newbie question on how to add records or rows of data

[p-rat]

I have a simple form that is for payroll data entry. I have a combo
that allows the data entry people to select the employee number and
about 8 fields are autofilled with everything from TimeClockID,
EmployeeName, PayGroupID, etc.

The main data entry line is where they choose a Location (CostCenter)
and PayCategory (Job such as Welder, etc.). Currently there is only
one line for this entry. This record can then be saved and a new
record created.

I have a requirement to put a checkbox or button on this form to pop-
up a subform or something to add more lines as described above where
the cost center and job title are chosen. This is a rarity, but I have
the requirement.

What I want to see when done is more than one record if there is more
than one line chosen. To explain better I guess is that if:

1. On the main form I enter the employeenumber and the fields auto
populate.
2. I choose on the form a button or check box that let's me add
multiple lines (instead of the single line of data).
3. A form opens to enter FOR EXAMPLE five total lines of data.
4. I save this record.
5. When looking in the table it shows 5 records (not one). All have
the autofilled information in the records.

Is this possible. If yes then how? Thanks.

 

[John W. Vinson]

I have a simple form that is for payroll data entry. I have a combo
that allows the data entry people to select the employee number and
about 8 fields are autofilled with everything from TimeClockID,
EmployeeName, PayGroupID, etc.

STOP. It sounds like you're missing the main point of how relational databases
work. The relational paradigm is to avoid redundancy, thereby avoiding
redundancy.

Information should be stored in *only one table*. The employee name, paygroup
id, pay category... should exist *once and once only*, in the Employee table;
you should NOT copy this information into the payroll table!

The ONLY field you should put into the payroll table (relevant to the
employee) is the Employee Number. You can *display* the other fields on the
form (e.g. using a Control Source like =cboEmployeeID.Column(n) ) but they
should not be stored.

The main data entry line is where they choose a Location (CostCenter)
and PayCategory (Job such as Welder, etc.). Currently there is only
one line for this entry. This record can then be saved and a new
record created.
Fine.

I have a requirement to put a checkbox or button on this form to pop-
up a subform or something to add more lines as described above where
the cost center and job title are chosen. This is a rarity, but I have
the requirement.

How does this relate to the timeclock table? Is the employee working in two
different cost centers, or two different jobs, at the same time? Why two rows?

What I want to see when done is more than one record if there is more
than one line chosen. To explain better I guess is that if:

1. On the main form I enter the employeenumber and the fields auto
populate.

or just display the existing data.

2. I choose on the form a button or check box that let's me add
multiple lines (instead of the single line of data).

A Subform perhaps?

3. A form opens to enter FOR EXAMPLE five total lines of data.

A Subform wll let you add one record, or two, or five, or seventy-three -
however many are needed.

4. I save this record.
5. When looking in the table it shows 5 records (not one). All have
the autofilled information in the records.

Is this possible. If yes then how? Thanks.

Stop, step back, and study the idea of "Normalization" and of "one to many
relationships".

You need at least three tables:

Employees
EmployeeID <primary key>
LastName
FirstName
<other biographical or employee-specific data>

Jobs
JobNo <primary key>
JobDescription
<other info about the job>

Timeclock
EmployeeID <link to Employees>
JobNo <link to Jobs>
StartDateTime
EndDateTime
<other info about THIS employee working on THIS job at THIS time>

There may be other tables, I don't know your business rules... but if you're
trying to store everything in one table you're on the wrong track.