCustomer.SocialSecurityNo
rs!MedicalHome= CurAssessment.MedicalHome
rs!DentalHome= CurAssessment.DentalHome
rs!LegalProblems= CurAssessment.LegalProblems
rs!Education= CurAssessment.Education
rs.Update
Endif
Rs.close
Set rs=Nothing

End Sub
Private Sub cmdSave_click
If CurAssessment.SocialSecurityNo<>"" then
InputAssessment
SaveAssessment
ClearEditScreen
EditDisable
Endif
End sub
Private Sub cmdRetrieveCustomerFile
CurCustomer.SocialSecurityNo=txtSocial
If CurCustomer.SocialSecurityNo<>"" then
ReadCustomer
ReadAssessment
EditEnable
Endif
End Sub
Private Sub EditEnable
chkMedicalHome.enabled=True
chkDentalHome.enabled=True
txtLegalProblems.enabled=True
txtEducation.enabled=True
End Sub
Private Sub EditDisable
chkMedicalHome.enabled=False
chkDentalHome.enabled=False
txtLegalProblems.enabled=False
txtEducation.enabled=False
End Sub
Private Sub ClearEditScreen
txtSocial=""
chkMedicalHome=False
chkDentalHome=False
txtLegalProblems=""
txtEducation=""
End Sub
To make this example work, you will need to supply a form with the
appropriately named checkboxes, textboxes, and command button.
Everything that starts with "txt" references a textbox; everything
that starts with "cmd" references a command button; everything that
starts with "chk" references a checkbox. When you creat the screen
controls chkMedicalHome, chkDentalHome, txtLegalProblems, and
txtEducation, set their Enabled property to false. They will become
enabled once a valid social security number is entered and again
disabled once the record is saved. I haven't tested this code, so
there may be an error or ommision somewhere. The basic principles are
sound, and you should be able to figure out what each part is supposed
to accomplish. Basically, the Social Security number is the key.
Type in a customers Social Security number and click on "Retrieve
Customer File". If it finds data, it will display it. If it doesn't,
the fields on the screen will be left blank so that the user can enter
the data. When the user clicks on "Save" then the assessment will be
saved. If you want to add or edit customers, some additional coding
will be required.
 
