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<TITLE>RE: [AccessD] autonumber</TITLE>
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<P><FONT SIZE=2><Why would auditors care about the AutoNumber?></FONT>
<BR><FONT SIZE=2>It goes back to the old paper days when PO's, invoices, etc were uniquely numbered. For control purposes every copy had to be accounted for. Many software programs carried over this convention from the paper world. If a number is missing from a document series the audit question becomes "what happened to it?." While this may have been a relevant question in paper days it has become less meaningful as accounting software has evolved away from a strict adherence to the paper paradigm. In any case, as JC has pointed out many times, the auto number should remain under the hood. It is database structure stuff with which the user doesn't need to bother himself. The invoice or PO number shown to the user should be handled separately so that database structure remains separate from accounting needs.</FONT></P>
<P><FONT SIZE=2>Jim Hale</FONT>
</P>
<P><FONT SIZE=2>-----Original Message-----</FONT>
<BR><FONT SIZE=2>From: Susan Harkins [<A HREF="mailto:harkins@iglou.com">mailto:harkins@iglou.com</A>]</FONT>
<BR><FONT SIZE=2>Sent: Wednesday, April 16, 2003 9:27 AM</FONT>
<BR><FONT SIZE=2>To: accessd@databaseadvisors.com</FONT>
<BR><FONT SIZE=2>Subject: Re: [AccessD] autonumber</FONT>
</P>
<BR>
<P><FONT SIZE=2>Why would auditors care about the AutoNumber? It isn't a purchase number or</FONT>
<BR><FONT SIZE=2>anything like that... just an internal numbering system.</FONT>
</P>
<P><FONT SIZE=2>If you use it to create purchase order numbers, well... you might be in</FONT>
<BR><FONT SIZE=2>trouble, but otherwise, can't see why anyone but the developer would care,</FONT>
<BR><FONT SIZE=2>even if they can see it.</FONT>
</P>
<P><FONT SIZE=2>Course, then you get the oddball client that swears you're losing records</FONT>
<BR><FONT SIZE=2>and won't listen... no matter what you say...</FONT>
</P>
<P><FONT SIZE=2>Susan H.</FONT>
</P>
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<P><FONT SIZE=2>> Brenda,</FONT>
<BR><FONT SIZE=2>></FONT>
<BR><FONT SIZE=2>> M$ only guarantees that an autonumber will be unique. It does not</FONT>
<BR><FONT SIZE=2>> guarantee that it will increment by one each time. Users, and</FONT>
<BR><FONT SIZE=2>> especially auditors, will question you as to why there are gaps in the</FONT>
<BR><FONT SIZE=2>> numbering scheme. What are you going to say when the auditors ask you</FONT>
<BR><FONT SIZE=2>> where is the paperwork for the missing numbers?</FONT>
<BR><FONT SIZE=2>></FONT>
<BR><FONT SIZE=2>> Charles Wortz</FONT>
<BR><FONT SIZE=2>> Software Development Division</FONT>
<BR><FONT SIZE=2>> Texas Education Agency</FONT>
<BR><FONT SIZE=2>> 1701 N. Congress Ave</FONT>
<BR><FONT SIZE=2>> Austin, TX 78701-1494</FONT>
<BR><FONT SIZE=2>> 512-463-9493</FONT>
<BR><FONT SIZE=2>> CWortz@tea.state.tx.us</FONT>
<BR><FONT SIZE=2>></FONT>
<BR><FONT SIZE=2>></FONT>
<BR><FONT SIZE=2>></FONT>
<BR><FONT SIZE=2>> -----Original Message-----</FONT>
<BR><FONT SIZE=2>> From: Reische, Brenda L. [<A HREF="mailto:reische@mdh.org">mailto:reische@mdh.org</A>]</FONT>
<BR><FONT SIZE=2>> Sent: Wednesday 2003 Apr 16 08:12</FONT>
<BR><FONT SIZE=2>> To: 'accessd@databaseadvisors.com'</FONT>
<BR><FONT SIZE=2>> Subject: RE: [AccessD] autonumber</FONT>
<BR><FONT SIZE=2>></FONT>
<BR><FONT SIZE=2>> Charles,</FONT>
