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MS Access Forum / Forms / May 2008

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Form/Report Relationship

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Nancy - 29 Apr 2008 13:00 GMT
My main form “ Purchase Order” has a subform “Order Details Subform”.  

The Purchase Order table for the main form has the following fields:
OrderID-Autonumber & Primary Key; Customer ID-number, Employee ID-number,
Order Date-date, PO Number-number, etc.

The subform table has the following fields: (I do not have a primary key for
Subform)
OrderDetail ID-Autonumber, OrderID-number, Nomenclature-text, Part
Number-number, etc.

My Master/Child link on the subform is OrderID.  In the relationships page
my Order Table is linked to my Order Table with a “1” on the Order Table
“OrderID” and a “Many” on the Order Details Table “OrderID”.

When I fill out my Purchase Order form and subform and hit the preview
report form for Purchase Order #1, all is fine and the report works great.  
The customer name, address, etc that is on the main form comes up fine along
with all the subform information.  When I complete a new purchuse order, ie
PO #2 and hit the print preview for the report, the report now displays the
new customer information from Purchase Order #2 and all of the data from the
subform on Purchase Order #1 & #2.  What am I doing wrong?

.
Carl Rapson - 29 Apr 2008 17:24 GMT
Do the purchase orders display correctly in your form? If so, I'd say
there's something wrong with either the RecordSource of the report or the
way you're opening the report from the form. What is the report's
RecordSource? How are you opening the report from your form?

If not, check the logic of your form - are you sure you're not overwriting
PO #1 information with PO #2? Do both POs exist in your tables correctly?

Carl Rapson

> My main form " Purchase Order" has a subform "Order Details Subform".
>
[quoted text clipped - 25 lines]
>
> .
Nancy - 29 Apr 2008 18:26 GMT
Thanks for the response.  I erased all entries at this point as I am still in
the testing stage.  I entered PO#1 with all the details.  Saved the form and
checked each table.  All appears to be working correctly.  I then opened the
report and PO#1 shows  up fine.  I closed out of everything and reopened the
PO Form.  Entered PO#2.  Check tables and all looks good.  I then opened the
Report and the only info showing now is the PO #1 info and no PO#2 Info.  The
report is based on a Query called the "Orders Query".  I tried opening the
report from the objects menu and from the command button I have installed on
my form and I get the same results each way.  Any other ideas?  Could my
query form be causing this?  I ws thining about deleting the query and making
a new one as the record souce to see if that is the problem.  I am still
pretty new to all this so any and all help is very much appricated.

> Do the purchase orders display correctly in your form? If so, I'd say
> there's something wrong with either the RecordSource of the report or the
[quoted text clipped - 35 lines]
> >
> > .
strive4peace - 29 Apr 2008 21:00 GMT
Hi Nancy,

can you please post the SQL for the query?
from the menu --> View, SQL

Warm Regards,
Crystal

Access Basics
8-part free tutorial that covers essentials in Access
http://www.accessmvp.com/Strive4Peace/Index.htm

 *
   (: have an awesome day :)
 *

> Thanks for the response.  I erased all entries at this point as I am still in
> the testing stage.  I entered PO#1 with all the details.  Saved the form and
[quoted text clipped - 48 lines]
>>>
>>> .
Nancy - 30 Apr 2008 18:01 GMT
Here is the SQL for the query.  Thanks for any help you can give me.  
Everything else on the form/report works perfectly except for the printing
and the ability to print one purchase order report for each purchase order.  
Right now it is printing the first purchase order number info on the report
and the purchase order detail information from multiply purchase orders.  
Thanks.

