Yes this is pretty much what I am looking for. Not sure how to do it. Right
now the Invoice form is set up and being used. The quotes which is a prior
step is presently being done by hand. Some - (not all) of the fields for the
new quote form would be the same as the invoice form. I would like two
seperate forms like you have. Would also like the invoice from to have a
drop down for MAYBE quote id??? and then it would automatically fill in the
appropriate fields on the invoice form and user would have to only add a
handful of additional info. Having a hard time setting the table up see
below for previous info:

I have created a form to enter records for invoicing for shipment of trucks.
Below is a list of most of the field on the Invoice form
ClientId, Service Date, Ticket #, cost, truck#, material, quantity,
and some calculations of ex. cost*quantity of matl.

There is a step previous to this (which is currently done on paper)where
some companies are receiving a quote based on - matl and cost but not a
truck# or ticket#
it would include some(most-not all) of the fields for the Invoice Entry
form. I would
like the existing form (Invoice Entry) to have a drop down for a QuoteID and
have it fill the ex. cost, quantiy etc. Not all of the Invoice Entry records
will have had a quoteid or a quote for them and they would need to be
manually input. I am getting confused do both the QuoteForm and the Invoice
Entry form have to have the same field names ex. cost, quantiy, etc. and how
can it fill for only some of the records and how can I let the user input for
the other records. Do I have to go through ALL of my calc. and put the form
name in front of all ex. cost fields???

The common field would be quote id but not all the Invoice Entry form and
tried to do an outer join for the query for the form between the two tables.
It doesn't like the outer join. thought i wanted all records for Invoice
Entry table even if don't have a quote in the Quote form. Not sure how to do
this all

Please help thanks,


"darkroomdevil" wrote:

I just came into this conversation and I don;t see the history of all of the
posts here. I know this is not a direct answer, I am confused as to what
your question is. We do somthing similar so I would like to throw out some
ideas, I hope they will help . I own a photography studio, over the past
15 years I have slowly put together the Access program that we use for
everything now. We often give quotes to customers, this is how we handle it -
without getting into the detail, it is the concepts that are important;

-Our table structure is separate for invoices and quotes - think of the
quotes table as a duplicate of the invoice table without the unnecessary
fileds. For us we have tblInvoice and tblInvoiceDetail for the sales item
activity - tblQuote and tblQuoteDetail for the quote's sales item activity.

-This allows tracking of potential orders, creating an invoice from a quote -
then later on using that same quote to create another invoice (acts as a
template). You can also create a quote from an invoice, if you want to store
it for future use or if the customer backs out of the deal.

-For us a job is a portrait session, we can attach the same job to quotes
and/or invoices (no real point to mentioning this except for the idea that
some common 'information connections' can be used in more than one place).

-You could have a quote 'status' field in case there is any sales/service
follow up needed. Or a contact log table that linked to the quote table if
you needed an itemized history of follow up and triggers to follow up ...
FollowUpDate field kind of thing ...

-Since no money transactions can be attached to a quote, this separates the
database structure and makes it less confusing from a design and usability
point of view.

Hope this helps,
Roger



babs wrote:
Haven't heard back still need help see below:

Sound like not a bad idea. It is just that 2 different people will be
inputting the info and the quote person does not need to enter
truck#,ticket#, and some other fields in. HOw can I handle this that the
quote person doesn't see those fields but the invoice person does??????

Thanks,
Barb