how to handle meter readings

[deb]

i have to create a table that will import meter readings

my first instinct is to just have a simple table that has meter number,
location and then readings by date (june, july etc) and then create a new
table when the year kicks over - keeping in mind location is an ID that links
to another table

am i being too simple?

 

[deb]

dammit now i've been told i have to have peak, offpeak and total for the
meter readings for each meter

how do i do this without creating a separate tbl for each meter?

 

[BruceM via AccessMonster.com]

You absolutely should not have a field for each month. Starting with the
simple example of one reading per month, you need a Meter table and a related
Readings table:

tblMeter
MeterID (primary key, or PK)
MeterLocation
SerialNumber or whatever other fields are needed to describe the meter

tblReading
ReadingID (PK)
MeterID
ReadingDate
Reading

Using autonumber for the PK fields should work. I would guess that anything
else would be subject to change if the meter is replaced, and things of that
sort. If MeterID in tblMeter is autonumber (as determined in table design
view), MeterID in tblReading must by Number (Long Integer). Even if a meter
is identified by a code number or some such thing, I still suspect that
number could change, so I would stay with Autonumber or other unchanging PK,
and add a field for the ID number that is exposed to the user.

Click Tools >> Relationships. Add both tables. Drag MeterID from one table
to another. Click Enforce Referential Integrity when prompted.

Make a form (frmMeter) based on tblMeter (that is, add the fields in which
users record data about the meter initially. If MeterID is autonumber you
probably should not use it on the form). Make another form (frmReading)
based on tblReading. Set the Default View of frmReading to Continuous.

With frmMeter open in desgn view, add a subform control from the toolbox.
Set its Source Object to frmReading, and its Link Child and Link Master
fields to MeterID.

Switch to Form view for frmMeter. Add meter information to the main form,
and reading information to the subform, one line (record) per reading.

As for off-peak, etc., I don't know how you go about recording that data. If
the meter reader obtains that information from the meter itself it should be
simply a matter of adding fields to tblReading, and text boxes to frmReading
for those fields.

I don't know if or how account information enters into this, or if you can
have more than one meter per location. In any case, if Location is an
address you will need extra fields in tblMeter for each component of the
address (number, street, city, etc.).

If a location is an address, and an address can have several meters, you will
need a Location table at the top of the hierarchy. In that case tblMeter
will be related to tblLocation as tblReading is related to tblMeter in the
scenario described here.

If as I suspect you are unfamiliar with relational database design principles,
you would do well to become familiar with the concepts. Here are some links
John Vinson often provides. IMHO Crystal's tutorial is a good place to start.


Jeff Conrad's resources page:
http://www.accessmvp.com/JConrad/accessjunkie/resources.html

The Access Web resources page:
http://www.mvps.org/access/resources/index.html

Roger Carlson's tutorials, samples and tips:
http://www.rogersaccesslibrary.com/

A free tutorial written by Crystal:
http://allenbrowne.com/casu-22.html

A video how-to series by Crystal:
http://www.YouTube.com/user/LearnAccessByCrystal

MVP Allen Browne's tutorials:
http://allenbrowne.com/links.html#Tutorials

dammit now i've been told i have to have peak, offpeak and total for the
meter readings for each meter

how do i do this without creating a separate tbl for each meter?

i have to create a table that will import meter readings

[quoted text clipped - 4 lines]

am i being too simple?

 

[John W. Vinson]

dammit now i've been told i have to have peak, offpeak and total for the
meter readings for each meter

how do i do this without creating a separate tbl for each meter?

Two tables are all that are needed: Meters (one row per meter, with a unique
ID, its location, maybe information about the owner or what it's metering) and
Readings (ReadingID autonumber primary key, MeterID, ReadingDate (Date/Time),
Reading).

Peak, offpeak and total would be calculated dynamically in Queries based on
the Readings table; just how I don't know since I have no idea how often there
are readings, or how you distinguish peak from offpeak.

