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Calculating an Average
I am trying to calculate an average. The database I am working on tracks
contracts -- the services provided per the contract, the invoice amount, the invoice date, the paid date, the paid amount etc. plus a lot of other fields not relevant to this question. On a data entry form, fields capture the billing date and the paid date for each of twelve months for each contract. Management wants to know the average number of days between the billing date and the payment date for each contract. A query calculates the number of days between the billing and the payment received, so I have the number of days for each month. I need the average of the twelve months for each contract, but I don’t know how to calculate the average. This seems like it would be a simple task, but for some reason I cannot figure it out. Could someone help, please! Thank you! -- Nona |
#2
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Calculating an Average
Not quite clear but lets suppose you want to get the average days between
billing date and payment date for each contract. You already have the daysBetween for each contract transaction by contract. So in the query design panel add the ContractID (whatever you call it) as a field and add the DaysBetween as a field. From the toolbar select totals. On the "Total:" line of the query, under ContractID select "Group By". Under the DaysBetween, select "Avg" Regards Kevin "Nona" wrote in message ... I am trying to calculate an average. The database I am working on tracks contracts -- the services provided per the contract, the invoice amount, the invoice date, the paid date, the paid amount etc. plus a lot of other fields not relevant to this question. On a data entry form, fields capture the billing date and the paid date for each of twelve months for each contract. Management wants to know the average number of days between the billing date and the payment date for each contract. A query calculates the number of days between the billing and the payment received, so I have the number of days for each month. I need the average of the twelve months for each contract, but I don't know how to calculate the average. This seems like it would be a simple task, but for some reason I cannot figure it out. Could someone help, please! Thank you! -- Nona |
#3
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Calculating an Average
Thanks for responding, Kevin. Maybe I haven’t designed, nor explained, this
the right way. My data entry has a billing date and a payment date for each month for each of 21 contracts. So I have the contract name “Billy Bob” with 12 billing and 12 payments dates. The datediff function calculates the number of days between bill and pays for each month. That results in “Julydays”, “Augdays”, etc. - the difference for each bill and pay for each month for that contract. A query sums the Julydays, Aug days, etc. for the 12 months, but I can’t get the average of those 12 figures. What am I doing wrong? Many thanks for your help. -- Nona "kc-mass" wrote: Not quite clear but lets suppose you want to get the average days between billing date and payment date for each contract. You already have the daysBetween for each contract transaction by contract. So in the query design panel add the ContractID (whatever you call it) as a field and add the DaysBetween as a field. From the toolbar select totals. On the "Total:" line of the query, under ContractID select "Group By". Under the DaysBetween, select "Avg" Regards Kevin "Nona" wrote in message ... I am trying to calculate an average. The database I am working on tracks contracts -- the services provided per the contract, the invoice amount, the invoice date, the paid date, the paid amount etc. plus a lot of other fields not relevant to this question. On a data entry form, fields capture the billing date and the paid date for each of twelve months for each contract. Management wants to know the average number of days between the billing date and the payment date for each contract. A query calculates the number of days between the billing and the payment received, so I have the number of days for each month. I need the average of the twelve months for each contract, but I don't know how to calculate the average. This seems like it would be a simple task, but for some reason I cannot figure it out. Could someone help, please! Thank you! -- Nona . |
#4
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Calculating an Average
Nona,
Can you provide your table structure, significant records, and how they should appear? Do you have only one record per contract or does each contract have 12 records? -- Duane Hookom MS Access MVP "Nona" wrote in message ... Thanks for responding, Kevin. Maybe I haven’t designed, nor explained, this the right way. My data entry has a billing date and a payment date for each month for each of 21 contracts. So I have the contract name “Billy Bob” with 12 billing and 12 payments dates. The datediff function calculates the number of days between bill and pays for each month. That results in “Julydays”, “Augdays”, etc. - the difference for each bill and pay for each month for that contract. A query sums the Julydays, Aug days, etc. for the 12 months, but I can’t get the average of those 12 figures. What am I doing wrong? Many thanks for your