Updating existing records and adding new records in table (MS Access VBA)

Question

I can\'t get my code to add new records and update existing records in the table I have. I have two tables; one temporary table (tblTempData) and another table (tblCommon).

Answer 1

An alternative approach.

Try to break down your code by creating a helper function for each task, Exists(), Add() and Update(). It will be easier to read and maintain the code.

• The first method checks if the record exists.
• The second updates the record.
• The third adds the record.

---

Option Explicit

Private rsCommon As DAO.Recordset

Public Sub UpdateExistingRecords()
    On Error GoTo ErrTrap

    Dim rs As DAO.Recordset
    Set rs = CurrentDb().OpenRecordset("SELECT * FROM tblTempData", dbOpenSnapshot)
    Set rsCommon = CurrentDb().OpenRecordset("SELECT * FROM tblCommon", dbOpenDynaset)

    Dim idx As Long
    For idx = 1 To rs.RecordCount
        If ExistsInCommon(rs![Item ID]) Then
            If Not Update(rs) Then
                MsgBox "Failed to update.", vbExclamation
                GoTo Leave
            End If
        Else
            If Not Add(rs) Then
                MsgBox "Failed to add.", vbExclamation
                GoTo Leave
            End If
        End If
        rs.MoveNext
    Next

Leave:
    If Not rs Is Nothing Then rs.Close
    If Not rsCommon Is Nothing Then rsCommon.Close
    Set rs = Nothing
    Set rsCommon = Nothing
    Exit Sub

ErrTrap:
    MsgBox Err.Description, vbCritical
    Resume Leave
End Sub

---

' Exists - 'Assumes Id is String
Private Function ExistsInCommon(ByVal Id As String)
    ExistsInCommon = DCount("*", "tblCommon", "[Item ID] = '" & Id & "'") > 0   
End Function

---

' Update
Private Function Update(rs As DAO.Recordset) As Boolean
    With rsCommon
        .FindFirst "[Item ID] = '" & rs![Item ID] & "'"
        If .NoMatch Then Exit Function
        .Edit
        ![Item Description] = rs![Item Description]
        ![Material Number] = rs![Material Number]
        ![User] = rs![User]
        ![Supplier] = rs![Supplier]
        ![Current Status] = rs![Current Status]
        ![Remarks] = rs![Remarks]
        .Update
        .MoveFirst
    End With
    Update = True
End Function

---

'Add
Private Function Add(rs As DAO.Recordset) As Boolean
    With rsCommon
        .AddNew
        ![Item Description] = rs![Item Description]
        ![Material Number] = rs![Material Number]
        ![User] = rs![User]
        ![Supplier] = rs![Supplier]
        ![Current Status] = rs![Current Status]
        ![Remarks] = rs![Remarks]
        ![Item ID] = rs![Item ID]
        .Update
    End With
    Add = True
End Function