 

[deb]

thanks guys, thats just what i needed

i do understand how relationships work but i'm still in the learning curve
so far i've only created simple address and product databases but this one
is turning out to be a little more tricky - every time i hand them one
feature they get all excited and add something else (3 week job is now
turning into over 9 weeks!)

Bruce, thanks for the links, i need to get up to speed really fast and that
will be a big help

 

[John W. Vinson]

every time i hand them one
feature they get all excited and add something else (3 week job is now
turning into over 9 weeks!)

LOL!!!

Just so it's billable hours...

 

[deb]

yep, but i think i'm too damn cheap for this much stress!

 

[deb]

peak, offpeak and total are simply going to be supplied to us as figures,
monthly in a spreadsheet - so i think i'll just input the peak and offpeak
and then do the total as a simple calculation

 

[deb]

i think i just need the one form for meter readings - the actual meter
numbers will never change and the only time there will be new ones is if we
buy a new building - doesnt happen very often (once a year or two maybe)

so i'll create the table for meter numbers and adding to it will be a data
import from a spreadsheet
--
deb

You absolutely should not have a field for each month. Starting with the
simple example of one reading per month, you need a Meter table and a related
Readings table:

tblMeter
MeterID (primary key, or PK)
MeterLocation
SerialNumber or whatever other fields are needed to describe the meter

tblReading
ReadingID (PK)
MeterID
ReadingDate
Reading

Using autonumber for the PK fields should work. I would guess that anything
else would be subject to change if the meter is replaced, and things of that
sort. If MeterID in tblMeter is autonumber (as determined in table design
view), MeterID in tblReading must by Number (Long Integer). Even if a meter
is identified by a code number or some such thing, I still suspect that
number could change, so I would stay with Autonumber or other unchanging PK,
and add a field for the ID number that is exposed to the user.

Click Tools >> Relationships. Add both tables. Drag MeterID from one table
to another. Click Enforce Referential Integrity when prompted.

Make a form (frmMeter) based on tblMeter (that is, add the fields in which
users record data about the meter initially. If MeterID is autonumber you
probably should not use it on the form). Make another form (frmReading)
based on tblReading. Set the Default View of frmReading to Continuous.

With frmMeter open in desgn view, add a subform control from the toolbox.
Set its Source Object to frmReading, and its Link Child and Link Master
fields to MeterID.

Switch to Form view for frmMeter. Add meter information to the main form,
and reading information to the subform, one line (record) per reading.

As for off-peak, etc., I don't know how you go about recording that data. If
the meter reader obtains that information from the meter itself it should be
simply a matter of adding fields to tblReading, and text boxes to frmReading
for those fields.

I don't know if or how account information enters into this, or if you can
have more than one meter per location. In any case, if Location is an
address you will need extra fields in tblMeter for each component of the
address (number, street, city, etc.).

If a location is an address, and an address can have several meters, you will
need a Location table at the top of the hierarchy. In that case tblMeter
will be related to tblLocation as tblReading is related to tblMeter in the
scenario described here.

If as I suspect you are unfamiliar with relational database design principles,
you would do well to become familiar with the concepts. Here are some links
John Vinson often provides. IMHO Crystal's tutorial is a good place to start.


Jeff Conrad's resources page:
http://www.accessmvp.com/JConrad/accessjunkie/resources.html

The Access Web resources page:
http://www.mvps.org/access/resources/index.html

Roger Carlson's tutorials, samples and tips:
http://www.rogersaccesslibrary.com/

A free tutorial written by Crystal:
http://allenbrowne.com/casu-22.html

A video how-to series by Crystal:
http://www.YouTube.com/user/LearnAccessByCrystal

MVP Allen Browne's tutorials:
http://allenbrowne.com/links.html#Tutorials

dammit now i've been told i have to have peak, offpeak and total for the
meter readings for each meter

how do i do this without creating a separate tbl for each meter?

i have to create a table that will import meter readings

[quoted text clipped - 4 lines]

am i being too simple?