On Jul 31, 3:46 pm, sandrah
table for assessments and a table that has a dropdown to fill in information
on each assessment for a family. Each family needs each assessment to show
up with related information. I imported all the families from another
program we work with.will allow me to click a button and have all 31 assessments show up instead
of having to use the drop down to bring each one up?automatically populated with each of the 31 assessments (twice - 1st
assessment and 2nd assessment - on subforms created for purpose) so I don't
have to spend a couple of days adding each assessment to each family from
thedropdown.Your language is real ambiguous. What is an assessment? If it is a
property of a family, then won't they be different for each family? If all
families have the same "Assessment", then there is no need to add it. It
would be assumed. Is it a group of properties, like income, financial
status, credit score? If you don't fill them in one at a time, then who
would? How would the computer know what to fill in for each family? Are the
"Assessments" already associated with each family? Are you just trying to
display them in an editable environment? In short: 1) What is the input? and
2) What is the output?Sorry. What an assessment consists of are things like Medical Home, Dental
Home, Legal Proglems, Litercy/Education, etc.> > The family has a hard copy
and marks each assessment with various options thriving, self-sufficient,
stable, vulnerable, In-Crisis). Our data entry clerk pulls up the family in
the database and fills in the options. They are complaining right now about
the extra time it takes to populate the record with all the assessments
instead of just being able to go down the rows clicking on the options for
each assessment.I understand now. What you really want is the ability to select all of the
choices on one screen instead of having to bring up several smaller screens.
It sounds like a hierarchical system where one would have to select the
subheading before seeing the associated choices. Yes, it can be done, and it
wouldn't be too hard for a programmer. What I would suggest is to use
checkboxes and position them programatically. The basic idea is this: When
a checkbox for a subheading is checked, call a function that positions
addition checkboxes (and/or textboxes) below it. Or you could have all of
the checkboxes showing from the start, but not enabled until the subheading
checkbox has been clicked. Access will allow a vertical scrollbar if there
isn't enough space on the screen. It is a property of the form which can be
set on-the-fly when more space is required. If all of this data is going into
more than one table, then you will have to program the data access manually.
For this you will need to know some Visual Basic. I feel like I am throwing
darts at a target that is too big; I can through a dart in almost any
direction and hit it. I need a more specific questions, so that I can gauge
your knowledge level and your specific needs.I have a subform for the Assessments with a dropdown to pull up the
assessment type: "Medical Home, Dental Home, Legal Proglems, etc." I have
check boxes for each of the options "thriving, self-sufficient, stable,
vulnerable, In-Crisis." The data entry clerk clicks on the dropdown and
picks the first assessement, then clicks on the appropriate option. She then
clicks on the dropdown to bring up the second assessment then clicks on the
appropriate option -- doing this for all 31 assessments (each on the same
subform/screen). Since each family has to have all 31 assessments we would
like to be able to click a button and have all those assessments appear on
that families subform so all the data entry clerk has to do is go down the
list clicking on options.vb code? What is preventing you from rewriting the screen as you have
described? Does the current screen use VB code or is it all done with Access
data-bound controls? If all of the fields will be saved to one table, then
it should be easy to populate a new form with bound controls to allow
selection of the various items.modify names, etc. to fit my program). The screen is currently Access
data-bound controls. The family info is in one table, the assessments are
pulled from another table, all the option information for the assessments
aresaved to another table. I can sellect anything I want. I want to push a
button and have all 31 assessments show up at once for the family I'm in.
Then just the options have to be clicked on.- >
There may be a way to do it using bound Access controls, but it's not the way I would do it. Here is my suggestion:
1) Use an unbound form.
2) Populate the form with all of the checkboxes, etc. that you will
need to show all options.
3) Create a function that reads the current record of the main table,
and the associated records of the auxillary tables; create a user-
defined data structure to represent the combined record.
4) Create a function that updates the form with the data from the user-
defined data structure.
5) Create a function that saves the screen-input data to the user-
defined data structure.
6) Create a function that saves the data in the user-defined data
structure to the various tables.

Here is an example that you can use to pattern your own code:
In a public module:
Private Type Assessment
SocialSecurityNo As String
MedicalHome As boolean
DentalHome as boolean
LegalProblems as string
Education as string
End Type
Private Type Customer
Name as string
Address as string
HomePhone as string
SocialSecurityNo as string
End Type

In the form module:

Private db as dao.database
Private CurAssessment as Assessment
Private CurCustomer as Customer
Private bAssessmentFound as boolean

