Copying data from one sheet to another at pre-defined time intervals

archie86

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Dec 26, 2011
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13
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QFormat="true" Name="Intense Emphasis"/> <w:LsdException Locked="false" Priority="31" SemiHidden="false" UnhideWhenUsed="false" QFormat="true" Name="Subtle Reference"/> <w:LsdException Locked="false" Priority="32" SemiHidden="false" UnhideWhenUsed="false" QFormat="true" Name="Intense Reference"/> <w:LsdException Locked="false" Priority="33" SemiHidden="false" UnhideWhenUsed="false" QFormat="true" Name="Book Title"/> <w:LsdException Locked="false" Priority="37" Name="Bibliography"/> <w:LsdException Locked="false" Priority="39" QFormat="true" Name="TOC Heading"/> </w:LatentStyles> </xml><![endif]--><!--[if gte mso 10]> <style> /* Style Definitions */ table.MsoNormalTable {mso-style-name:"Table Normal"; mso-tstyle-rowband-size:0; mso-tstyle-colband-size:0; mso-style-noshow:yes; mso-style-priority:99; mso-style-parent:""; mso-padding-alt:0cm 5.4pt 0cm 5.4pt; mso-para-margin-top:0cm; mso-para-margin-right:0cm; mso-para-margin-bottom:10.0pt; mso-para-margin-left:0cm; line-height:115%; mso-pagination:widow-orphan; font-size:11.0pt; font-family:"Calibri","sans-serif"; mso-ascii-font-family:Calibri; mso-ascii-theme-font:minor-latin; mso-hansi-font-family:Calibri; mso-hansi-theme-font:minor-latin; mso-bidi-font-family:"Times New Roman"; mso-bidi-theme-font:minor-bidi; mso-fareast-language:EN-US;} </style> <![endif]--> Hi, hopefully someone will be able to help me with this query (or queries!). I am creating a Workbook in Excel 2010 to pretty much act as a booking system for my friend’s small taxi company. At the moment he is just using pen and paper to record his bookings and fares with a note of which driver has done what. He then creates his invoices for any account work by manually typing the data through Excel.


He has asked if I could come up with something to help cut down his time spent dealing with the paperwork side of things in the office as it’s not his strong point!! I have thought about creating (or trying to!) some form of Excel workbook to help him. There is tailored software out there, but it is far too advanced for what he needs and as a result of the software’s capabilities, pretty expensive.


I’ve created a workbook with the various sheets that are needed;

Booking Screen: I’ve created my “form” for entering the various details of the booking and also added a button to “book” the job. When the button is clicked, I would like it to copy the data entered into different cells on another sheet (the “database”) and then clear the form to use again. I assume I could do this using a Macro?


Booking Database: This is where the details from the above sheet are copied to and stored permanently. When I copy the data from the booking form, I would like it to copy it to the next blank row as I am looking to set it up so the row will give a unique automated reference for each job – from having a quick look on Google it seems this could be done. This would list each job just in order of reference number, ignoring date/time etc.


Dispatch Screen: This is where I hope to display the upcoming jobs for the day (and next 14 days). It would copy the details from the “database” and then display them in order of date and then time. Once the job is more than something like 4 hours old, it should be hidden/removed from this screen but still left in the database.


Is it possible to do this automatically, if at all, say every 5 or 10 minutes from opening the Workbook, or even just manually by clicking on a button to run a Macro?


Datasource: This is a sheet containing list of data used for the booking form, such as Account Holders for if it is an account booking, street address for populating the to/from fields with and vehicle types etc.

The only other thing I think that might help him would be being able to run some kind of report to filter jobs for a certain period and then export the relevant ones for an account into an invoice template (currently saved as an Excel workbook)to save manually going through the runs and typing them.


Is what I am looking to do possible, or being a bit too adventurous??

Thanks for any help.
 

Excel Facts

What is the shortcut key for Format Selection?
Ctrl+1 (the number one) will open the Format dialog for whatever is selected.
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Booking Screen: I’ve created my “form” for entering the various details of the booking and also added a button to “book” the job. When the button is clicked, I would like it to copy the data entered into different cells on another sheet (the “database”) and then clear the form to use again. I assume I could do this using a Macro?


