Multiple copies report

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Guest

I need to print a report specifically an invoice in 5 copies and would like
each copy to be identified as: 1. Original - 2. Budget control - etc..

I read many suggestions, but none seem to work for me.

Can someboby help?

Thanks in advance
 
1. Create a new table with two fields:
CountID Number
CountName Text
Mark the CountID as primary key.
Save with a name such as tblCount.

2. Enter 5 records into this table:
1 Original
2 Budget control
...

3. Open the query that serves as the source for your report in design view.
Add the tblCount table to the query. If you see any line joining this table
to other tables in your query, delete the line: it is the lack of any join
(called a Cartesian Product) that gives you every combination. Save the
query.

4. Open your report in design view. Open the Sorting And Grouping dialog
(View menu.) Insert a line above the first row. In this row, choose the
CountID field, and in the lower pane set the Group Header property to Yes.
Access adds a grey bar to the report, titled "CountID Group Header".

5. Drag the CountID and CountName fields from the Field list (View menu)
into the new CountID Group Header. This identifies the copies as you
requested.

6. Right-click the CountID Group Header (grey bar), and choose Properties.
Set the Force New Page property to "Before Section" so that each copy starts
on a new page.

(Note: If the report does not have a query as its RecordSource, create a new
query at step 3. Then at step 4, change the RecordSource property of the
report to the name of the query.)

--
Allen Browne - Microsoft MVP. Perth, Western Australia.

Reply to group, rather than allenbrowne at mvps dot org.

message
news:[email protected]...
 
Thanks a lot

This has really solved my problem

Allen Browne said:
1. Create a new table with two fields:
CountID Number
CountName Text
Mark the CountID as primary key.
Save with a name such as tblCount.

2. Enter 5 records into this table:
1 Original
2 Budget control
...

3. Open the query that serves as the source for your report in design view.
Add the tblCount table to the query. If you see any line joining this table
to other tables in your query, delete the line: it is the lack of any join
(called a Cartesian Product) that gives you every combination. Save the
query.

4. Open your report in design view. Open the Sorting And Grouping dialog
(View menu.) Insert a line above the first row. In this row, choose the
CountID field, and in the lower pane set the Group Header property to Yes.
Access adds a grey bar to the report, titled "CountID Group Header".

5. Drag the CountID and CountName fields from the Field list (View menu)
into the new CountID Group Header. This identifies the copies as you
requested.

6. Right-click the CountID Group Header (grey bar), and choose Properties.
Set the Force New Page property to "Before Section" so that each copy starts
on a new page.

(Note: If the report does not have a query as its RecordSource, create a new
query at step 3. Then at step 4, change the RecordSource property of the
report to the name of the query.)

--
Allen Browne - Microsoft MVP. Perth, Western Australia.

Reply to group, rather than allenbrowne at mvps dot org.

message
Click to expand...
 
Another problem came out with the multiple copies.
The page footer would show correct totals of calculated fields only on last
copy.
Any suggestions?
 
Use the CountID Group Footer to get the totals instead of the page footer.

--
Allen Browne - Microsoft MVP. Perth, Western Australia.

Reply to group, rather than allenbrowne at mvps dot org.

message
 
Thanks for your response, but I need the totals to go in the page footer. I
tried to add them in the CoutID Group Footer make them not visible and then
refer to them in the Page Footer, but strangely enough for some data it works
fine some other it doesn't.

I am trying with a subreport now.
 
Hi

I'm using the method you described to print multiple copies with different
header text except I'm using it for footers on a report that is based on a
form and continuous subform. I basically want to print an "Originator" (copy
1) and "Purchaser" copy (copy 2).

The method works, except on the "Purchaser copy" (copy 2), the subform
information is completely blank (no graphics or data).

Can you help?
 
You are trying to print a report that combines the information from a form
and subform. The report should print the same info twice, with different
titles.

I assume that the main form is bound to Table1, and the subform to a related
Table2 (i.e. there is a one-to-many relation between Table1 and Table2).
Your query will therefore use Table1 and Table2, with a line joining them in
the upper pane of the query design window. You then added tblCount to the
query as well, so you get 2 of everything when you view the output of the
query.

Once the query is working correctly, use it as the RecordSource for your
report. No subreport is needed. You can then add the Group Header for the
CountID field, by making that field the first entry in the report's Sorting
And Grouping box. Your report will now give you the 2 copies.
 
See below

Allen Browne said:
You are trying to print a report that combines the information from a form
and subform. The report should print the same info twice, with different
titles.
Click to expand...
Specifically, with different footers, Copy 1="Originator", Copy 2="Purchaser"
I assume that the main form is bound to Table1, and the subform to a related
Table2 (i.e. there is a one-to-many relation between Table1 and Table2).
Correct.

Your query will therefore use Table1 and Table2, with a line joining them in
the upper pane of the query design window. You then added tblCount to the
query as well, so you get 2 of everything when you view the output of the
query.
Click to expand...

The report was not based on a query. I used "save as" on the form to create
a report. So if I look at the record source in the report for the main form
data is lists PRrequisition table, if I look at the record source in the
report for the subform data is lists PRItems table.
Once the query is working correctly, use it as the RecordSource for your
report. No subreport is needed. You can then add the Group Header for the
CountID field, by making that field the first entry in the report's Sorting
And Grouping box. Your report will now give you the 2 copies.
Click to expand...

One thing I'm not clear on....when I create a query for this:
Should it be a single query with the PRReq, PRItem, and Count tables added to
it? And then specify the same query in the record source for main and
subform sections of the report?
 
You do not really need a subreport for this. Just create the query from the
3 tables (2 joined, tblCount not joined), and then set it as the
RecordSource of the report. Since all the fields you want from all tables
can be in the report, a subreport is not needed.

Once the query is the RecordSource of the report, you can choose the counter
field in the Sorting And Grouping box, and set the Group Footer to Yes in
the lower pane of that dialog. You then have the group footer to put your
copy number/description into.
 
Allen

I change the report so it is designed as you described, without using a
subreport.
The report works like you described and like I wanted.
Thanks very much for your help.
 
I've followed the outline below and it worked great. However, on my report I
have a "exhibitor" and I would like to have all three copies for the
exhibitor print together ... collated. Right now it prints all accounting
copies, then all exhibitor copies, then all file copies and I would like it
to print: accounting, exhibitor, file, then accounting, exhibitor, file.

I went in to my query, and sorted my records and that didn't help. Is there
something else I can do?
 
Change the sorting and grouping in your report so that CountID is sorted
after the Exhibitor.
 
Addtional question:
Currently, If I press my custom Print button, and Orignator and purchaser
copy is printed. I'd also like to selectivly print either the Originator or
Purchaser copy.

Is there a way to do that?
 
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