Updating records in Access table using excel VBA - excel

Question

UPDATED QUESTION:
I have Update sheet, this sheet contains unique ID that matched the access database ID, I'm trying to update the fields using excel values in "Update" sheet.
The ID is in the Column A the rest of the fields are stored from Column B to R. I'm trying to achieve the below, As follows:
Update the record(values from Column B to R) if Column A (ID) matched existing Access database ID. Then add text in Column S "Updated"
If the Column A (ID) did not found any match in the existing Access database ID, Then add text in Column S "ID NOT FOUND"
Loop to next value
So far, I have the below Sub for Update and Function for Existing ID (Import_Update Module), but I'm getting this error.
Sub Update_DB()
Dim dbPath As String
Dim lastRow As Long
Dim exportedRowCnt As Long
Dim NotexportedRowCnt As Long
Dim qry As String
Dim ID As String
'add error handling
On Error GoTo exitSub
'Check for data
If Worksheets("Update").Range("A2").Value = "" Then
MsgBox "Add the data that you want to send to MS Access"
Exit Sub
End If
'Variables for file path
dbPath = Worksheets("Home").Range("P4").Value '"W:\Edward\_Connection\Database.accdb" '##> This was wrong before pointing to I3
If Not FileExists(dbPath) Then
MsgBox "The Database file doesn't exist! Kindly correct first"
Exit Sub
End If
'find las last row of data
lastRow = Cells(Rows.Count, 1).End(xlUp).Row
Dim cnx As ADODB.Connection 'dim the ADO collection class
Dim rst As ADODB.Recordset 'dim the ADO recordset class
On Error GoTo errHandler
'Initialise the collection class variable
Set cnx = New ADODB.Connection
'Connection class is equipped with a —method— named Open
cnx.Open "Provider=Microsoft.ACE.OLEDB.12.0;Data Source=" & dbPath
'ADO library is equipped with a class named Recordset
Set rst = New ADODB.Recordset 'assign memory to the recordset
'##> ID and SQL Query
ID = Range("A" & lastRow).Value
qry = "SELECT * FROM f_SD WHERE ID = '" & ID & "'"
'ConnectionString Open '—-5 aguments—-
rst.Open qry, ActiveConnection:=cnx, _
CursorType:=adOpenDynamic, LockType:=adLockOptimistic, _
Options:=adCmdTable
'add the values to it
'Wait Cursor
Application.Cursor = xlWait
'Pause Screen Update
Application.ScreenUpdating = False
'##> Set exportedRowCnt to 0 first
UpdatedRowCnt = 0
IDnotFoundRowCnt = 0
If rst.EOF And rst.BOF Then
'Close the recordet and the connection.
rst.Close
cnx.Close
'clear memory
Set rst = Nothing
Set cnx = Nothing
'Enable the screen.
Application.ScreenUpdating = True
'In case of an empty recordset display an error.
MsgBox "There are no records in the recordset!", vbCritical, "No Records"
Exit Sub
End If
For nRow = 2 To lastRow
'##> Check if the Row has already been imported?
'##> Let's suppose Data is on Column B to R.
'If it is then continue update records
If IdExists(cnx, Range("A" & nRow).Value) Then
With rst
For nCol = 1 To 18
rst.Fields(Cells(1, nCol).Value2) = Cells(nRow, nCol).Value 'Using the Excel Sheet Column Heading
Next nCol
Range("S" & nRow).Value2 = "Updated"
UpdatedRowCnt = UpdatedRowCnt + 1
rst.Update
End With
Else
'##>Update the Status on Column S when ID NOT FOUND
Range("S" & nRow).Value2 = "ID NOT FOUND"
'Increment exportedRowCnt
IDnotFoundRowCnt = IDnotFoundRowCnt + 1
End If
Next nRow
'close the recordset
rst.Close
' Close the connection
cnx.Close
'clear memory
Set rst = Nothing
Set cnx = Nothing
If UpdatedRowCnt > 0 Or IDnotFoundRowCnt > 0 Then
'communicate with the user
MsgBox UpdatedRowCnt & " Drawing(s) Updated " & vbCrLf & _
IDnotFoundRowCnt & " Drawing(s) IDs Not Found"
End If
'Update the sheet
Application.ScreenUpdating = True
exitSub:
'Restore Default Cursor
Application.Cursor = xlDefault
'Update the sheet
Application.ScreenUpdating = True
Exit Sub
errHandler:
'clear memory
Set rst = Nothing
Set cnx = Nothing
MsgBox "Error " & Err.Number & " (" & Err.Description & ") in procedure Update_DB"
Resume exitSub
End Sub
Function to Check if the ID Exists
Function IdExists(cnx As ADODB.Connection, sId As String) As Boolean
'Set IdExists as False and change to true if the ID exists already
IdExists = False
'Change the Error handler now
Dim rst As ADODB.Recordset 'dim the ADO recordset class
Dim cmd As ADODB.Command 'dim the ADO command class
On Error GoTo errHandler
'Sql For search
Dim sSql As String
sSql = "SELECT Count(PhoneList.ID) AS IDCnt FROM PhoneList WHERE (PhoneList.ID='" & sId & "')"
'Execute command and collect it into a Recordset
Set cmd = New ADODB.Command
cmd.ActiveConnection = cnx
cmd.CommandText = sSql
'ADO library is equipped with a class named Recordset
Set rst = cmd.Execute 'New ADODB.Recordset 'assign memory to the recordset
'Read First RST
rst.MoveFirst
'If rst returns a value then ID already exists
If rst.Fields(0) > 0 Then
IdExists = True
End If
'close the recordset
rst.Close
'clear memory
Set rst = Nothing
exitFunction:
Exit Function
errHandler:
'clear memory
Set rst = Nothing
MsgBox "Error " & Err.Number & " :" & Err.Description
End Function

