Search and populate or add new record

[Debbiedo]

I have a form that will primarily be used as a data entry form for new
orders. Only occasionally will an order need to be modified.

I want the form to open up as if entering a new record. After they
enter the order number and move onto the next data entry box, I would
like the form to populate the fields with the data of the order should
the order exist, else continue entering data as a new record.

Problem is, I would like to limit access to the order data they are
currently using, i.e the order number they enter (I have my reasons,
trust me) and not be able to easily see additional orders from other
vendors. I can't control this completely, but making them enter the
correct order number to see only that data would help limit the
exposure.

Ideas as to how to approach this?

Not a big VBA person, but am learning slowly. Any and all help greatly
appreciated.

Deb

Am designing forms in Access 2003 but some Access 2007 users will be
using (and maybe, god I hope not though, earlier Access versions as
well.)

 

[Olduke]

I don't do it that way at all.
For data entry, set the form to data entry.
For updating, use a search and then a diferent form to update.

 

[Debbiedo]

I don't do it that way at all.  
For data entry, set the form to data entry.
For updating, use a search and then a diferent form to update.









- Show quoted text -

Doing it the way I described accomplishes a few things, such as
checking to see if the order existed previously, making sure that the
order number has not been accidently duplicated for a different
orxder, and if the order exists already being able to modify the order
rather than getting to the end of the data entry form and getting a
rude error message saying the data cannot be saved because the order
number already exists and cannot add duplicate order numbers. The
database is big and over 100 different people are going to be using
this form. They may not know if that particular order will exist or
not. In 85% of the cases it will not already exist. Buy in to using
the forms is difficult. I want to minimize the number of forms the
users will need to access. (Trust me, politics is at hand here and
having just one form is best, albeit illogical)

So any ideas as to how to approach the problem as described
originally?

Thanks.