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Still need help - on form



 
 
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  #1  
Old December 9th, 2005, 12:39 AM posted to microsoft.public.access.forms
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Default Still need help - on form

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

"David C. Holley" wrote:

So why not just add a field named txtStatus or txtType and use that to
indicate if its a QUOTE or INVOICE?

babs wrote:
Your summary is correct I just do not know how to do it???? Sorry about all
the detail but thought would be more helpful - hopefully.

Thanks,
Barb

"David C. Holley" wrote:


To summarize (hint) you want to pull the information from the QUOTE and
use it for an INOVICE?

babs wrote:

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,
Barb



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  #2  
Old December 9th, 2005, 01:55 AM posted to microsoft.public.access.forms
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Default Still need help - on form

consider lookign at the
User() funtion ie who is logged on

and visible properties
eg
field1.visible= user()="Pat"

this is the wrong sytax, but have a look at it
--
Regards


Patrick Stubbin


"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

"David C. Holley" wrote:

So why not just add a field named txtStatus or txtType and use that to
indicate if its a QUOTE or INVOICE?

babs wrote:
Your summary is correct I just do not know how to do it???? Sorry about all
the detail but thought would be more helpful - hopefully.

Thanks,
Barb

"David C. Holley" wrote:


To summarize (hint) you want to pull the information from the QUOTE and
use it for an INOVICE?

babs wrote:

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,
Barb



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  #3  
Old December 9th, 2005, 08:24 AM posted to microsoft.public.access.forms
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Posts: n/a
Default Still need help - on form

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

  #4  
Old December 11th, 2005, 11:09 AM posted to microsoft.public.access.forms
external usenet poster
 
Posts: n/a
Default Still need help - on form

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


  #5  
Old December 11th, 2005, 07:11 PM posted to microsoft.public.access.forms
external usenet poster
 
Posts: n/a
Default Still need help - on form

Code behind form
after update event of the combo box or whatever other way that the user
selects whether it is a quote or not

Select Case Me.ctrInvoiceStatus
Case "Invoice"
Me.ctrTruckNumber.Visible = -1
Me.ctrTicketNumber.Visible = -1
Case "Quote"
Me.ctrTruckNumber.Visible = 0
Me.ctrTicketNumber.Visible = -1
End Select

This is the most straight forward - least fancy way

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

"David C. Holley" wrote:

So why not just add a field named txtStatus or txtType and use that to
indicate if its a QUOTE or INVOICE?

[quoted text clipped - 40 lines]
Please help thanks,
Barb


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--
Message posted via http://www.accessmonster.com
  #6  
Old December 11th, 2005, 07:24 PM posted to microsoft.public.access.forms
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Posts: n/a
Default Still need help - on form

I am sorry, I scanned quick and I thought you were re-asking how to make
controls visible or not visible. But the above does answer your original
question, so there you go ...

I guess I need to know if you are in agreements for your needs in having a
separate Invoice and Quote tables or if you are going to use one Invoice
table with a status field. If you could specify this and then list the steps
that you would need ... it would be less confusing to be on the same page for
what to do before we try to get in to the how to do.

Roger

--
Message posted via http://www.accessmonster.com
  #7  
Old December 15th, 2005, 01:38 PM posted to microsoft.public.access.forms
external usenet poster
 
Posts: n/a
Default Still need help - on form

I really want the two seperate forms. One for quotes and one for Invoices.
Re read above - having problems linking these tables. Currently have the
Invoices table would like to add a field to the invoice table called quoteid
as a drop down. If there is a quote for an order they can choose a quoteid
from the drop down and it will automatically fill in SOME of the fields. So
Invoice person does not have to.

Thanks for your follow up,
Barb

"darkroomdevil via AccessMonster.com" wrote:

I am sorry, I scanned quick and I thought you were re-asking how to make
controls visible or not visible. But the above does answer your original
question, so there you go ...

I guess I need to know if you are in agreements for your needs in having a
separate Invoice and Quote tables or if you are going to use one Invoice
table with a status field. If you could specify this and then list the steps
that you would need ... it would be less confusing to be on the same page for
what to do before we try to get in to the how to do.

Roger

--
Message posted via http://www.accessmonster.com

  #8  
Old December 15th, 2005, 06:28 PM posted to microsoft.public.access.forms
external usenet poster
 
Posts: n/a
Default Still need help - on form

Hi babs,

Just add a foreign key in your quote table = Invoice ID. Other than that the
tables are separate, each would have CustomerID, JobID ... whatever links the
each one needs for the info. To create an invoice from a quote you could put
a command button on the quote that runs an append query.

Roger

babs wrote:
I really want the two seperate forms. One for quotes and one for Invoices.
Re read above - having problems linking these tables. Currently have the
Invoices table would like to add a field to the invoice table called quoteid
as a drop down. If there is a quote for an order they can choose a quoteid
from the drop down and it will automatically fill in SOME of the fields. So
Invoice person does not have to.

Thanks for your follow up,
Barb

I am sorry, I scanned quick and I thought you were re-asking how to make
controls visible or not visible. But the above does answer your original

[quoted text clipped - 7 lines]

Roger


--
Message posted via AccessMonster.com
http://www.accessmonster.com/Uwe/For...forms/200512/1
  #9  
Old December 15th, 2005, 06:36 PM posted to microsoft.public.access.forms
external usenet poster
 
Posts: n/a
Default Still need help - on form

As an added thought, how does the user know whethter to look in the drop down
list for quotes or not?

In that scenario you are sitting in a new invoice anyway, so you might as
well do it from the quote form.

The only exception is if you are not talking about the quote /invoice but the
invoice sales detail, in other words line items of what they are purchasing
that are quoted for the customer that you wish to now ad to the invoice ...
just brain storming to make sure we are on the same page.

Roger

--
Message posted via AccessMonster.com
http://www.accessmonster.com/Uwe/For...forms/200512/1
  #10  
Old December 17th, 2005, 01:27 PM posted to microsoft.public.access.forms
external usenet poster
 
Posts: n/a
Default Still need help - on form

I think the command button for the append query may work. A few things
though my invoice # in the invoice table is not assigned until the report it
is based off of the date the report is printed out. My primary keys for the
invoice are Clientid and ticket# together. Plus when you are at the quote
pt. not sure if there will ever be an invoice generated for that quote.

Back to the append query. Not sure how to set that up. Do I make the
command button in design view of form(no wizard for this?) - go to the event
procedure of the on Click- Think I can just make the append query in the
query area- how do I Call it????is that the right word???


The user origanlly asked me to give them a drop down with quoteid so they
could pick it and it would fill in the fields- sounds like it should work but
not sure how????
Maybe they would get a list of quotes for the quote guy or the customer
would have their quoteid that they are actually now going through with and
they can pick it from the drop down. Would rather prefer doing it this way
if at all possible???????
Thanks again for your input.

"darkroomdevil via AccessMonster.com" wrote:

As an added thought, how does the user know whethter to look in the drop down
list for quotes or not?

In that scenario you are sitting in a new invoice anyway, so you might as
well do it from the quote form.

The only exception is if you are not talking about the quote /invoice but the
invoice sales detail, in other words line items of what they are purchasing
that are quoted for the customer that you wish to now ad to the invoice ...
just brain storming to make sure we are on the same page.

Roger

--
Message posted via AccessMonster.com
http://www.accessmonster.com/Uwe/For...forms/200512/1

 




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