SELECT Orders.OrderID AS Orders_OrderID, Orders.[Customer ID] AS
[Orders_Customer ID], Employees.FirstName, Orders.OrderDate,
Orders.PurchaseOrderNumber, Orders.ShipDate, [Shipping
Methods].ShippingMethod, Orders.Taxes, Orders.Comment, Orders.[Core Charge],
Orders.[Core Charge Amount], [Order Details].OrderDetailID, [Order
Details].OrderID AS [Order Details_OrderID], [Order Details].Nomenclature,
[Order Details].[Part Number], [Order Details].Quantity, [Order
Details].UnitPrice, [Order Details].[Tail #], [Order Details].Condition,
[Order Details].[Serial #], Customers.[Customer ID] AS [Customers_Customer
ID], Customers.CompanyName, Customers.FirstName, Customers.LastName,
Customers.BillingAddress, Customers.City, Customers.StateOrProvince,
Customers.ZIPCode, Customers.Email, Customers.CompanyWebsite,
Customers.PhoneNumber, Customers.FaxNumber, Customers.ShipAddress,
Customers.ShipCity, Customers.ShipStateOrProvince, Customers.ShipZIPCode,
Customers.ShipPhoneNumber, Customers.Notes, [Order Details Extended].Subtotal
FROM ((Employees INNER JOIN (Customers INNER JOIN Orders ON
Customers.[Customer ID]=Orders.[Customer ID]) ON
Employees.EmployeeID=Orders.EmployeeID) INNER JOIN ([Order Details] INNER
JOIN [Order Details Extended] ON [Order Details].OrderDetailID=[Order Details
Extended].OrderDetailID) ON Orders.OrderID=[Order Details].OrderID) INNER
JOIN [Shipping Methods] ON Orders.ShippingMethodID=[Shipping
Methods].ShippingMethodID;

> Hi Nancy,
>
[quoted text clipped - 64 lines]
> >>>
> >>> .
strive4peace - 30 Apr 2008 18:35 GMT
Hi Nancy,

I formatted your SQL statement to be easier to read:

SELECT Orders.OrderID AS Orders_OrderID
    , Orders.[Customer ID] AS [Orders_Customer ID]
    , Employees.FirstName
    , Orders.OrderDate
    , Orders.PurchaseOrderNumber
    , Orders.ShipDate
    , [Shipping Methods].ShippingMethod
    , Orders.Taxes
    , Orders.Comment
    , Orders.[Core Charge]
    , Orders.[Core Charge Amount]
    , [Order Details].OrderDetailID
    , [Order Details].OrderID AS [Order Details_OrderID]
    , [Order Details].Nomenclature
    , [Order Details].[Part Number]
    , [Order Details].Quantity
    , [Order Details].UnitPrice
    , [Order Details].[Tail #]
    , [Order Details].Condition
    , [Order Details].[Serial #]
    , Customers.[Customer ID] AS [Customers_Customer ID]
    , Customers.CompanyName
    , Customers.FirstName
    , Customers.LastName
    , Customers.BillingAddress
    , Customers.City
    , Customers.StateOrProvince
    , Customers.ZIPCode
    , Customers.Email
    , Customers.CompanyWebsite
    , Customers.PhoneNumber
    , Customers.FaxNumber
    , Customers.ShipAddress
    , Customers.ShipCity
    , Customers.ShipStateOrProvince
    , Customers.ShipZIPCode
    , Customers.ShipPhoneNumber
    , Customers.Notes
    , [Order Details Extended].Subtotal
 FROM ((Employees
    INNER JOIN (Customers
    INNER JOIN Orders
        ON Customers.[Customer ID]=Orders.[Customer ID])
        ON Employees.EmployeeID=Orders.EmployeeID)
    INNER JOIN ([Order Details]
    INNER JOIN [Order Details Extended]
        ON [Order Details].OrderDetailID
                   =[Order Details Extended].OrderDetailID)
        ON Orders.OrderID=[Order Details].OrderID)
    INNER JOIN [Shipping Methods]
        ON Orders.ShippingMethodID
                    =[Shipping Methods].ShippingMethodID;

I see there is no WHERE clause limiting the records to a particular
purchase order ... are you using the Where clause of the OpenReport
action in code to do this? If so, what is the code you use to launch the
report?

Warm Regards,
Crystal

Access Basics
8-part free tutorial that covers essentials in Access
http://www.accessmvp.com/Strive4Peace/Index.htm

 *
   (: have an awesome day :)
 *

> Here is the SQL for the query.  Thanks for any help you can give me.  
> Everything else on the form/report works perfectly except for the printing
[quoted text clipped - 94 lines]
>>>>>
>>>>> .
Nancy - 30 Apr 2008 19:11 GMT
Thank you so much...  