Answer 1

My below code is working fine. I tried to address your above three points in a different way.
##########################
IMPORTANT
1) I have removed your other validations; you can add them back.
2) DB path has been hard coded, you can set it to get from a cells again
3) My DB has only two fields (1) ID and (2) UserName; you will have obtain your other variables and update the UPDATE query.
Below is the code which is working fine to meet your all 3 requests...Let me know how it goes...
Tschüss :)
Sub UpdateDb()
'Creating Variable for db connection
Dim sSQL As String
Dim rs As ADODB.Recordset
Dim cn As ADODB.Connection
Set cn = New ADODB.Connection
cn.Open "Provider=Microsoft.ACE.OLEDB.12.0;Data Source=C:\test\db.accdb;"
Dim a, PID
'a is the row counter, as it seems your data rows start from 2 I have set it to 2
a = 2
'Define variable for the values from Column B to R. You can always add the direct ceel reference to the SQL also but it will be messy.
'I have used only one filed as UserName and so one variable in column B, you need to keep adding to below and them to the SQL query for othe variables
Dim NewUserName
'########Strating to read through all the records untill you reach a empty column.
While VBA.Trim(Sheet19.Cells(a, 1)) <> "" ' It's always good to refer to a sheet by it's sheet number, bcos you have the fleibility of changing the display name later.
'Above I have used VBA.Trim to ignore if there are any cells with spaces involved. Also used VBA pre so that code will be supported in many versions of Excel.
'Assigning the ID to a variable to be used in future queries
PID = VBA.Trim(Sheet19.Cells(a, 1))
'SQL to obtain data relevatn to given ID on the column. I have cnsidered this ID as a text
sSQL = "SELECT ID FROM PhoneList WHERE ID='" & PID & "';"
Set rs = New ADODB.Recordset
rs.Open sSQL, cn
If rs.EOF Then
'If the record set is empty
'Updating the sheet with the status
Sheet19.Cells(a, 19) = "ID NOT FOUND"
'Here if you want to add the missing ID that also can be done by adding the query and executing it.
Else
'If the record found
NewUserName = VBA.Trim(Sheet19.Cells(a, 2))
sSQL = "UPDATE PhoneList SET UserName ='" & NewUserName & "' WHERE ID='" & PID & "';"
cn.Execute (sSQL)
'Updating the sheet with the status
Sheet19.Cells(a, 19) = "Updated"
End If
'Add one to move to the next row of the excel sheet
a = a + 1
Wend
cn.Close
Set cn = Nothing
End Sub

Answer 2

You need to put the query inside the loop
Option Explicit
Sub Update_DB_1()
Dim cnx As New ADODB.Connection
Dim rst As New ADODB.Recordset
Dim qry As String, id As String, sFilePath As String
Dim lastRow As Long, nRow As Long, nCol As Long, count As Long
Dim wb As Workbook, ws As Worksheet
Set wb = ThisWorkbook
Set ws = wb.Sheets("Update")
lastRow = ws.Cells(Rows.count, 1).End(xlUp).Row
sFilePath = wb.Worksheets("Home").Range("P4").Value
cnx.open "Provider=Microsoft.ACE.OLEDB.12.0;Data Source=" & sFilePath
count = 0
For nRow = 2 To lastRow
id = Trim(ws.Cells(nRow, 1))
qry = "SELECT * FROM f_SD WHERE ID = '" & id & "'"
Debug.Print qry
rst.open qry, cnx, adOpenKeyset, adLockOptimistic
If rst.RecordCount > 0 Then
' Update RecordSet using the Column Heading
For nCol = 2 To 9
rst.fields(Cells(1, nCol).Value2) = Cells(nRow, nCol).Value
Next nCol
rst.Update
count = count + 1
ws.Range("S" & nRow).Value2 = "Updated"
Else
ws.Range("S" & nRow).Value2 = "ID NOT FOUND"
End If
rst.Close
Next nRow
cnx.Close
Set rst = Nothing
Set cnx = Nothing
MsgBox count & " records updated", vbInformation
End Sub