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MS Access Forum / New Users / October 2005Please Help
I've been trying to get some help on how to best tag a record in a payment table to show a check has bounced. Now I don't want the record to delete the payment as if it never happened for obvious reasons. I would like a method that I could easily access from a report or query. What I have is 2 tables one called Ledger that has one record per transaction and a child called payments which can have more than one payment method. This system allows for split payments such as cash and check payments. In such a case I would like to flag just the check as the cash would then become a credit.  SignatureJoe Cilinceon A quick way would be to have a new type of payment type: Cash Credit Card Check: Pending Check: Approved Check: Returned NSF Something like that would work. Or, add a new field to your payments table that lists possible states of payment. > A quick way would be to have a new type of payment type: > [quoted text clipped - 6 lines] > Something like that would work. Or, add a new field to your payments > table that lists possible states of payment. Thanks Chris for answering. I'm just wondering which table now would be best to add it too. My tables are setup as follows: Ledger is a single record per transaction. It holds date paid, total amount paid, period it pays for and break down of charges it pays. Payments can have multiple records. It holds amount, method of payment, tracking number (check numbers etc). This can have multiple records as we often get paid by both check and cash on a single transaction. SignatureJoe Cilinceon >> A quick way would be to have a new type of payment type: >> [quoted text clipped - 16 lines] > records as we often get paid by both check and cash on a single > transaction. I had another thought on this also that might help explain it. I would also need to keep the date is the payment was reversed. Now in the form that would access the tenants ledger once I flagged a payment as reversed it would need to do some changed to the account. For example say someone owed a $100 and gave me a check for $75 and cash for $25 to cover their rent for next month and the check bounced. It would need to roll back the paidfrom and paidthru date. Mark the check as NSF adjust the amount paid in the original transaction, give a credit of $25 for the cash portion of the payment. Add an NSF fee. Now once that is corrected the next time the payment screen would be pulled up is would show these things automatically based on the paidfrom paidthru date. It would also add any late fees due based on the current date. This would also have to apply if say the tenant had made another payment before we where notified of an NSF check. I'm thinking I need to add 1 more fields to the either the Payment or the Ledger (not sure which would be best) for the Rev Date and add 2 new payment options. I would need the one for a check but yet another for a returned credit card. I could just add an additional field with a check box for Reversed. Thanks again Chris SignatureJoe Cilinceon Joe It sounds like you are trying to use Access to do accounting. If you don't have a lot of time to devote to this effort, consider picking up one of the off-the-shelf accounting packages... (and if this is a "labor of love", been there!) Regards Jeff Boyce <Office/Access MVP> > I've been trying to get some help on how to best tag a record in a payment > table to show a check has bounced. Now I don't want the record to delete the [quoted text clipped - 6 lines] > payments. In such a case I would like to flag just the check as the cash > would then become a credit. > Joe > [quoted text clipped - 8 lines] > Jeff Boyce > <Office/Access MVP> Actually Jeff I got what I was going for working now. I simply wanted a simple method to flag a payment record. Once the record is flagged I can then generate NSF letter, a note on the payment screen to not accept check from the tenant, roll back the paid thru date if applicable. All of this is done at the time I pull up the transaction and simply change the payment method from a Check to a NSF Check. I also implemented it for credit cards that might be reversed though rare. I knew how to program it but I wasn't sure of how I wanted to implement a flag field for it and was asking for some fresh ideas. As it turned out I only added a single field for the RevDate to my payment table. Thanks for your response though, it is appreciated. g Now about the doing accounting with access. I almost stopped using these groups when I started this project back in Oct 2004. It seems every time I mentioned the word payments I got "the off-the-shelf accounting packages" pitch. Well after looking at the top 10 dedicated packages for the mini-storage business, I came to a couple of conclusions. The first being that 8 of the 10 are written in Access and of those all have the accounting using standard Access features. I've been using my little project on line in the real world now since Dec 2004 with no errors in accounting documented to date (about 6000 transactions to date). I also might add that an of the shelf accounting package is a bit of over kill and will not handle many of the things we need in this business. Please realize that I don't mean to come across a jumping on you, I'm just a little curious as to why the off the shelf answer so much in these groups. g SignatureJoe Cilinceon Joe No offense taken ... and speaking only for myself, the learning curve to get Access to do accounting stuff is quite a bit steeper than picking up a QuickBooks, or a Peachtree or a Great Plains package. For me, it comes down to the question of whether the tool is the best fit for the job. By all means, congratulations on your successful use of Access to help in your situation. SignatureRegards Jeff Boyce <Office/Access MVP> > > Joe > > [quoted text clipped - 34 lines] > come across a jumping on you, I'm just a little curious as to why the off > the shelf answer so much in these groups. g |
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