 

[deb]

ah crap, well that didnt work did it - i should have listened to you
--
deb

You absolutely should not have a field for each month. Starting with the
simple example of one reading per month, you need a Meter table and a related
Readings table:

tblMeter
MeterID (primary key, or PK)
MeterLocation
SerialNumber or whatever other fields are needed to describe the meter

tblReading
ReadingID (PK)
MeterID
ReadingDate
Reading

Using autonumber for the PK fields should work. I would guess that anything
else would be subject to change if the meter is replaced, and things of that
sort. If MeterID in tblMeter is autonumber (as determined in table design
view), MeterID in tblReading must by Number (Long Integer). Even if a meter
is identified by a code number or some such thing, I still suspect that
number could change, so I would stay with Autonumber or other unchanging PK,
and add a field for the ID number that is exposed to the user.

Click Tools >> Relationships. Add both tables. Drag MeterID from one table
to another. Click Enforce Referential Integrity when prompted.

Make a form (frmMeter) based on tblMeter (that is, add the fields in which
users record data about the meter initially. If MeterID is autonumber you
probably should not use it on the form). Make another form (frmReading)
based on tblReading. Set the Default View of frmReading to Continuous.

With frmMeter open in desgn view, add a subform control from the toolbox.
Set its Source Object to frmReading, and its Link Child and Link Master
fields to MeterID.

Switch to Form view for frmMeter. Add meter information to the main form,
and reading information to the subform, one line (record) per reading.

As for off-peak, etc., I don't know how you go about recording that data. If
the meter reader obtains that information from the meter itself it should be
simply a matter of adding fields to tblReading, and text boxes to frmReading
for those fields.

I don't know if or how account information enters into this, or if you can
have more than one meter per location. In any case, if Location is an
address you will need extra fields in tblMeter for each component of the
address (number, street, city, etc.).

If a location is an address, and an address can have several meters, you will
need a Location table at the top of the hierarchy. In that case tblMeter
will be related to tblLocation as tblReading is related to tblMeter in the
scenario described here.

If as I suspect you are unfamiliar with relational database design principles,
you would do well to become familiar with the concepts. Here are some links
John Vinson often provides. IMHO Crystal's tutorial is a good place to start.


Jeff Conrad's resources page:
http://www.accessmvp.com/JConrad/accessjunkie/resources.html

The Access Web resources page:
http://www.mvps.org/access/resources/index.html

Roger Carlson's tutorials, samples and tips:
http://www.rogersaccesslibrary.com/

A free tutorial written by Crystal:
http://allenbrowne.com/casu-22.html

A video how-to series by Crystal:
http://www.YouTube.com/user/LearnAccessByCrystal

MVP Allen Browne's tutorials:
http://allenbrowne.com/links.html#Tutorials

dammit now i've been told i have to have peak, offpeak and total for the
meter readings for each meter

how do i do this without creating a separate tbl for each meter?

i have to create a table that will import meter readings

[quoted text clipped - 4 lines]

am i being too simple?

 

[deb]

ok - this isnt working

i dont want them to be able to input the meter number - i need them to be
able to pick that from a combo box - although that might be a pain because
there will be hundreds ...(hmmm not so good) - maybe i need them to be able
to select by property first then have a combo for meter numbers to cut down
the list

why do i have to have a sub form? why cant i have a qry based on the two
tables and have a single input form?

if these are dumb questions feel free to virtually slap me
--
deb

You absolutely should not have a field for each month. Starting with the
simple example of one reading per month, you need a Meter table and a related
Readings table:

tblMeter
MeterID (primary key, or PK)
MeterLocation
SerialNumber or whatever other fields are needed to describe the meter

tblReading
ReadingID (PK)
MeterID
ReadingDate
Reading

Using autonumber for the PK fields should work. I would guess that anything
else would be subject to change if the meter is replaced, and things of that
sort. If MeterID in tblMeter is autonumber (as determined in table design
view), MeterID in tblReading must by Number (Long Integer). Even if a meter
is identified by a code number or some such thing, I still suspect that
number could change, so I would stay with Autonumber or other unchanging PK,
and add a field for the ID number that is exposed to the user.

