Access Database & preset report/form

[JohannaCWood]

I have an excel report that we use as a map of sorts. Each column is
labeled and corresponds to a parking row. We populate each cell with
the name of the customer renting that parking space(by hand). The
customer information is stored in an access database, but I don't know
how to design a report in access that can duplicate this excel
report. I want to design a static form (I guess) that always stays
the same (all existing spaces are always showing) and assign a
particular piece of data to each cell. I know I'm not describing
myself very well but I'm thinking of something like a form letter
where the letter is created and then fields are inserted into the
letter that go out and get the correct information and insert it in
the correct place in the letter. Is this possible? Thanks for your
help.

 

[Jeff Boyce]

If this is working in Excel, why do you want to switch to Access? That is,
what will Access allow you to do that you can't do already?

There's a bit of a learning curve to learn Access (actually, three learning
curves!)...

Regards

Jeff Boyce
Microsoft Office/Access MVP

 

[JohannaCWood]

The problem is I'm entering the information into the Excel sheet by
hand - that is, I have to keep track of customers that move out and
move in. Sometimes I miss a customer and that causes problems for the
manager who is doing the renting. If the information was coming
directly from the database, then it would always be accurate. I don't
mind continuing to use Excel - I just want to get the info from the
database instead of doing it by hand.

 

[Jeff Boyce]

I must have missed something...

Are you saying that you already have a database with this information, plus
you are (re-)entering the data into Excel for display purposes?

Regards

Jeff Boyce
Microsoft Office/Access MVP

 

[Jeff Boyce]

I should have read your initial post more completely. I see now that you do
have the data maintained in an Access database.

"How" you'd create a report depends on how your data is structured. Please
post the table structure...


Regards

Jeff Boyce
Microsoft Office/Access MVP

 

[JohannaCWood]

I should have read your initial post more completely. I see now that you do
have the data maintained in an Access database.

"How" you'd create a report depends on how your data is structured. Please
post the table structure...

Regards

Jeff Boyce
Microsoft Office/Access MVP

Yes, I am re-entering the data for display purposes. As for the table
structure - not sure exactly what you are looking for, but there is a
table (Unit) that lists each space. Each time a customer rents that
particular space, a row in the table is created with the label of that
space. It is linked to the (Customer) table which has a customer
number and customer information (name, address, etc). To get current
info on who is in a space, I have to do a query that shows only units
that don't have a move-out date, just a move-in date. If you are more
specific, I can post more information. Thanks,
Johanna

 

[Jeff Boyce]

Here's an example of a description of table structure:

tblCustomer
CustomerID
FirstName
LastName

tblSpace
SpaceID
SpaceDescription

trelRenter
RentID
CustomerID
SpaceID
FromDate
ToDate

Regards

Jeff Boyce
Microsoft Office/Access MVP

 

[JohannaCWood]

Here's an example of a description of table structure:

tblCustomer
CustomerID
FirstName
LastName

tblSpace
SpaceID
SpaceDescription

trelRenter
RentID
CustomerID
SpaceID
FromDate
ToDate

Regards

Jeff Boyce
Microsoft Office/Access MVP

Here are the relevant parts of the tables involved.

tblCustomers
CustomerID
CName
LastName

tblUnit
UnitNo
CustomerID
MIDate
MODate

Thanks,
Johanna

 

[Jeff Boyce]

Johanna

For some reason, I've gotten the impression that you have customers, units
and rented units. Off the top of my head, that sounds like it needs three
tables to show.

I may be reading too much into your description, but I could imagine a query
against "RentedUnits" joined with "Units" to see the ones that aren't
Rented...

Regards

Jeff Boyce
Microsoft Office/Access MVP

 

[JohannaCWood]

Johanna

For some reason, I've gotten the impression that you have customers, units
and rented units. Off the top of my head, that sounds like it needs three
tables to show.

I may be reading too much into your description, but I could imagine a query
against "RentedUnits" joined with "Units" to see the ones that aren't
Rented...

Regards

Jeff Boyce
Microsoft Office/Access MVP

There isn't a "rented units" table. The units table just makes a new
entry for each time the unit gets rented. In order to see the
currently rented unit, I have to do a search for units that have a
move in date but don't have a move out date. This is a premade access
database that we have actually purchased just a front end to - we
don't actually do anything with access, just through the front end
application. I have worked with access before ( a long while ago) and
have done a few queries for particular reports we need and didn't come
with the application. But I am limited in what I can do with the
database. For instance, I can't add tables, and I can't change the
structure of the tables. I hope that gives you a little more
information. Thanks for working through this with me, by the way.