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jKafer on the Net

November 6th, 2015 at 1:18 pm

When does 2=1

When you have two sets of information that are calculated separately, but yet need to be combined into one result.

Confusing, maybe, but not once you get the meaning. You have an inventory account that a bunch of purchases are going to, only they are not inventory. They actually should be charged to a different account. So you need to create the list of debits/credits for the bad account and for the correct account.

If you have 2 queries that have the exact same structure and to minimize transactions you want to combine them into one.

  1. Create a new SQL query
  2. Here is the text you will enter
    Select * from qryOne
    UNION ALL select * from qryTwo;
  3. Save the query
  4. View it – you should see the data from both queries combined into one set of columns.

I used this today to enter edits into an accounting system we had some purchases that were entered into the incorrect Account numbers. So i had one query with the wrong Account and the debit column had the $ in it. Then I had a second column and this time it had the correct Account on it and the $ were in the credit column – ran this little union query and they were both in one list and I copied and pasted into the journal entry screen.

If you only have a few row of data to fix, it is probably easier to do this in excel. But if you have lots (I had over 500 lines) which translates into over 1000 lines (one for debits and one for credits) this is a nice little tool to run and combine it all into one.

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