Booking Database: This is where the details from the above sheet are copied to and stored permanently. When I copy the data from the booking form, I would like it to copy it to the next blank row as I am looking to set it up so the row will give a unique automated reference for each job – from having a quick look on Google it seems this could be done. This would list each job just in order of reference number, ignoring date/time etc.

This link will help you with that:

http://www.contextures.com/xlForm02.html

Download the sample and then edit it to suit your needs. If you need any help with the code, post back here.

Dispatch Screen: This is where I hope to display the upcoming jobs for the day (and next 14 days). It would copy the details from the “database” and then display them in order of date and then time. Once the job is more than something like 4 hours old, it should be hidden/removed from this screen but still left in the database.

This is a bit more complex but I can help you with that. Get the first two sheets set up first and I'll take a look.

Is it possible to do this automatically, if at all, say every 5 or 10 minutes from opening the Workbook, or even just manually by clicking on a button to run a Macro?

Excel is pretty bad for that sort of automatic, continuously-running code, but a manual button would do the job no problem. Or maybe the code could run every time the workbook (or a part of it) is edited (which I imagine would be pretty much constantly).

Datasource: This is a sheet containing list of data used for the booking form, such as Account Holders for if it is an account booking, street address for populating the to/from fields with and vehicle types etc.

I think the link provided above gives you that sort of functionality - but if not, it's easy to set up.

The only other thing I think that might help him would be being able to run some kind of report to filter jobs for a certain period and then export the relevant ones for an account into an invoice template (currently saved as an Excel workbook)to save manually going through the runs and typing them.

Yep, that can be done. Exactly how depends on your initial setup though with your booking form and database.
 