I am still very new to this so as to the Where clause.  I guess I am not
using it because don't know what it is.  If you want to add it to the code
and I can copy and paste into the SQL on my form and/ or report that would be
fantastic!

Thank you so much for your help.

Nancy

> Hi Nancy,
>
[quoted text clipped - 167 lines]
> >>>>>
> >>>>> .
strive4peace - 30 Apr 2008 19:52 GMT
Hi Nancy,

please specify more information:

1. is PurchaseOrderNumber the field that you need to limit output for?

2. do you have a control on the form to specify which Purchase Order
Number you want?
 - If so, what is the Name property of the control?
 - what is the name of your form?

3. what is the data type of PurchaseOrderNumber in your Orders table?

4. how are you currently generating the report?

for better understanding of the basics of Access, read this:

Access Basics by Crystal (Access MVP site)
http://www.accessmvp.com/Strive4Peace/Index.htm
8-part free tutorial that covers essentials in Access

Warm Regards,
Crystal

 *
   (: have an awesome day :)
 *

> Thank you so much...  
>
[quoted text clipped - 178 lines]
>>>>>>>
>>>>>>> .
Nancy - 30 Apr 2008 21:04 GMT
Thank you so much for your help.
Here is what I have:

Purchase Order Form has:    Order ID-Auto number
                CustomerID-Number
                Employee ID-Number
                Order Date-Date/Time
                Purchase Order Number-Text
                And some other Misc fields

The Purchase Order Details Sub-Form has:    Order Detail ID-Auto-number
                           OrderID-Number                        NomenclatureID-Number
                           Nomenclature-Text
                           Part Number-Number
                           Quantity-Number
                           And some misc fields

In design view in the subform property sheet the Master/Child link is:
OrderID/OrderID

For each purchase order number, I may have five or six parts (nomenclature)
that I am ordering from the supplier (customer).  I need each purchase order
number to print in a report with just the items purchased under that Purchase
Order Number from that supplier (customer).  For Example:

Purchase Order: 7155-4380
Supplier (Customer): Ram Aircraft
Employee: Nancy
Shipping Method: UPS Ground

Purchase Order Details Subform:

Nomenclature:    Part Number        Quantity    Price    Line Total
Starter        Ms74887-020    1    $3000.00    $3000.00
Starter Clamp    MS12345-7     2    $3.50    $7.00
Starter Brush    MSabcdef-123    6    $10.00    $60.00

                Subtotal                   $3,067.00
                Tax        $214.69
                Order Total    $3281.69

End of Purchase Order 7155-4380

At this point I want to click on Preview Purchase Order Report and then
print. The Purchase Order Report should only print this purchase order
information.  When I advance to the next purchase order on the purchase order
form, i.e. 7156-4380 I want to do the same thing, only print the purchase
order report with the details of purchase order 7156-4380.  I hope this makes
sense.

1.    Purchase Order Number ifield is the one I need to limit, I think.
2.    I am not sure I understand the question so here goes.  On the Purchase
Order form there is a text box for purchase order number that I manually
input each time.  The name of the form is Add an Order and Details.  I would
prefer to call it Purchase Order Form, but at this point I am afraid to
change it.  If you can get me going in the right direction I am sure I can
figure out how to change the name so as not to screw up any underlying forms,
tables, etc.  
3.    Data Type of the Purchase Order number is text.
4.    I currently have a command button on the form that opens the preview
report.  On the properties page of the common button on the click event it
says [Embedded Macro].  If there is a better way, I am all ears…

I started reviewing your site after the last post you did.  Very interesting
reading.  I will continue to read it.  As I said before, I am pretty new at
this stuff so there is a learning curve.  I have learned a lot so far and
this site is amazing.  And I plan to continue reading.

Thank you so very much for all your help.

