Volunteer Software

People Helping People

Numbering Abnormalities

Sometimes people put an O in the numbering scheme instead of a zero, as in Station numbers SO1221 vs. S01221. These discrepancies can be isolated by sorting a Volunteers [Stations or Jobs] Spreadsheet on the number column or click the Find button.

Execution Error: Out of range:  Start point
01/14/08 - putting in a job
next no.prg
line 258
v 5.5p
no 164
execution error out of range start point

Should Use 6 Digits/Characters

One way you might get a numbering-out-of-range problem is if you started, say, with number one and then kept adding sequentially. When it gets to 1000 there would be four digits. You get better results, however, if you maintain six digits/numbers/characters, like 000001 or V-0001, which then increment keeping six digits or characters. [You can learn more about the numbering schemes in the Help files.] If this is the problem, edit the records by adding leading zeroes to fill up six spaces.

Accidental Number Edit

The more common numbering-out-of-range problem is caused by someone mistakenly typing into the number field when adding a record instead of allowing the Reporter to auto number the record. This is easy enough to do when distracted because the first field is the active field when a new record is added.

The way to fix it is to first check to see (a) which numbers are out of sync, (b) edit those to match the existing sequence and (c) reset the next available number in Preferences.

(a) Check to see which numbers are out of sync

  1. (A).The way to do this in versions prior to 5.4 is to produce a Volunteers [or Stations] spreadsheet.
  2. (B). A quick way to do this in versions 5.4 and greater for Volunteer numbers is to click the Find button in Volunteers. [This will also work for Stations numbers, but not for Jobs.] The Vol No. column heading is underlined so the numbers are in order. Ctrl-End on the keyboard fast-forwards to the bottom.
  3. If only the last number was wrong, find the last good number. Write it down.
  4. If the number sequence is odd for more than one record, find the last good number and scroll down to find the odd ones. Write those down.
  5. [Alternatively, if you are using a spreadsheet to find Stations or Jobs number, sort the spreadsheet by the Sta No or Job No to see where the sequence is off.]
  6. Make a note of the last proper number.
  7. Jot down the Volunteers’ [Jobs’ or Stations’] names for the records which have the wrong numbering.

(b) Edit the variant records numbers to match the existing sequence

  1. Edit each of those records with the next sequential numbers in the format used throughout the database.
  2. The numbers are easy to edit from each record—click the Edit button.
  3. Note the last number you assign.

(c) Reset the next available number in Preferences

  1. Click on the File Menu | Preferences | General tab
  2. Under Serial Numbers | Volunteers enter the next higher number from the last number you assigned [or the last good number].
  3. Click OK to save the setting.

It actually makes no difference whether all record numbers are in sequence or whether there are gaps in the numbers, as long as the Reporter has a unique number for each record.

Now the Reporter will assign the next serial number properly.

A quicker way to reset the number sequence [than doing it in Preferences] is to Add a new record | Change the number to the new sequence | Save the record. The Reporter will sequence numbers from that last number.

Edit Numbers

They lost some records and want to re-enter them with the same old numbers, so they will match their paper records.

  • Add the new volunteer and save.
  • Then click the Edit button and change the number.
  • This maintains the numbering system without altering the current numbering sequence.

Reuse Numbers

The only way to reuse a number is if the record is deleted.
The only way to delete a record is if no other data is attached.
Deleted records cannot be retrieved except via a backup.