Click Tools >> Relationships. Add both tables. Drag MeterID from one table
to another. Click Enforce Referential Integrity when prompted.

Make a form (frmMeter) based on tblMeter (that is, add the fields in which
users record data about the meter initially. If MeterID is autonumber you
probably should not use it on the form). Make another form (frmReading)
based on tblReading. Set the Default View of frmReading to Continuous.

With frmMeter open in desgn view, add a subform control from the toolbox.
Set its Source Object to frmReading, and its Link Child and Link Master
fields to MeterID.

Switch to Form view for frmMeter. Add meter information to the main form,
and reading information to the subform, one line (record) per reading.

As for off-peak, etc., I don't know how you go about recording that data. If
the meter reader obtains that information from the meter itself it should be
simply a matter of adding fields to tblReading, and text boxes to frmReading
for those fields.

I don't know if or how account information enters into this, or if you can
have more than one meter per location. In any case, if Location is an
address you will need extra fields in tblMeter for each component of the
address (number, street, city, etc.).

If a location is an address, and an address can have several meters, you will
need a Location table at the top of the hierarchy. In that case tblMeter
will be related to tblLocation as tblReading is related to tblMeter in the
scenario described here.

If as I suspect you are unfamiliar with relational database design principles,
you would do well to become familiar with the concepts. Here are some links
John Vinson often provides. IMHO Crystal's tutorial is a good place to start.


Jeff Conrad's resources page:
http://www.accessmvp.com/JConrad/accessjunkie/resources.html

The Access Web resources page:
http://www.mvps.org/access/resources/index.html

Roger Carlson's tutorials, samples and tips:
http://www.rogersaccesslibrary.com/

A free tutorial written by Crystal:
http://allenbrowne.com/casu-22.html

A video how-to series by Crystal:
http://www.YouTube.com/user/LearnAccessByCrystal

MVP Allen Browne's tutorials:
http://allenbrowne.com/links.html#Tutorials

dammit now i've been told i have to have peak, offpeak and total for the
meter readings for each meter

how do i do this without creating a separate tbl for each meter?

i have to create a table that will import meter readings

[quoted text clipped - 4 lines]

am i being too simple?

 

[Jeff Boyce]

If you do that "simple calculation" in a query, great! Don't bother trying
to add that value into a field in a table...

And if, by "input the peak and offpeak", you mean manually do the
data-entry, are you sure you can't just load it from the spreadsheet (no
re-typing required)?

--

Regards

Jeff Boyce
Microsoft Access MVP

Disclaimer: This author may have received products and services mentioned in
this post. Mention and/or description of a product or service herein does
not constitute endorsement thereof.

Any code or pseudocode included in this post is offered "as is", with no
guarantee as to suitability.

You can thank the FTC of the USA for making this disclaimer
possible/necessary.

 

[BruceM via AccessMonster.com]

If you have a meter table and a related readings table, with a form and
subform for data entry, you can use an unbound combo box on the main form to
select a meter. The wizard can get you started on that. Once the meter is
selected Access will go to that record, where you can enter or view Readings
records.

You can use a spreadsheet to import many Readings records all at once. If
the meter number is unchanging you probably could use that rather than
autonumber as the linking field between the two tables. If you put together
a simple database with a few sample records you can see how the data will
look in the tables, and plan accordingly. The main point is that a linking
field is needed to associate a reading with a meter. Your import from Excel
will need to include that field. If using the meter number is not practical
there are other ways, but I won't get into that just now.