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Name="Medium Shading 2 Accent 5"/> <w:LsdException Locked="false" Priority="65" SemiHidden="false" UnhideWhenUsed="false" Name="Medium List 1 Accent 5"/> <w:LsdException Locked="false" Priority="66" SemiHidden="false" UnhideWhenUsed="false" Name="Medium List 2 Accent 5"/> <w:LsdException Locked="false" Priority="67" SemiHidden="false" UnhideWhenUsed="false" Name="Medium Grid 1 Accent 5"/> <w:LsdException Locked="false" Priority="68" SemiHidden="false" UnhideWhenUsed="false" Name="Medium Grid 2 Accent 5"/> <w:LsdException Locked="false" Priority="69" SemiHidden="false" UnhideWhenUsed="false" Name="Medium Grid 3 Accent 5"/> <w:LsdException Locked="false" Priority="70" SemiHidden="false" UnhideWhenUsed="false" Name="Dark List Accent 5"/> <w:LsdException Locked="false" Priority="71" SemiHidden="false" UnhideWhenUsed="false" Name="Colorful Shading Accent 5"/> <w:LsdException Locked="false" Priority="72" SemiHidden="false" UnhideWhenUsed="false" Name="Colorful List Accent 5"/> <w:LsdException Locked="false" Priority="73" SemiHidden="false" UnhideWhenUsed="false" Name="Colorful Grid Accent 5"/> <w:LsdException Locked="false" Priority="60" SemiHidden="false" UnhideWhenUsed="false" Name="Light Shading Accent 6"/> <w:LsdException Locked="false" Priority="61" SemiHidden="false" UnhideWhenUsed="false" Name="Light List Accent 6"/> <w:LsdException Locked="false" Priority="62" SemiHidden="false" UnhideWhenUsed="false" Name="Light Grid Accent 6"/> <w:LsdException Locked="false" Priority="63" SemiHidden="false" UnhideWhenUsed="false" Name="Medium Shading 1 Accent 6"/> <w:LsdException Locked="false" Priority="64" SemiHidden="false" UnhideWhenUsed="false" Name="Medium Shading 2 Accent 6"/> <w:LsdException Locked="false" Priority="65" SemiHidden="false" UnhideWhenUsed="false" Name="Medium List 1 Accent 6"/> <w:LsdException Locked="false" Priority="66" SemiHidden="false" UnhideWhenUsed="false" Name="Medium List 2 Accent 6"/> <w:LsdException Locked="false" Priority="67" SemiHidden="false" UnhideWhenUsed="false" Name="Medium Grid 1 Accent 6"/> <w:LsdException Locked="false" Priority="68" SemiHidden="false" UnhideWhenUsed="false" Name="Medium Grid 2 Accent 6"/> <w:LsdException Locked="false" Priority="69" SemiHidden="false" UnhideWhenUsed="false" Name="Medium Grid 3 Accent 6"/> <w:LsdException Locked="false" Priority="70" SemiHidden="false" UnhideWhenUsed="false" Name="Dark List Accent 6"/> <w:LsdException Locked="false" Priority="71" SemiHidden="false" UnhideWhenUsed="false" Name="Colorful Shading Accent 6"/> <w:LsdException Locked="false" Priority="72" SemiHidden="false" UnhideWhenUsed="false" Name="Colorful List Accent 6"/> <w:LsdException Locked="false" Priority="73" SemiHidden="false" UnhideWhenUsed="false" Name="Colorful Grid Accent 6"/> <w:LsdException Locked="false" Priority="19" SemiHidden="false" UnhideWhenUsed="false" QFormat="true" Name="Subtle Emphasis"/> <w:LsdException Locked="false" Priority="21" SemiHidden="false" UnhideWhenUsed="false" QFormat="true" Name="Intense Emphasis"/> <w:LsdException Locked="false" Priority="31" SemiHidden="false" UnhideWhenUsed="false" QFormat="true" Name="Subtle Reference"/> <w:LsdException Locked="false" Priority="32" SemiHidden="false" UnhideWhenUsed="false" QFormat="true" Name="Intense Reference"/> <w:LsdException Locked="false" Priority="33" SemiHidden="false" UnhideWhenUsed="false" QFormat="true" Name="Book Title"/> <w:LsdException Locked="false" Priority="37" Name="Bibliography"/> <w:LsdException Locked="false" Priority="39" QFormat="true" Name="TOC Heading"/> </w:LatentStyles> </xml><![endif]--><!--[if gte mso 10]> <style> /* Style Definitions */ table.MsoNormalTable {mso-style-name:"Table Normal"; mso-tstyle-rowband-size:0; mso-tstyle-colband-size:0; mso-style-noshow:yes; mso-style-priority:99; mso-style-parent:""; mso-padding-alt:0cm 5.4pt 0cm 5.4pt; mso-para-margin-top:0cm; mso-para-margin-right:0cm; mso-para-margin-bottom:10.0pt; mso-para-margin-left:0cm; line-height:115%; mso-pagination:widow-orphan; font-size:11.0pt; font-family:"Calibri","sans-serif"; mso-ascii-font-family:Calibri; mso-ascii-theme-font:minor-latin; mso-hansi-font-family:Calibri; mso-hansi-theme-font:minor-latin; mso-bidi-font-family:"Times New Roman"; mso-bidi-theme-font:minor-bidi; mso-fareast-language:EN-US;} </style> <![endif]--> Thanks for the reply.

I've fiddled about with the layout etc. of the form and got everything how I want it, although being a novice at VB code I can't see where to change the code to copy the correct cells into the other workbook. I have some cells where I want to have a default entry display after a new booking has been added.

So far I have highlighted the fields in red which are incorrectly copying across. I also couldn't see where I could alter the "reference number" to start at 1 instead.

Once I get to the point of the dealing with the "dispatch screen" I would like it if possible to be able to enter the relevant driver against a hire (and separately for entering a fare for it) and it updates it in the database. A further thing I wondered if possible to do with this screen would be if I set a Lead Time (this is the length of time it takes for a vehicle to get to the pickup point from the town centre) for the pickup address, would it be possible to highlight the run (say in yellow/amber) twice the length of "lead time" before the pickup is due from the current time and then once the lead time is the difference between pickup time and current time change it to say red and play a sound (possibly an alarm type sound saved as wav/mp3 file). What I mean for example is Lead Time to the Train Station is 10 minutes and there is a job entered for 2000. So at 1940 it would go yellow as a warning that the hire is upcoming (at 2x the length of lead time) and then at 1950 it would go red to signify the hire is now due to be allocated (at 1x the length of lead time). This would incorporate an IF statement that if a driver was allocated to the job it wouldn't do this.


http://www.mediafire.com/download.php?b7uad4fzqu987h2 - Unzipped

http://www.mediafire.com/download.php?oddu81nc42cg281 - Zipped
 
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