Forms, subforms and dummy record

[ProgEvalJAA]

I am trying to correct a minor issue in a database. I have a data entry form linked directly to my main table in the database. The data entry form is also linked to three subforms, all of which are then linked to three other tables. The primary key field for all four tables is a unique id number. The tables are linked to each other using that field.

On the data entry form, I have included a dummy record with an id of zero. It reminds the users to change the id number and select a valid id number. It says something like "Select customer id number" instead of a customer name, again to remind the users to select a valid id number.

If the user forgets to select a valid id number, some information of the subforms gets keyed on the entry with the id number of zero. However, what's odd is that although the data gets fed to the appropriate table supporting the subform, when I review the data from the data entry form itself and select zero, the data does not appear on screen as it does for all other records. So, the users who do not have access to the tables do not always realize they have made any data entry errors. Does anyone have any suggestions as to how remedy this situation? I have looked at the links between the tables, the links between the forms and subforms, and the links between the tables and all forms and subforms. All links appear to be OK. That's about as far as I gotten for now as I've been in training classes the past two days.

 

[lameid]

Generally you would have an autonumber field in the table that is the main form. Then the subforms would be related with a matching field for the main form table's autonumber which whould also likely be the primary key. The related tables (sub forms) would not use this as a unique field in the related fields because this would imply that the information in those tables belongs in the main table.

Doing this, you would want to train users to move to a new record rather than change an existing record.