Forms

[Guest]

we collect fees in 2 terms. Can I implement this in access. When I select
term1 all the fees pertaining to that should be displayed and the student has
the option of paying in installments too. i.e term1 fees = 5000, he can pay
the same in installments. So when the student pays for the 1st time say 1000
then the balance amount should be shown as 4000 and again when he comes and
pays the remaining balance the balance amount should be zero. If at all any
balances still remain then the same has to be carried forward to the 2nd term.

I also like to generate reports for the following:
1) Balances due
2) Invoice Statement - mailed to the parent
3) Receipts
4) Ledger


Thanking you in advance

 

[John Vinson]

we collect fees in 2 terms. Can I implement this in access. When I select
term1 all the fees pertaining to that should be displayed and the student has
the option of paying in installments too. i.e term1 fees = 5000, he can pay
the same in installments. So when the student pays for the 1st time say 1000
then the balance amount should be shown as 4000 and again when he comes and
pays the remaining balance the balance amount should be zero. If at all any
balances still remain then the same has to be carried forward to the 2nd term.

I also like to generate reports for the following:
1) Balances due
2) Invoice Statement - mailed to the parent
3) Receipts
4) Ledger


Thanking you in advance

You should set up properly normalized tables - Students, Terms,
Payments. You can use Totals queries to sum the payments and the
balance.

Without understanding your current tables or much of the details, I
can't specify exactly how these queries would be constructed, but that
should do it.

John W. Vinson[MVP]

 

[Guest]

i have created 3 tables - students, fees master and receipts having the
fields - stuid, studname, class (students) , autonumber, all the fees heads
(fees master), receiptno, date, amt.paid (receipts). I created students and
fees master as the main form and receipts table as the subform. I have
created a unbound text for the totalamount and the balance amount in the main
form which works perfectly. But Now as we collect fees in 2 terms how do I
separate the amout paid for each term and also if any balance still available
I have to carry forward it to the 2nd term. We first upate the fees to be
paid in a term and send the invoice to the parents. On receipt of the payment
it amount has to be deducted and would like to have the balances report still
due for a particular term.

Thanking you

 

[John Vinson]

i have created 3 tables - students, fees master and receipts having the
fields - stuid, studname, class (students) , autonumber, all the fees heads
(fees master),

I'm not sure what you mean by "all the fees heads" - if you mean that
you have separate FIELDS for each type of fee, you may be "comitting
spreadsheet" by storing data (fee types) in fieldnames. Are you?

receiptno, date, amt.paid (receipts). I created students and
fees master as the main form and receipts table as the subform. I have
created a unbound text for the totalamount and the balance amount in the main
form which works perfectly. But Now as we collect fees in 2 terms how do I
separate the amout paid for each term and also if any balance still available
I have to carry forward it to the 2nd term.

You'll need to have some field in the receipts table - the date? I'm
not sure - to indicate which term this receipt applies to.

We first upate the fees to be
paid in a term and send the invoice to the parents. On receipt of the payment
it amount has to be deducted and would like to have the balances report still
due for a particular term.

If you have the sum of the fees, and the sum of the receipts, can't
you just subtract??? The balance due should NOT be stored in any
table; it should be calculated on the fly.

John W. Vinson[MVP]

 

[Guest]

The balance is an unbound text which is been created in the form. But how do
i get the report of the same.

 

[John Vinson]

The balance is an unbound text which is been created in the form. But how do
i get the report of the same.

Recalculate it on the Report, in exactly the same way you did it on
the Form.

John W. Vinson[MVP]

 

[Guest]

Thanks. It worked now. Now how do i calculate for a single term.Actually the
fees updation for a particular term is being updated in VB and in access i
intend to prepare the invoice, payments received. I already have the field
Term1 and Term2 in my student table so how do I have separate calcuation of
each term and ofcourse any balances still due has to be carried forward to
the 2nd term. Ofcourse I also have a field called Opbal in my students table.
Pls help

 

[John Vinson]

Thanks. It worked now. Now how do i calculate for a single term.Actually the
fees updation for a particular term is being updated in VB and in access i
intend to prepare the invoice, payments received. I already have the field
Term1 and Term2 in my student table so how do I have separate calcuation of
each term and ofcourse any balances still due has to be carried forward to
the 2nd term. Ofcourse I also have a field called Opbal in my students table.
Pls help

Stop, step back, and normalize your table design. You are digging your
own hole I fear!

Storing Term1 and Term2 in the same record is simply WRONG. You have a
many (students) to many (terms) relationship; it should be modeled as
a many to many relationship, with one record for each enrollment of a
student in a term.

I don't know enough about how your database is structured to recommend
a "patch" for this problem - but the root of the problem is not the
expression, it's the flawed table design.

John W. Vinson[MVP]