<BR><FONT SIZE=2>> The archives appear to be down right now. Care to enlighten me? I let</FONT>
<BR><FONT SIZE=2>> the users see the autonumber field. In my ambulance services database,</FONT>
<BR><FONT SIZE=2>> that is the unique run id number that we use - it prints on the medical</FONT>
<BR><FONT SIZE=2>> record and</FONT>
<BR><FONT SIZE=2>> everything... Why is this a cardinal sin?</FONT>
<BR><FONT SIZE=2>></FONT>
<BR><FONT SIZE=2>> Thanks,</FONT>
<BR><FONT SIZE=2>> Brenda Reische</FONT>
<BR><FONT SIZE=2>> McDonough District Hospital</FONT>
<BR><FONT SIZE=2>></FONT>
<BR><FONT SIZE=2>> -----Original Message-----</FONT>
<BR><FONT SIZE=2>> From: Wortz, Charles [<A HREF="mailto:CWortz@tea.state.tx.us">mailto:CWortz@tea.state.tx.us</A>]</FONT>
<BR><FONT SIZE=2>> Sent: Wednesday, April 16, 2003 7:46 AM</FONT>
<BR><FONT SIZE=2>> To: accessd@databaseadvisors.com</FONT>
<BR><FONT SIZE=2>> Subject: RE: [AccessD] autonumber</FONT>
<BR><FONT SIZE=2>></FONT>
<BR><FONT SIZE=2>> John,</FONT>
<BR><FONT SIZE=2>></FONT>
<BR><FONT SIZE=2>> I cannot let this pass without asking why do you care? You are not</FONT>
<BR><FONT SIZE=2>> committing the cardinal sin of allowing you users to see the autonumber</FONT>
<BR><FONT SIZE=2>> field are you? <grin> If so, check the archives on why this is a</FONT>
<BR><FONT SIZE=2>> cardinal sin.</FONT>
<BR><FONT SIZE=2>></FONT>
<BR><FONT SIZE=2>> Charles Wortz</FONT>
<BR><FONT SIZE=2>> Software Development Division</FONT>
<BR><FONT SIZE=2>> Texas Education Agency</FONT>
<BR><FONT SIZE=2>> 1701 N. Congress Ave</FONT>
<BR><FONT SIZE=2>> Austin, TX 78701-1494</FONT>
<BR><FONT SIZE=2>> 512-463-9493</FONT>
<BR><FONT SIZE=2>> CWortz@tea.state.tx.us</FONT>
<BR><FONT SIZE=2>></FONT>
<BR><FONT SIZE=2>></FONT>
<BR><FONT SIZE=2>></FONT>
<BR><FONT SIZE=2>> -----Original Message-----</FONT>
<BR><FONT SIZE=2>> From: Drew Wutka [<A HREF="mailto:DWUTKA@marlow.com">mailto:DWUTKA@marlow.com</A>]</FONT>
<BR><FONT SIZE=2>> Sent: Wednesday 2003 Apr 16 05:02</FONT>
<BR><FONT SIZE=2>> To: 'AccessD@databaseadvisors.com '</FONT>
<BR><FONT SIZE=2>> Subject: RE: [AccessD] autonumber</FONT>
<BR><FONT SIZE=2>></FONT>
<BR><FONT SIZE=2>> A make table query should already 'reset' the AutoNumber, since it is</FONT>
<BR><FONT SIZE=2>> going to make a new table. An append query can be used to 'set' numbers</FONT>
<BR><FONT SIZE=2>> within an AutoNumber field, however, it doesn't reset the counter, it</FONT>
<BR><FONT SIZE=2>> can just 'ignore' it. If you delete the data in a table, to resent the</FONT>
<BR><FONT SIZE=2>> AutoNumber counter, compact the database. It will reset the counter (on</FONT>
<BR><FONT SIZE=2>> an incremental</FONT>
<BR><FONT SIZE=2>> AN) to the highest number plus 1 (or 1, if there are no records</FONT>
<BR><FONT SIZE=2>> remaining).</FONT>
<BR><FONT SIZE=2>></FONT>
<BR><FONT SIZE=2>> Drew</FONT>
<BR><FONT SIZE=2>></FONT>
<BR><FONT SIZE=2>> -----Original Message-----</FONT>
<BR><FONT SIZE=2>> From: John Eget</FONT>
<BR><FONT SIZE=2>> To: AccessD@databaseadvisors.com</FONT>
<BR><FONT SIZE=2>> Sent: 4/16/03 4:43 AM</FONT>
<BR><FONT SIZE=2>> Subject: [AccessD] autonumber</FONT>
<BR><FONT SIZE=2>></FONT>
<BR><FONT SIZE=2>> Is there a way to reset the autonumber to 1 of a make table query or an</FONT>
<BR><FONT SIZE=2>> append or a table I just finished deleting the information from? John</FONT>
<BR><FONT SIZE=2>> <<ATT46269.txt>></FONT>
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