help. -- Nona "kc-mass" wrote: Not quite clear but lets suppose you want to get the average days between billing date and payment date for each contract. You already have the daysBetween for each contract transaction by contract. So in the query design panel add the ContractID (whatever you call it) as a field and add the DaysBetween as a field. From the toolbar select totals. On the "Total:" line of the query, under ContractID select "Group By". Under the DaysBetween, select "Avg" Regards Kevin "Nona" wrote in message ... I am trying to calculate an average. The database I am working on tracks contracts -- the services provided per the contract, the invoice amount, the invoice date, the paid date, the paid amount etc. plus a lot of other fields not relevant to this question. On a data entry form, fields capture the billing date and the paid date for each of twelve months for each contract. Management wants to know the average number of days between the billing date and the payment date for each contract. A query calculates the number of days between the billing and the payment received, so I have the number of days for each month. I need the average of the twelve months for each contract, but I don't know how to calculate the average. This seems like it would be a simple task, but for some reason I cannot figure it out. Could someone help, please! Thank you! -- Nona . |
#5
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Calculating an Average
The database has a number of tables. The two relevant ones for the averaging are the Contracts table, which holds the names, contract dates, contract amt, billing, payments, invoice type, etc. All the contracts pertain to services provided to people with disabilities. Some contracts are for set amounts; others are for hourly services, with a maximum limit to the amount that can be billed. Th Services table holds all the data related to the actual service provision per the contract (dates, type of service, number of hours, etc.) Another table holds the rates paid for the various service. There are 21 contracts. At management request, each record is the actual invoice that is billed for the contract to the contractor (another table). The invoices very, depending on the service, but most are computed by the hours and the rate of service for the type of service provided. Each contract has at least 12 invoices – one for each month. If a contract covers several different types of service, then there are multiple invoices under the same contract (just under 500 records). These are collected via a crosstab query for each month for each contract. When the db was first established a couple of years ago, they wanted a way to track the implementation of the contract dollars so that all the available dollars were applied but not overspend the contract amount. All this has worked well. This is a recent request for the average number of days. The only way I have been able to figure out how to do this is to take the data entered manually in a data entry form – the billing date and the paid date for each contract for each month. If there is a better way, I would really appreciate knowing about it! Thanks for your time and your help! -- Nona "Duane Hookom" wrote: Nona, Can you provide your table structure, significant records, and how they should appear? Do you have only one record per contract or does each contract have 12 records? -- Duane Hookom MS Access MVP "Nona" wrote in message ... Thanks for responding, Kevin. Maybe I haven’t designed, nor explained, this the right way. My data entry has a billing date and a payment date for each month for each of 21 contracts. So I have the contract name “Billy Bob” with 12 billing and 12 payments dates. The datediff function calculates the number of days between bill and pays for each month. That results in “Julydays”, “Augdays”, etc. - the difference for each bill and pay for each month for that contract. A query sums the Julydays, Aug days, etc. for the 12 months, but I can’t get the average of those 12 figures. What am I doing wrong? Many thanks for your help. -- Nona "kc-mass" wrote: Not quite clear but lets suppose you want to get the average days between billing date and payment date for each contract. You already have the daysBetween for each contract transaction by contract. So in the query design panel add the ContractID (whatever you call it) as a field and add the DaysBetween as a field. From the toolbar select totals. On the "Total:" line of the query, under ContractID select "Group By". Under the DaysBetween, select "Avg" Regards Kevin "Nona" wrote in message ... I am trying to calculate an average. The database I am working on tracks contracts -- the services provided per the contract, the invoice amount, the invoice date, the paid date, the paid amount etc. plus a lot of other fields not relevant to this question. On a data entry form, fields capture the billing date and the paid date for each of twelve months for each contract. Management wants to know the average number of days between the billing date and the payment date for each contract. A query calculates the number of days between the billing and the payment received, so I have the number of days for each month. I need the average of the twelve months for each contract, but I don't know how to calculate the average. This seems like it would be a simple task, but for some reason I cannot figure it out. Could someone help, please! Thank you! -- Nona . |
