It sounds like a Catalog (or in Word XP and later, it is called Directory)
type mail merge will accomplish what you are after.

In the main document insert a one row table, into the cells of which you
insert each of the required merge fields, plus the Word Record Number field
and have one extra cell into which you can enter the Y or N (unless that is
already in a field in the data source, in which case insert that merge field
in the cell).  Then, when you execute that merge to a new document, that
document will contain a table with a row of data for each record in the data
source.

There must be nothing else in the mail merge main document for this to work.
Otherwise, that other content will be repeated for each record in the data
source.