Access pass-through query with parameters not updating with prompted parameters

Question

An Access pass-through query works when using the default parameters. When used in an Access report, the prompts that are used returns records based on the default parameters in the ptq and not the answered prompts. Default data is being returned.

I have a SQL Server based stored procedure that works, uspWorkCentreReport, that uses @TheDate DATE, @WC VARCHAR(15), @Shift INT for parameters and returns, through a SELECT statement, these columns:

[JOB NUMBER], [REL #], [JOB NAME], QTY.  

Here's the ALTER line of the stored procedure code:

ALTER PROCEDURE [dbo].[uspWorkCentreReport]
     @TheDate DATE,
     @WC VARCHAR(15),
     @Shift INT

The Access pass-through query, ptq_uspWorkCentreReport, passes these default parameters '2019-05-30','PCOT',1 and uses a DSN-less ODBC connection that works to return default data. I forgot to try but I think it will return correct data with whatever default parameters I use to replace '2019-05-30','PCOT',1. EDIT - I tried it this morning and indeed any appropriate replacement parameters return the appropriate associated records. Here's the ptq's one line:

exec uspWorkCentreReport '2019-05-30','PCOT',1

I provide the ptq with default parameters based on Albert D. Kallal's SO reply.

I use an Access select query, qry_ptq_uspWorkCentreReport, to receive [JOB NUMBER],[REL #],[JOB NAME],QTY and pass the parameters TheDate, set to Date With Time, WC, set to Short Text, and Shift, set to Integer.

qry_ptq_uspWorkCentreReport uses the pass-through query. The parameters are set using Access' Parameters applet and not within the query fields. Running this select query prompts for the 3 parameters but only returns data based on the default parameters set in the ptq's one line. I did not think to look at the Access SQL statement but will do so when I get to work tomorrow morning. EDIT - Here's the SQL statement for qry_ptq_uspWorkCentreReport:

PARAMETERS TheDate DateTime, WC Text ( 255 ), Shift Short;
SELECT ptq_uspWorkCentreReport.[JOB NUMBER], ptq_uspWorkCentreReport.[REL #], ptq_uspWorkCentreReport.[JOB NAME], ptq_uspWorkCentreReport.QTY
FROM ptq_uspWorkCentreReport;

Of course the above three functions culminate in an Access report, rpt_qry_ptq_WorkCentreReport to make the records human readable.

I have used the same scenario for another report the takes From and To dates as parameters. When that report runs, the prompts take the dates and return records based on those dates and not the dates in the ptq. Here's that ptq:

exec uspMergeAandPJobs '2018-01-01','2019-01-01'

Indeed, I tried using

exec uspMergeAandPJobs '',''

And the report returns 0 records!

Not sure what I am missing and would appreciate any feedback. TIA.

I tried the following with the help of a tutor:

Sub Report_Load()

    Dim strFromDate     As String
    Dim strToDate       As String
    Dim strWC           As String
    Dim intShift        As Integer
    Dim strSQL          As String

    strFromDate = InputBox("From Date and Time: ")
    strToDate = InputBox("Enter To Date and Time: ")
    strWC = InputBox("Enter Work Center: ")
    intShift = InputBox("Enter Shift: ")

    Dim qdf As DAO.QueryDef, rst As DAO.Recordset
    Set qdf = CurrentDb.CreateQueryDef("")
    qdf.SQL = "exec dbo.uspWorkCentreReport " & "'" & strFromDate & "', " & "'" & strToDate & "', " & "'" & strWC & "', " & intShift & ";"

    qdf.Connect = "ODBC;DRIVER=ODBC Driver 13 for SQL Server;SERVER=OURS\NTSQL;Trusted_Connection=Yes;DATABASE=TablesCoE;ApplicationIntent=READONLY;"

    qdf.ReturnsRecords = True
    Set rst = qdf.OpenRecordset

    rst.Close
    Set rst = Nothing
    Set qdf = Nothing

End Sub

After the prompts VBA spits up a Run-Time error 3129 - Invalid SQL statement; expected 'DELETE', 'INSERT', 'PROCEDURE', 'SELECT', or 'UPDATE'. Neither of us were able to determine what was causing the error. In VBA the "qdf.SQL..." line is highlighted in yellow.

EDIT - Adding stored proc's SQL code:

ALTER PROCEDURE [dbo].[uspWorkCentreReport_TEST] @FromDate DATETIME,@ToDate DATETIME,@WC VARCHAR(15),@Shift INT

AS

BEGIN
-- SET NOCOUNT ON added to prevent extra result sets from
-- interfering with SELECT statements.
SET NOCOUNT ON;

--  Build table variable SumTable structure
DECLARE @SumTable TABLE(matl_nbr VARCHAR(60),QTY DECIMAL(4,0),matl_dsc VARCHAR(50))

