Switching from 2003 to 2004

  • Thread starter Thread starter PCOR
  • Start date Start date
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PCOR

I have an access program that I have been using all year to track the church
donations
It consists of 2 tables(Mastname- which contains names address etc and ENV
which contains the actual doantion given each week)
What do I have to do to erase all the DATA(Names and ENV data) and reuse
this program for 2004
This program also displays on a seperate form all the donation by any one
idividual. This is obtained by inputting the Envelope number.

The fellow that wrote this program is no longer avail.
I would appreciate any help I can get in this matter
Merry Xmas to all
 
If erasing all the data is what you need to do to be ready for 2004, the
database is NOT designed correctly.

Surely, you must have a lot of (returning) regular donors and you can just
use existing donor details rather than re-typing everything in 2004.

Also, someone is bound to ask you to compare the donation totals between
corresponding periods for 2003 and 2004 during 2004 and it will be harder,
if not impossible if you erase data for 2003.

That's said, to create a database using the existing structure but without
data, you can simply make a copy of the existing database, delete all
Records in all (user) Tables and do a Compact & Repair of the database.
 
Thanks for the input
Maybe I did not explain myself to well
I certainly want to KEEP the 2003 data
But having No programming experience in Access, how can I reuse the same
program for 2004.
U would be interested in keeping the NAME(Table mastname) but starting from
scratch for the inputting of the donnations
I would certainly make a copy of the 2003 program and keep it ina seperate
folder.
Thanks
Van T. Dinh said:
If erasing all the data is what you need to do to be ready for 2004, the
database is NOT designed correctly.

Surely, you must have a lot of (returning) regular donors and you can just
use existing donor details rather than re-typing everything in 2004.

Also, someone is bound to ask you to compare the donation totals between
corresponding periods for 2003 and 2004 during 2004 and it will be harder,
if not impossible if you erase data for 2003.

That's said, to create a database using the existing structure but without
data, you can simply make a copy of the existing database, delete all
Records in all (user) Tables and do a Compact & Repair of the database.
Click to expand...
 
PCOR said:
Thanks for the input
Maybe I did not explain myself to well
I certainly want to KEEP the 2003 data
But having No programming experience in Access, how can I reuse the same
program for 2004.
U would be interested in keeping the NAME(Table mastname) but starting from
scratch for the inputting of the donnations
I would certainly make a copy of the 2003 program and keep it ina seperate
folder.
Click to expand...

The simplest way to make a new empty copy...

Create a new blank file and then go to File - Get External Data - Import.

Browse to your existing file and select it.

When the object lists come up press "Select All" on all of the tabs.

Press the options button and choose the table option "Structure Only".

Press [OK].

This will create a new file identical to the existing one except all of the
tables will be empty.

I concur with the other respondents though that you really should keep all of
your data in one file and just set up queries and filters to show the records
for the desired year. Then if you do want reports or other functionality that
spans more than one year you are all set to go.
 
Thanks for the help...but I do not have an STRUCTURE ONLY
I am using access 2003.
I selected "Definition only"
All the stuff appears to come over but when I try to run the program I end
up with nothing working
Thanks again
Rick Brandt said:
PCOR said:
Thanks for the input
Maybe I did not explain myself to well
I certainly want to KEEP the 2003 data
But having No programming experience in Access, how can I reuse the same
program for 2004.
U would be interested in keeping the NAME(Table mastname) but starting from
scratch for the inputting of the donnations
I would certainly make a copy of the 2003 program and keep it ina seperate
folder.
Click to expand...

The simplest way to make a new empty copy...

Create a new blank file and then go to File - Get External Data - Import.

Browse to your existing file and select it.

When the object lists come up press "Select All" on all of the tabs.

Press the options button and choose the table option "Structure Only".

Press [OK].

This will create a new file identical to the existing one except all of the
tables will be empty.

I concur with the other respondents though that you really should keep all of
your data in one file and just set up queries and filters to show the records
for the desired year. Then if you do want reports or other functionality that
spans more than one year you are all set to go.
Click to expand...
 
PCOR said:
Thanks for the help...but I do not have an STRUCTURE ONLY
I am using access 2003.
I selected "Definition only"
All the stuff appears to come over but when I try to run the program I end
up with nothing working
Thanks again
Click to expand...

Ok, wrong term on my part. "Definition Only" was what I was talking about.
"Nothing working" is a bit vague. What exactly happens (or doesn't)?

The original file might have references set that will need to be duplicated in
the new one. Try opening a code window and then going to Tools - References.
See if the items "Checked" are the same in both files.
 
When I say NOTHING works.....
When I click on the original porgram, a screen is displayed and I can input
envelope numbers and donation amounts
When I click on the NEW porgram all that is presented is a form that says
DB1.database(access 2000)
below that I have a menu that says: OPEN DEISGN NEW
and below that
TABLES
QUERRIES
....and more
Thanks for your help
 
Without more detail (possibly more than is appropriate for a newsgroup
post), we can't answer the question. I'd think that anyone capable of
creating an application would use dates in the data tables, so that all
you'd have to do is to keep on using the database; apparently that's not the
way it is constructed. The information you provided doesn't begin to be
enough to help us help you.

Larry Linson
Microsoft Access MVP
 
PCOR said:
When I say NOTHING works.....
When I click on the original porgram, a screen is displayed and I can input
envelope numbers and donation amounts
When I click on the NEW porgram all that is presented is a form that says
DB1.database(access 2000)
below that I have a menu that says: OPEN DEISGN NEW
and below that
TABLES
QUERRIES
...and more
Thanks for your help
Click to expand...

OK, your original file has some Startup options set to automatically open a form
when the file is opened. You need to do the same to the new file. Tools -
Startup.
 
I think what PCOR might be experiencing is a blank form, which doesn't show any controls,
if the underlying recordset is empty.

http://support.microsoft.com/?id=209734

Try adding one dummy record to each table. The dummy records can be deleted from each
table as soon as you enter some real data.

Tom
_________________________________________

When I say NOTHING works.....
When I click on the original porgram, a screen is displayed and I can input
envelope numbers and donation amounts
When I click on the NEW porgram all that is presented is a form that says
DB1.database(access 2000)
below that I have a menu that says: OPEN DEISGN NEW
and below that
TABLES
QUERRIES
....and more
Thanks for your help
 
Rick.you win the prize this time. The start option was what did it.
Now I have one more question...

When running the original program I initially get the screen I am looking
for. I then click to close that window
What I now see is TABLES QUERRIES FORMS etc
I select FORMS and what I then see is FORM3
I then click on TOOLS/STARTUP
Under DISPLAY FORM/PAGE it says UPDATE DEPOSIT TO ENV
BUT THAT FORM IS nowhere to be seen.
Is it Hidden.......
You guys have been a great help and I most sincerly thank you ALL
 
PCOR said:
Rick.you win the prize this time. The start option was what did it.
Now I have one more question...

When running the original program I initially get the screen I am looking
for. I then click to close that window
What I now see is TABLES QUERRIES FORMS etc
I select FORMS and what I then see is FORM3
I then click on TOOLS/STARTUP
Under DISPLAY FORM/PAGE it says UPDATE DEPOSIT TO ENV
BUT THAT FORM IS nowhere to be seen.
Is it Hidden.......
You guys have been a great help and I most sincerly thank you ALL
Click to expand...

Do you see that form in the db window of the original file? If not, then it
might be hidden. Go to Options and select "View Hidden Objects". That will
make hidden objects appear in the db window but with a somewhat muted icon.
 
Right again.
I am now JUST out of the woods.. Thanks very much and I hope you have a very
Merry Xmas and a great 2004
 
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