   

> Hi Nancy,
>
[quoted text clipped - 206 lines]
> >>>>>>>
> >>>>>>> .
strive4peace - 30 Apr 2008 21:59 GMT
hi Nancy,

on second thought, you may have multiple purchase order numbers for
different customers, so you would need to specify both CustomerID and
Purchase Order Number

I would use code instead of a macro to generate the report

make sure that both CustomerID and Purchase Order Number are ON your
report (CustomerID can be hidden if you do not want it to be visible -->
set Visible = No)

'~~~~~~~~~~~~~~~
   dim strWhere as string

   strWhere = "CustomerID =" & me.CustomerID _
      & " AND [Purchase Order Number] = '" _
      & nz(me.Purchase_Order_Number,"") & "'"

   docmd.OpenReport "Invoice", acViewNormal, ,strWhere

'~~~~~~~~~~~~~~~

"The name of the form is Add an Order and Details"

you can probably change the name of the form without any problem.  Make
sure everything is closed when you do this.

It is a good idea to avoid spaces and special characters in names so,
instead of 'Purchase Order Form', I would suggest 'f_PurchaseOrder'

the f_ at the beginning indicates it is a form.  Common naming
convention uses 'frm' to preface form objects but I like 'f_' better ;)

when you make a form that will be used as a subform, I like to do this
for the name:

f_Formname_sub

Where Formname includes the main form name it is designed for (if it is
specific) and something about its use

For instance:

'f_PurchaseOrder_Details_sub'

~~~

glad you are enjoying Access Basics!

Warm Regards,
Crystal

Access Basics
8-part free tutorial that covers essentials in Access
http://www.accessmvp.com/Strive4Peace/Index.htm

 *
   (: have an awesome day :)
 *

> Thank you so much for your help.
> Here is what I have:
[quoted text clipped - 278 lines]
>>>>>>>>>
>>>>>>>>> .
Nancy - 01 May 2008 03:20 GMT
Thank you so much for your response.  I don't want to sound stupid, but where
exactly do I put the "Where Clause"?  I assume in the SQL, but where?  
Beginning, end, etc.  Never did this most of this stuff before so I am
learning as I go along.

Also, I expect to have just one purchase order number for each transaction.
I might have three transactions with the same customer in one day, but each
would be a seperate purchase order number.  And I might have several
transactions during the day with several customers but each would be a
seperate purchase order number.  Having said that, do I need the customer ID
included?  And, is the Master/Child link correct with the orderID?  Or should
it be Purchase Order as the Master/Child?

Thank youuuuuuu......

> hi Nancy,
>
[quoted text clipped - 275 lines]
> >>>>>> can you please post the SQL for the query?
> >>>>>> from the menu --> View, SQL
strive4peace - 01 May 2008 04:20 GMT
Hi Nancy,

I am assuming that you have a command button to launch the report ...
this code would go behind the form as an [Event Procedure] for the Click
event of the command button

In this case, your query does not need a WHERE clause since strWhere is
built to filter the data of the OpenReport action

the Purchase Order Number ... actually, looking at your structure again,
I see that OrderID can be used instead of CustomerID and Purchase Order
Number, so the code for the [Event Procedure] of your command button
Click would be:

 '~~~~~~~~~~~~~~~
     dim strWhere as string

     strWhere = "OrderID=" & me.OrderID

     docmd.OpenReport "Invoice", acViewNormal, ,strWhere

 '~~~~~~~~~~~~~~~

this simplifies it <smile>

the forms do not contain your data.  TABLES are what holds the data.
Forms are based on tables and can be used to display, edit and add data
that is stored in tables.  Whatever table the subform is based on has
OrderID as a foreign key, so all the detail lines will be included

Warm Regards,
Crystal

Access Basics
8-part free tutorial that covers essentials in Access
http://www.accessmvp.com/Strive4Peace/Index.htm

 *
   (: have an awesome day :)
 *

> Thank you so much for your response.  I don't want to sound stupid, but where
> exactly do I put the "Where Clause"?  I assume in the SQL, but where?  
[quoted text clipped - 290 lines]
>>>>>>>> can you please post the SQL for the query?
>>>>>>>> from the menu --> View, SQL
Nancy - 01 May 2008 12:55 GMT
Thanks for the Reply.  I must be doing something wrong because I cannot get
it to work.  I went to design view of my form, highlighted the Preview Report
command button to the properties page.  On the click event I went to the code
page and copy and pasted your response.

I changed the name of my report to “Invoice” so it would match your
response.  I placed the code between, “Private Sub and end sub statements”.  
Closed the page and made sure everything was saved.  I then opened the PO
form and hit the Preview report button and nothing at all would happen.  I
fiddled around for awhile and can’t seem to make the button work at all.  

What am I doing wrong now?  Please help me.  Thank you so much.  

> Hi Nancy,
>
[quoted text clipped - 277 lines]
> >>>>>>                     =[Order Details Extended].OrderDetailID)
> >>>>>>         ON Orders.OrderID=[Order Details].OrderID)
strive4peace - 01 May 2008 18:12 GMT
Hi Nancy,

'~~~~~~~~~ Compile ~~~~~~~~~

Whenever you change code or references, your should always compile
before executing.

from the menu in a VBE (module) window: Debug, Compile

fix any errors on the yellow highlighted lines

keep compiling until nothing happens (this is good!)

Warm Regards,
Crystal

Access Basics
8-part free tutorial that covers essentials in Access
http://www.accessmvp.com/Strive4Peace/Index.htm

 *
   (: have an awesome day :)
 *

> Thanks for the Reply.  I must be doing something wrong because I cannot get
> it to work.  I went to design view of my form, highlighted the Preview Report
[quoted text clipped - 290 lines]
>>>>>>>>                     =[Order Details Extended].OrderDetailID)
>>>>>>>>         ON Orders.OrderID=[Order Details].OrderID)
Rockn - 01 May 2008 21:50 GMT
You need some way to link the data in the first sub-form to the purchase
order you are working on. I think you answered your own question with "I do
not have a primary key for Subform"

> My main form " Purchase Order" has a subform "Order Details Subform".
>
[quoted text clipped - 25 lines]
>
> .
Nancy - 02 May 2008 12:42 GMT
I tired the compile and debug and nothing seems to work.  After the last
suggestion, I went back and tried changing the Master/Child Link.  I tried
each suggestion that was offered and they all produced the same results.  
When I hit the preview report it shows all purchase order detail items under
one purchase order number.  Any other ideas, Please?

> You need some way to link the data in the first sub-form to the purchase
> order you are working on. I think you answered your own question with "I do
[quoted text clipped - 29 lines]
> >
> > .
Nancy - 02 May 2008 13:03 GMT
Any suggestions on what the primary key/foreign key should be for based on
the tables listed above.  Also, should this be a relationship probleM?  Any
suggestions on how they should be linked in relationships?

> You need some way to link the data in the first sub-form to the purchase
> order you are working on. I think you answered your own question with "I do
[quoted text clipped - 29 lines]
> >
> > .
Nancy - 02 May 2008 15:15 GMT
I must be doing something wrong.  I still cannot get this to work right.  Do
you have any suggestions as to the primary key based on the table structure