--  P jobs and their summed WorkCentre traversals using crosstab - each traversal is added up
INSERT INTO @SumTable(matl_nbr,matl_dsc,QTY)
SELECT     SRC1.matl_nbr,SRC1.matl_dsc,
    SUM(CASE WHEN SRC1.locn_to = @WC THEN 1 ELSE 0 END) AS QTY
FROM 
(
SELECT matl_nbr,matl_dsc,locn_to
FROM mtrk_CompanyE.dbo.trxn_hstd th
WHERE (last_upd >= @FromDate AND last_upd <= @ToDate) AND
    locn_to = @WC
)SRC1
GROUP BY matl_nbr,matl_dsc

--  These updates take all the summed WorkCentre (locn_to) columns and turn each into "1" for later summing
UPDATE @SumTable
SET QTY = 1 
WHERE QTY >1

--  Shortening the material number from 123456_00_00_R1_00 to 1234560
UPDATE @SumTable 
SET matl_nbr = LEFT(matl_nbr,6) + right(LEFT(matl_nbr,9),1)

SELECT LEFT(A.matl_nbr,6)[JOB NUMBER],SUBSTRING(A.matl_nbr,7,1)[REL #],matl_dsc AS [JOB NAME],QTY
FROM (SELECT matl_nbr,matl_dsc,
        SUM(CASE WHEN QTY = 1 THEN 1 ELSE NULL END) AS QTY
FROM @SumTable
GROUP BY matl_nbr,matl_dsc)A
ORDER BY QTY DESC;

END

EDIT - Finished sub:

Private Sub Report_Open(Cancel As Integer)

    Dim strFromDate     As String
    Dim strToDate       As String
    Dim strWC           As String
    Dim intShift        As Integer
    Dim strSQL          As String

    strFromDate = InputBox("Enter From Date and Time: ")
    strToDate = InputBox("Enter To Date and Time: ")
    strWC = InputBox("Enter Work Center: ")
    intShift = InputBox("Enter Shift: ")

    strSQL = "exec dbo.uspWorkCentreReport_TEST " & "'" & strFromDate & "', " & "'" & strToDate & "', " & "'" & strWC & "', " & intShift & ";"

    CurrentDb.QueryDefs("ptq_uspWorkCentreReport").SQL = strSQL

    DoCmd.OpenReport "rpt_qry_ptq_uspWorkCentreReport", acViewReport

    Me.lblFromDate.Caption = strFromDate
    Me.lblToDate.Caption = strToDate
    Me.lblWC.Caption = strWC
    Me.lblShift.Caption = intShift

End Sub

Answer 1

Your Access query has parameters:

PARAMETERS TheDate DateTime, WC Text ( 255 ), Shift Short;

and since they are defined in the query definition, Access asks for them when opening/running the query.

But these parameters are never used!

There is no way for Access to pass these parameters into the pass-through query that is the basis of the Access query. Again, a PT query is nothing more than a Connect string and a constant SQL string.

So when you run the Access query, it will always run the saved contents of the PT query, i.e.
exec uspWorkCentreReport '2019-05-30','PCOT',1
The parameters you entered are ignored.

What you need to do (as outlined in the answer you refer to):

• create a form to collect the parameter values
• dynamically create the SQL string for the PT query with VBA
• assign that SQL to the PT query:
  CurrentDb.QueryDefs("ptq_uspWorkCentreReport").SQL = strSql
  (it is automatically saved)
• and then you can run the report based on the Access query - or better: directly use the PT query as record source for the report.

Remove the parameters from the Access query, they are of no use for your situation. Or remove the query entirely, unless you need it to join the PT query with something else.

---

Edit for above edit:

If you get a runtime error, there is probably a syntax error in your .Sql. Build the SQL string in a variable, do Debug.Print strSql, and run that string in SSMS. You may need to change date formatting (depending on your locale settings).

Also: See my 3rd bullet. Defining a temporary querydef and opening a recordset doesn't work for a report. You must assign the .Sql of the existing query that is the record source of the report.

Addendum: if you need to create a new query, first set .Connect, and then .Sql, so Access knows it's a Pass-Through query.
Access SQL doesn't know exec.

Edit 2

You have an existing, working PT query ptq_uspWorkCentreReport, which returns records for one set of parameters, e.g.

exec uspWorkCentreReport '2019-05-30','PCOT',1

Use this query as record source for your report.

To run the report with different parameters, you must modify the query's SQL. You can do this manually in query design view, or with VBA.

I think Report_Load() is too late for modifying its record source (the PT query). Run the following sub, then open the Report.

Sub SetUspParameters()

    Dim strFromDate     As String
    Dim strToDate       As String
    Dim strWC           As String
    Dim intShift        As Integer
    Dim strSQL          As String

    strFromDate = InputBox("From Date and Time: ")
    strToDate = InputBox("Enter To Date and Time: ")
    strWC = InputBox("Enter Work Center: ")
    intShift = InputBox("Enter Shift: ")

    strSQL = "exec dbo.uspWorkCentreReport " & "'" & strFromDate & "', " & "'" & strToDate & "', " & "'" & strWC & "', " & intShift & ";"

    Debug.Print strSQL

    ' This line is all that's needed to modify the PT query
    CurrentDb.QueryDefs("ptq_uspWorkCentreReport").SQL = strSQL

End Sub

In practice, you don't want to use 4 x InputBox, but a form.