Printing invoices

[Jeff]

Hi

I have a db that keeps track of students in a school.
At the moment, I'm printing out the invoices for each student individually,
which takes a long time.

There are fields for the payments. The students can pay the full cost of the
course in upto 6 monthly payments.

Basically, the table is just one. All the basic student details are kept on
one table. Some of theimportant fields are:
Stdref = unique reference key
Fullpay = the full cost of the course
Monthpay = number of months to pay

Doing the math in the report is Ok. What I really want to do is print out
the report, which is the invoice, in one quick click. The problem is: is it
possible to print out a number of invoices using the Monthpay value which
lets say is 6. Therefore the db will print 6 invoices, 1:6, 2:6 3:6 etc.

I want to calculate the cost of each payment by dividing the fullcost field
value by the months field value. Then print out the number of monthly
invoices in one quick click. The monthly invoices are then added together in
a payment book.

It would also be great if I could print out the invoices for ALL the
students in one click instead of selecting the form for each student
individually.

At the moment, I'm selecting each student record individually and printing
out the invoices by setting the printer configurations...it takes a loooong
time!

Thanks for any help and advice in advance

Jeff

 

[Duane Hookom]

Consider creating a table "tblPmts" with a single field "PmtNum" of numeric
type. Add records 1, 2, 3, 4,....max num of pmts. Add this table to your
invoice query and set the criteria under [PmtNum] to <= [MonthPay]. This
whould create 6 records in the datasheet if the MonthPay value is 6.

 

[Larry Linson]

Well, the table design does not facilitate printing reports as you describe
for printing several separate invoice reports based on the Monthpay field.
Reports print/display data that is there in the table or query that is used
as the RecordSource, not data that is calculated or generated at report
time.

You'll have to generate that data if you want to do that. You could do so in
a temporary table... but offhand, I can't think of a good way to do it with
a query that doesn't save the information somewhere. Maybe someone else will
suggest a good approach.

But, I wonder... I don't think I've ever received "advance invoices" as you
describe. Obviously, if you want to mail them as a batch, that's what you
need to do; on the other hand, I can imagine without doing one that it'd be
easier to generate a query that returns a month's payment if the payments
apply this month.

It'll be easy enough to print all the students' invoices as one report,
resetting the page numbering if needed (there's a technique shown in the FAQ
site, http://www.mvps.org/access/reports/rpt0013.htm, by grouping on
Student.

Larry Linson
Microsoft Access MVP

 

[Jeff]

Thanks for all the advice.
I'll try the advice from Duane first, as I got an example similar to his
suggestion. The problem is that I can perform simple tasks using the wizards
etc, but programming is pretty much a new field for me!

Thanks for responding, the advice you guys give is invaluable.

Jeff