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Access: Recordsets & Inventory
By Richard Rost   Richard Rost on Twitter Richard Rost on LinkedIn Email Richard Rost   14 years ago

Q: I am building an inventory database for my business. I am having trouble autoupdating stock level. I create sales orders through a form and that is recorded within a Table - inventory transactions. On this form there is a box to select the type of products and also a number box to input the number of units the customer purchases. I would select product A, enter the amount, that amount will then be automatically deducted from InStock for that particular product. I am stumped about what code to add to my database. Any help will be appreciated!

A: Something like this would be best handled by an UPDATE QUERY or a RECORDSET. I have a tutorial on creating update queries:


You could run that at the end of the day to update all of your stock inventory with the days sales.

If you wanted to do it in REALTIME, you should use a recordset and adjust each item as it goes into an order.

I don't have a tutorial on recordsets YET, but I will be making one in the next week or two. Here's the basic jist:

set db = currentdb()
set rs = db.openrecordset("SELECT * FROM MyProductTable WHERE ProductID=" & CurrentProductID,dbOpenTable)
rs!quantityOnHand = rs!quantityOnHand - AmountSold
set rs = nothing
set db = nothing

That's the basics of a recordset. There's a LOT more to it, but that should get you started. Again, I plan on fully covering this in an upcoming tutorial.

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Richard Rost 
14 years ago
Robert, I haven't covered recordsets AT ALL in either my Access, VB, or ASP lessons - although they can be used in all three. I have been getting a LOT of requests for this, so as soon as I finish some of the other classes that have already been promised to my customers, I will definitely be putting this lesson together!
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