Create Invoice Form

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Brook - 10 Jan 2005 20:01 GMT

To All,

My company wants me to create an invoice form that we can use for billing
for out products. How do I set up a form that I can have more than one
product for one invoice?

Brook

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Marshall Barton - 10 Jan 2005 20:30 GMT

> My company wants me to create an invoice form that we can use for billing
>for out products. How do I set up a form that I can have more than one
>product for one invoice?

Sorry Brook, but that question about like someone saying:

My wife wants me to add guest facilities
to the house, how do I build it?

I suggest you take a look at the Northwind sample database
that comes with Access. That should give you some ideas
about setting up a table structure appropriate to your
needs. Once you have the data properly organized (keyword:
Normalized), then look at the forms needed to support
entering/editing data and the report(s?) used to present the
data.

Remember that in a database system (and Invoices are clearly
in the realm of a database), it's all about the data and how
each part relates to the other parts. The forms and reports
come later.

Signature

Marsh
MVP [MS Access]

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Brook - 10 Jan 2005 20:39 GMT

I have my table already established. Inventory/Products, Customers, Invoice.
So how I need to establish my form to create my invoice:

I have looked at the northwind and several others, but am alittle confused
on how to set my invoice form up. I have noticed most samples use a subform
that will look up to my Inventory/Products table, but again I am confused on
what to do to set this up..

Brook

> > My company wants me to create an invoice form that we can use for billing
> >for out products. How do I set up a form that I can have more than one
[quoted text clipped - 17 lines]
> each part relates to the other parts. The forms and reports
> come later.

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Marshall Barton - 11 Jan 2005 05:28 GMT

>I have my table already established. Inventory/Products, Customers, Invoice.
>So how I need to establish my form to create my invoice:
[quoted text clipped - 3 lines]
>that will look up to my Inventory/Products table, but again I am confused on
>what to do to set this up..

You'll have to have an InvoiceDetails table as well. Use
that table in a subform containing a combo box to select the
product ...

Pretty much what PC said, so follow his advice.

Signature

Marsh
MVP [MS Access]

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PC Datasheet - 10 Jan 2005 20:35 GMT

You need a form and a subform. On the main form you enter the general
information about the invoice in toto such as Sold To, Address, Ship To
Address, Invoice Number, Invoice Date, Invoice Amount, etc. In the subform
you enter the line items where each record shows Quantity, Description,
Price and Extended Price Subtotal, Tax, Shipping. You total up the Subtotal,
Tax and Shipping in the subform's report footer and set the Invoice Amount
in the main form equal to it.

--
PC Datasheet
Your Resource For Help With Access, Excel And Word Applications
resource@pcdatasheet.com
www.pcdatasheet.com

> To All,
>
[quoted text clipped - 3 lines]
>
> Brook

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Brook - 10 Jan 2005 20:45 GMT

Thanks for the information,

I have most of my product information within my Inventory/product table.
Do I need to set up a separate Invoice table to hold my invoice information
once its created?

Also, how do I set up the subform to look up to my inventory table?

BRook

> You need a form and a subform. On the main form you enter the general
> information about the invoice in toto such as Sold To, Address, Ship To
[quoted text clipped - 18 lines]
> >
> > Brook

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PC Datasheet - 10 Jan 2005 21:22 GMT

You need the following tables:
TblInvoice
InvoiceID
<Fields I mentioned in previous post>

TblInvoiceItems
InvoiceItemID
InvoiceID
<Fields I mentioned in previous post>

Create a relationship between InvoiceID in both tables, enforce Referential
Integrity and check Cascade Delete.

You can use the Form wizard to create the form/subform. Base the main form
on TblInvoice and subform on TblInvoiceItems. After the form/subform is
created, open the main form in design view, select the subform control and
open properties to the Data tab. You should see InvoiceID in both the
LinkMaster and LinkChild properties. If you don't, click on the the three
dots (ellipsis) at the far right and followthe directions to fill these
properties with InvoiceID. The LinkMaster and LinkChild properties will
cause the subform to track the main form so that the items you see in the
subform are only for the invoice you see in the main form.

I am in business to provide customers with a resource for help with Access,
Excel and Word applications. If you need help, contact me at my email
address below. My fees are very reasonable.

--
PC Datasheet
Your Resource For Help With Access, Excel And Word Applications
resource@pcdatasheet.com
www.pcdatasheet.com

> Thanks for the information,
>
[quoted text clipped - 28 lines]
> > >
> > > Brook

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