Excluding Records from Query

[QandAdam]

I have an Access Database Table for Sales which lists multiple records and the Salesperson associated. Example below:

Batch	Salesperson Name	Date Allocated
1234	Alan Smith	01/02/2019
1234	Ryan Fisher	25/02/2019
1234	Danny Franklin	22/12/2018
0987	Ryan Fisher	14/02/2019
3453	John Hazeldine	12/01/2019
3453	Jake Spencer	31/12/2018

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This list shows all allocations for each batch. Is it possible to have a query which shows a list of all Batches that do not have any records with a certain Salesperson's name?

E.G If the query was for Alan Smith, then batches with records with Alan Smith in the Salesperson Name field are excluded? Meaning it would return something like this: (It would return 1 record per Batch - The record with the most recent Date Allocated)

Batch	Salesperson Name	Date Allocated
0987	Ryan Fisher	14/02/2019
3453	John Hazeldine	12/01/2019

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Very complicated explanation but if there is any advice, it would be much appreciated!

 

[Fazza]

untested

SELECT Batch, [Salesperson Name], MAX([Date Allocated]) AS [Date Allocated]
FROM table
WHERE [Salesperson Name] <> 'Alan Smith'
GROUP BY Batch, [Salesperson Name]

 

[Fazza]

Earlier I missed the requirement about only one record per batch (and gave the simple MAX date by batch & name).

Instead of the earlier SQL, this is one way, if I've interpreted correctly,

SELECT A.Batch, A.[Salesperson Name], A.[Date Allocated]
FROM YourTable A, (SELECT Batch, MAX([Date Allocated]) AS [MaxDate]
FROM YourTable
WHERE [Salesperson Name] <> 'Alan Smith'
GROUP BY Batch) B
WHERE A.Batch = B.Batch AND A.[Date Allocated] = B.MaxDate

 

[QandAdam]

Earlier I missed the requirement about only one record per batch (and gave the simple MAX date by batch & name).

Instead of the earlier SQL, this is one way, if I've interpreted correctly,

SELECT A.Batch, A.[Salesperson Name], A.[Date Allocated]
FROM YourTable A, (SELECT Batch, MAX([Date Allocated]) AS [MaxDate]
FROM YourTable
WHERE [Salesperson Name] <> 'Alan Smith'
GROUP BY Batch) B
WHERE A.Batch = B.Batch AND A.[Date Allocated] = B.MaxDate

This returns all batches where 'Alan Smith' is not the most recent Saleperson BUT if Alan is the most recent person then the query returns the record prior to Alan for that specific batch.

What I'm after is to return all Batches where Alan Smith is not recorded within any records.

 

[Joe4]

Try this:

SELECT SalesTable.Batch, SalesTable.[Salesperson Name], SalesTable.[Date Allocated]
FROM SalesTable
INNER JOIN
(SELECT SalesTable.Batch, Sum(IIf([Salesperson Name]="Alan Smith",1,0)) AS [Check], Max(SalesTable.[Date Allocated]) AS [MaxOfDate Allocated]
FROM SalesTable
GROUP BY SalesTable.Batch) as X
ON SalesTable.Batch=X.Batch AND SalesTable.[Date Allocated]=X.[MaxOfDate Allocated]
WHERE X.Check=0;

Change the table name to match your table name.

 

[QandAdam]

Amazing! Thankyou so much

Try this:

SELECT SalesTable.Batch, SalesTable.[Salesperson Name], SalesTable.[Date Allocated]
FROM SalesTable
INNER JOIN
(SELECT SalesTable.Batch, Sum(IIf([Salesperson Name]="Alan Smith",1,0)) AS [Check], Max(SalesTable.[Date Allocated]) AS [MaxOfDate Allocated]
FROM SalesTable
GROUP BY SalesTable.Batch) as X
ON SalesTable.Batch=X.Batch AND SalesTable.[Date Allocated]=X.[MaxOfDate Allocated]
WHERE X.Check=0;

Change the table name to match your table name.

 

[Joe4]

You are welcome.

 

[Fazza]

See you got this sorted while I was away. And also see I originally mis-understood the exclusion of all Batch containing 'Alan Smith'

FWIW, a slight variation on Joe's solution - in the way the unwanted batches are identified.

SELECT C.Batch, C.[Salesperson Name], C.[Date Allocated]
FROM YourTable C, 
(SELECT A.Batch, MAX(A.[Date Allocated]) AS [Date Allocated]
FROM YourTable A
WHERE A.Batch NOT IN (SELECT DISTINCT Batch
FROM YourTable
WHERE [Salesperson Name] = 'Alan Smith')
GROUP BY A.Batch) B
WHERE C.Batch = B.Batch AND C.[Date Allocated] = B.[Date Allocated]

 

[QandAdam]

My next question is sort of related to this but I'm not sure if I should ask this here or not so let me know if I need to post a thread.

If I wanted a different query to show me a list of all batches that Alan Smith HAS been allocated WHERE [Current Allocation]='No', could I get the following fields:
Batch
Date Allocated (To Alan Smith)
Allocated To (Based on the record which includes the MAX [Date Allocated])
Date Allocated (Based on the record which includes the MAX [Date Allocated])
Current Allocation (Based on the record which includes the MAX [Date Allocated])

It should look something like this:

Batch	Date Allocated to Alan	Last Allocated To	Last Allocated Date	Currently Allocated
ABC1	01/12/2018	James Smith	03/02/2019	Yes
HGD2	06/10/2018	Danny Franklin	10/12/2018	No

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[Joe4]

I am not sure I understand the last column. What indicates if something is currently allocated?
It may be helpful if you can post a myriad of different data examples, and the expected output of each.