Private sub ReadCustomer
Dim rs as dao.recordset
Set rs=db.OpenRecordset("tblCustomer",dbOpenSnapShot)
If Not rs.eof
Rs.FindFirst "[SocialSecurityNo]=' " &
CurCustomer.SocialSecurityNo & " ' "
If Not rs.NoMatch then
CurCustomer.Name=rs!Name
CurCustomer.Address=rs!Address
CurCustomer.HomePhone=rs!HomePhone
Endif
Endif
rs.close
set rs=Nothing
End Sub
Private Sub ReadAssessment
Dim rs as dao.recordset
Set rs=db.OpenRecordset("tblAssessments",dbOpenSnapShot)
If Not rs.eof then
Rs.FindFirst "[SocialSecurityNo]=' " &
CurCustomer.SocialSecurityNo & " ' "
If Not rs.NoMatch then
CurAssessment.SocialSecurityNo=rs!SocialSecurityNo
CurAssessment.MedicalHome=rs!MedicalHome
CurAssessment.DentalHome=rs!DentalHome
CurAssessment.LegalProblems=rs!LegalProblems
CurAssessment.Education=rs!Education
bAssessmentFound=True
Else
bAssessmentFound=False
Endif
Endif
Rs.close
Set rs=Nothing
End Sub
Private sub DisplayCustomer
TxtCustomer=CurCustomer.Name
TxtAddress=CurCustomer.Address
TxtHomePhone=CurCustomer.HomePhone
End Sub
Private sub DisplayAssessment
chkMedicalHome=CurAssessment.MedicalHome
chkDentalHome=CurAssessment.DentalHome
txtLegalProblems=CurAssessment.LegalProblems
txtEducation=CurAssessment.Education
End Sub
Private Sub InputCustomer
CurCustomer.Name=txtCustomer
CurCustomer.Address=txtAddress
CurCustomer.HomePhone=txtHomePhone
End sub
Private Sub InputAssessment
CurAssessment.MedicalHome=chkMedicalHome
CurAssessment.DentalHome=chkDentalHome
CurAssessment.LegalProblems=txtLegalProblems
CurAssessment.Education=txtEducation
End Sub
Private Sub SaveAssessment
Dim rs as dao.recordset
Set rs=db.OpenRecordset("tblAssessments",dbOpenSnapShot)
If Not rs.eof then
Rs.FindFirst "[SocialSecurityNo]=' " &
CurCustomer.SocialSecurityNo & " ' "
If Not rs.NoMatch then
rs.Edit
Else
rs.AddNew
Endif
rs!SocialSecurityNo=CurCustomer.SocialSecurityNo
rs!MedicalHome= CurAssessment.MedicalHome
rs!DentalHome= CurAssessment.DentalHome
rs!LegalProblems= CurAssessment.LegalProblems
rs!Education= CurAssessment.Education
rs.Update
Endif
Rs.close
Set rs=Nothing

End Sub
Private Sub cmdSave_click
If CurAssessment.SocialSecurityNo<>"" then
InputAssessment
SaveAssessment
ClearEditScreen
EditDisable
Endif
End sub
Private Sub cmdRetrieveCustomerFile
CurCustomer.SocialSecurityNo=txtSocial
If CurCustomer.SocialSecurityNo<>"" then
ReadCustomer
ReadAssessment
EditEnable
Endif
End Sub
Private Sub EditEnable
chkMedicalHome.enabled=True
chkDentalHome.enabled=True
txtLegalProblems.enabled=True
txtEducation.enabled=True
End Sub
Private Sub EditDisable
chkMedicalHome.enabled=False
chkDentalHome.enabled=False
txtLegalProblems.enabled=False
txtEducation.enabled=False
End Sub
Private Sub ClearEditScreen
txtSocial=""
chkMedicalHome=False
chkDentalHome=False
txtLegalProblems=""
txtEducation=""
End Sub
To make this example work, you will need to supply a form with the appropriately named checkboxes, textboxes, and command button. Everything that starts with "txt" references a textbox; everything that starts with "cmd" references a command button; everything that starts with "chk" references a checkbox. When you creat the screen controls chkMedicalHome, chkDentalHome, txtLegalProblems, and txtEducation, set their Enabled property to false. They will become enabled once a valid social security number is entered and again disabled once the record is saved. I haven't tested this code, so there may be an error or ommision somewhere. The basic principles are sound, and you should be able to figure out what each part is supposed to accomplish. Basically, the Social Security number is the key. Type in a customers Social Security number and click on "Retrieve Customer File". If it finds data, it will display it. If it doesn't, the fields on the screen will be left blank so that
the user can enter the data. When the user clicks on "Save" then the assessment will be saved. If you want to add or edit customers, some additional coding will be required.Thanks. I'll give it a try and let you know if it works.
 
I see one bug already:
Replace this:
Private Type Assessment
SocialSecurityNo As String
MedicalHome As boolean
DentalHome as boolean
LegalProblems as string
Education as string
End Type
Private Type Customer
Name as string
Address as string
HomePhone as string
SocialSecurityNo as string
End Type

with this:
Public Type Assessment
SocialSecurityNo As String
MedicalHome As boolean
DentalHome as boolean
LegalProblems as string
Education as string
End Type
Public Type Customer
Name as string
Address as string
HomePhone as string
SocialSecurityNo as string
End Type
 
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