I've forgotten, did you upgrade from v. 1.00 or 1.02??? If so, here's
one possibility that I learned from Dave Shaw:
When upgrading (and depending on how you import), you may need to go
into each ebase data file (i.e. don't worry about the clipboard file,
the ebase.102 file, etc.) and set each of the auto-enter fields (usually
the record number, payment number, etc.) to the correct next number.
The reason for this is that once a record number is used in filemaker,
it is used forever, even when you delete a record. Thus, in your old
database, you may have had 3000 records but the last record number may
be 3500 (because you've deleted 500 records at one time or another).
When you import your old ebase records assigning the old record number
field to the new record number field in the upgraded ebase, the new
database has only 3000 records so it thinks the next record number
should be 3001. Unfortunately, you may still have a record with the
record number of 3001 in your database. If you add a new record without
"re-serializing" the database, you may now have two records with the
same record number - hence mixups with assigning payments, pledges, etc.
What you need to do in this case is re-import the records, then tell
ebase/filemaker what the next available serial number should be (in this
case, instead of 3000, it should be 3501 for the Record Number field in
the Names file). This needs to be done for every file that you import
into (in the Pledges file, I think the field is the Pledge Number, in
Payments, it is Payment Number, etc.).
To do this Find All in the Names file (in your original database before
importing), scroll to the last record entered, note the record number.
Do the same for the other files you are importing. Perform the import.
Now, before entering any new data in your new ebase, go to the Names
file, go to File->Define->Fields, find the Record Number field,
highlight that field and click Options. Type in the next number
available for the Record Number field (the next number above the last
record number in your original database). Do the same for the other
auto-enter serial fields.
Try this and get back to the list if you still have problems.
Carl
David Rodgers wrote:
>
> Ok, now I am really on the hot seat. The same problem has appeared after I
> followed the added suggestions below. After doing a number of new pledges,
> all of a sudden one new pledge appeared with four payments attached from a
> different member. So I am still doing something wrong.
>
> If you look at the message below I did item #1 which seemed to help for a
> while. Item number #2 I didn't know how to do this because it seems each
> file has a different field to change. This will be my third attempt and
> with a staff of 3 in this area everyone could go a little nuts if this
> doesn't work. Ok, enough dramatics.
>
> My main question is, how do I know exactaly what to do to make the
> conversion if it isn't really documented? Dave gave me some "examples" but
> I think I need to know exactly or I will be in the same soup.
>
> Next Steps?
>
> David Rodgers
> Institute for Individual and World Peace
> 805-967-7424
>
> > >1) Thanks for the advise. I did the upgrade again and it seems to be
> > >working now. I think the main piece was the "Perform Auto-Enter Options
> > >While Importing" check box being checked.
> >
> > I think you're right.
> >
> > >2) I could not find any of the other files that had auto-enter index check
> > >for the Record ID. Now the question is should I have checked each one or
> > >not. I did not and so far there isn't any affect. The reason I didn't was
> > >that it was not checked to auto enter at all except for the names_.103
> > >file?
> >
> > Receipt Number in payments_.102, Action Number in actions_.102,
> > Contact Number in contacts_.102, are all auto-enter fields, for
> > example. It's good practice to include a record number field in a
> > file, and they appear in many of the ebase files. Once you unchecked
> > it for names, it probably defaulted that way for the others, so it's
> > probable that you're OK.
> >
> > >3) We enter all our data at one standalone station and 2-3 other people
> > >then get copies of the files for their reference and to generate reports
> > >for their work. When we transfer the files to them, can we just transfer
> > >the .103 files or do we need to include all the other files like the .dll
> > >etc.
> >
> > The .103 files are the data files, and that's all you need to transfer.
> > --
> > --
> > Dave Shaw H4 Consulting
> > tel: 206-954-7526 fax: 206-625-1338
>
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--
Carl Paulsen
New Hampshire Rivers Council
54 Portsmouth Street
Concord, NH 03301
603-228-6472
603-228-0423 Fax
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