My question about the meter number changing was with the idea that meters
will break down or become damaged, and will need to be replaced. Will the
new meter have the same meter number as the old? If so, no problem. If so,
you may need to make provisions for continuity.

yep, but i think i'm too damn cheap for this much stress![quoted text clipped - 3 lines]

Just so it's billable hours...

 

[deb]

"And if, by "input the peak and offpeak", you mean manually do the
data-entry, are you sure you can't just load it from the spreadsheet (no
re-typing required)? "

i did suggest that but he wants an input form as well, so the figures can be
input manually from the electricity bills if necessary.

me, i'd just import from a spreadsheet each month and save the time, but i
think he's worried the person doing it will be an office junior and he wants
a nice simple interface

 

[deb]

i did that, on the combo box on the main form the row source is

SELECT [ElectricityMeter].[ElectricityMeterID],
[ElectricityMeter].[MeterNumber] FROM ElectricityMeter ORDER BY
[MeterNumber];

the record source for the main form is ElectricityMeter

on the sub form the source object is MeterReading
link child and master are ElectricityMeterID

the ElectricityMeter table has
ElectricityMeterID (link field)
MeterNumber
BuildingID
LocationID

the MeterReading table has
MeterReadingID
ElectricityMeterID (link field)
ReadingDate
PeakReading
OffPeakReading

linked with enforced referential integrity

so you select the meter number from the combo box, fill in the date and
readings - all good except its not picking up the ElectricityMeterID in the
MeterReading table

what am i missing?





--
deb

If you have a meter table and a related readings table, with a form and
subform for data entry, you can use an unbound combo box on the main form to
select a meter. The wizard can get you started on that. Once the meter is
selected Access will go to that record, where you can enter or view Readings
records.

You can use a spreadsheet to import many Readings records all at once. If
the meter number is unchanging you probably could use that rather than
autonumber as the linking field between the two tables. If you put together
a simple database with a few sample records you can see how the data will
look in the tables, and plan accordingly. The main point is that a linking
field is needed to associate a reading with a meter. Your import from Excel
will need to include that field. If using the meter number is not practical
there are other ways, but I won't get into that just now.

My question about the meter number changing was with the idea that meters
will break down or become damaged, and will need to be replaced. Will the
new meter have the same meter number as the old? If so, no problem. If so,
you may need to make provisions for continuity.

yep, but i think i'm too damn cheap for this much stress!

every time i hand them one
feature they get all excited and add something else (3 week job is now

[quoted text clipped - 3 lines]

Just so it's billable hours...

--



.

 

[John W. Vinson]

i did suggest that but he wants an input form as well, so the figures can be
input manually from the electricity bills if necessary.

me, i'd just import from a spreadsheet each month and save the time, but i
think he's worried the person doing it will be an office junior and he wants
a nice simple interface

well...

Having two incompatible ways to do the same thing (importing spreadsheet AND a
form) is a *complicated* interface, not a simple one...!

 

[Jeff Boyce]

As you've no doubt found, "easy ... is HARD!"

Making a user interface that users find simple and easy is not an
insignificant task.

It sounds a little like the person directing you isn't clear on what he
wants!

--

Regards

Jeff Boyce
Microsoft Access MVP

Disclaimer: This author may have received products and services mentioned in
this post. Mention and/or description of a product or service herein does
not constitute endorsement thereof.

Any code or pseudocode included in this post is offered "as is", with no
guarantee as to suitability.

You can thank the FTC of the USA for making this disclaimer
possible/necessary.

 

[deb]

i must say i agree with you - the potential for stuff up is huge

i'll give them the form and keep the import details to myself

 

[deb]

LOL! i managed to convince him to use access even though he didnt know much
about it, no that he's discovered how useful its going to be he's like a kid
with a new toy.

keep in mind, this is a company with a multimillion dollar turnover, dozens
of buildings and hundreds of tenants running on spreadsheets......

 

[deb]

ok, so what am i doing wrong - i cant get it to pick up the meter number in
the meter reading table