listed above.  Could this be a relatiionship issue?

Thanks for any help at all

> You need some way to link the data in the first sub-form to the purchase
> order you are working on. I think you answered your own question with "I do
[quoted text clipped - 29 lines]
> >
> > .
Nancy - 02 May 2008 20:09 GMT
I must still be doing something wrong.  Anymore suggestions?  Could this be a
relationship problem?  Based on the table structure listed above do you have
any recommendations about how best to link the data from the main form to the
subform?  

> You need some way to link the data in the first sub-form to the purchase
> order you are working on. I think you answered your own question with "I do
[quoted text clipped - 29 lines]
> >
> > .
strive4peace - 02 May 2008 21:16 GMT
Hi Nancy,

email me your database and specify the name of the form.

Warm Regards,
Crystal

Access Basics
8-part free tutorial that covers essentials in Access
http://www.accessmvp.com/Strive4Peace/Index.htm

 *
   (: have an awesome day :)
 *

> I must still be doing something wrong.  Anymore suggestions?  Could this be a
> relationship problem?  Based on the table structure listed above do you have
[quoted text clipped - 34 lines]
>>>
>>> .
strive4peace - 03 May 2008 10:00 GMT
Hi Nancy,

First thing I did was look at you relationship diagram.

Move Order Details to the right of Orders so data flows from left to right

enforce Referential Integrity on the relationship from Shipping Methods
to Orders

don't use lookup fields in your table design -- for instance, in Orders,
change the Display control of EmployeeID to a textbox.  forms are where
you should have the combo boxes.

The  Evils of Lookup Fields in Tables
http://www.mvps.org/access/lookupfields.htm

Since you are using OrderID to link tour subform to your mainform, you
need to put it ON your subform... you can set Visible = No so it does
not show

~~

In the code behind the Purchase Order Report, you have an error

change
If Not IsLoaded("Purchase Orders") Then
to
If Not CurrentProject.AllForms("Purchase Orders").IsLoaded Then
or, if you rename the form -->
If Not CurrentProject.AllForms("F_PurchaseOrder").IsLoaded Then

anyway, until you get the report working right, comment the lines for
the Report_Open event ... put a single quote ' at the beginning of each
statement so it turns green

you are getting the error about
[Purchase Orders].PurchaseOrderID
because that is how you have specified to group the report --

1. open the Sorting and Grouping window
2. click where [Purchase Orders].PurchaseOrderID is specified
3. drop the combobox and change the group field to --> Orders_OrderID

on F_PurchaseOrder

the reason your Preview Report button isn't doing anything is because
you don't have it running any code.

1. from the design view of the form, turn on the Properties
2. click on the Preview Report command button
3. click on the Event tab of the Properties window
4. click in the property labeled --> On click
5. from the combobox, choose --> [Event Procedure]
6. click the builder button [...] to the right and insert this code
between the procedure declaration Access provides for you and 'End Sub'

'~~~~~~~~~~~~~~~
   Dim strWhere As String

   strWhere = "Orders_OrderID=" & Me.OrderID

   On Error Resume Next
   'use this statement if you want the report to print
   'DoCmd.OpenReport "Purchase Order", acViewNormal, , strWhere

   'use this statement to preview the report
   DoCmd.OpenReport "Purchase Order", acViewPreview, , strWhere
'~~~~~~~~~~~~~~~

put Orders_OrderID ON the report!  It can have visible = No if you don't
want it to show.

remove the captions on OrderID, OrderDate, etc in your table design.
you should not use Captions in the table design -- when a table is
opened directly, it should be done by a developer and the real
fieldnames should show.

Warm Regards,
Crystal

Access Basics
8-part free tutorial that covers essentials in Access
http://www.accessmvp.com/Strive4Peace/Index.htm

 *
   (: have an awesome day :)
 *

> I must still be doing something wrong.  Anymore suggestions?  Could this be a
> relationship problem?  Based on the table structure listed above do you have
[quoted text clipped - 34 lines]
>>>
>>> .
Nancy - 03 May 2008 14:32 GMT
Thank you so much.  I will work on it today and let you know what happens.  

Nancy

> Hi Nancy,
>
[quoted text clipped - 122 lines]
> >>>
> >>> .
strive4peace - 03 May 2008 18:48 GMT
Hi Nancy,

you're welcome ;)

Warm Regards,
Crystal

Access Basics
8-part free tutorial that covers essentials in Access
http://www.accessmvp.com/Strive4Peace/Index.htm

 *
   (: have an awesome day :)
 *

> Thank you so much.  I will work on it today and let you know what happens.  
>
[quoted text clipped - 126 lines]
>>>>>
>>>>> .
Nancy - 03 May 2008 21:56 GMT
Hi there.  I made all the changes you suggested.  I went step by step and
saved each time a made a change and then checked to make sure everythingwas
working.  WOW!  Thank you so much.  The only thing I could not get to work
was the preview report button.  I did as  you said and it just does not seem
to work for me.  I then deleted the button and  used the command button
wizard and it seems to work fine.  As long as I first save the purchase order
form and then hit the preview button it works great.  I can live with this.  
Thank you oh so much....

> Hi Nancy,
>
[quoted text clipped - 141 lines]
> >>>>>
> >>>>> .
strive4peace - 03 May 2008 22:18 GMT
you're welcome, Nancy ;)  happy to help

Warm Regards,
Crystal

Access Basics
8-part free tutorial that covers essentials in Access
http://www.accessmvp.com/Strive4Peace/Index.htm

 *
   (: have an awesome day :)
 *

> Hi there.  I made all the changes you suggested.  I went step by step and
> saved each time a made a change and then checked to make sure everythingwas
[quoted text clipped - 4 lines]
> form and then hit the preview button it works great.  I can live with this.  
> Thank you oh so much....
 
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