#6
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Calculating an Average
Can you get a query that has Contract, BillingDate, and corresponding
PaymentDate as a row? If so, you could use DateDiff() to get the difference. Then it should be simple to average the difference over any time period. -- Duane Hookom MS Access MVP "Nona" wrote in message ... The database has a number of tables. The two relevant ones for the averaging are the Contracts table, which holds the names, contract dates, contract amt, billing, payments, invoice type, etc. All the contracts pertain to services provided to people with disabilities. Some contracts are for set amounts; others are for hourly services, with a maximum limit to the amount that can be billed. Th Services table holds all the data related to the actual service provision per the contract (dates, type of service, number of hours, etc.) Another table holds the rates paid for the various service. There are 21 contracts. At management request, each record is the actual invoice that is billed for the contract to the contractor (another table). The invoices very, depending on the service, but most are computed by the hours and the rate of service for the type of service provided. Each contract has at least 12 invoices – one for each month. If a contract covers several different types of service, then there are multiple invoices under the same contract (just under 500 records). These are collected via a crosstab query for each month for each contract. When the db was first established a couple of years ago, they wanted a way to track the implementation of the contract dollars so that all the available dollars were applied but not overspend the contract amount. All this has worked well. This is a recent request for the average number of days. The only way I have been able to figure out how to do this is to take the data entered manually in a data entry form – the billing date and the paid date for each contract for each month. If there is a better way, I would really appreciate knowing about it! Thanks for your time and your help! -- Nona "Duane Hookom" wrote: Nona, Can you provide your table structure, significant records, and how they should appear? Do you have only one record per contract or does each contract have 12 records? -- Duane Hookom MS Access MVP "Nona" wrote in message ... Thanks for responding, Kevin. Maybe I haven’t designed, nor explained, this the right way. My data entry has a billing date and a payment date for each month for each of 21 contracts. So I have the contract name “Billy Bob” with 12 billing and 12 payments dates. The datediff function calculates the number of days between bill and pays for each month. That results in “Julydays”, “Augdays”, etc. - the difference for each bill and pay for each month for that contract. A query sums the Julydays, Aug days, etc. for the 12 months, but I can’t get the average of those 12 figures. What am I doing wrong? Many thanks for your help. -- Nona "kc-mass" wrote: Not quite clear but lets suppose you want to get the average days between billing date and payment date for each contract. You already have the daysBetween for each contract transaction by contract. So in the query design panel add the ContractID (whatever you call it) as a field and add the DaysBetween as a field. From the toolbar select totals. On the "Total:" line of the query, under ContractID select "Group By". Under the DaysBetween, select "Avg" Regards Kevin "Nona" wrote in message ... I am trying to calculate an average. The database I am working on tracks contracts -- the services provided per the contract, the invoice amount, the invoice date, the paid date, the paid amount etc. plus a lot of other fields not relevant to this question. On a data entry form, fields capture the billing date and the paid date for each of twelve months for each contract. Management wants to know the average number of days between the billing date and the payment date for each contract. A query calculates the number of days between the billing and the payment received, so I have the number of days for each month. I need the average of the twelve months for each contract, but I don't know how to calculate the average. This seems like it would be a simple task, but for some reason I cannot figure it out. Could someone help, please! Thank you! -- Nona . |
#7
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Calculating an Average
I understand and I agree that it should be simple! Here is my query where I
get the number of days for each month and then a total number of days. Please tell me how to get the average, if that's possible! (You may notice that this query is incomplete because the pdDates for the last six months are not included. I was testing the query with first six months of July data.) SELECT tblContracts.ContractName, tblContracts.PD1, tblContracts.PD2, tblContracts.PD3, tblContracts.PD4, tblContracts.PD5, tblContracts.PD6, tblContracts.PD7, tblContracts.PD8, tblContracts.PD9, tblContracts.PD10, tblContracts.PD11, tblContracts.PD12, tblContracts.BK1, tblContracts.BK2, tblContracts.BK3, tblContracts.BK4, tblContracts.BK5, tblContracts.BK6, tblContracts.BK7, tblContracts.BK8, tblContracts.BK9, tblContracts.BK10, tblContracts.BK11, tblContracts.BK12, tblContracts.Pd1Date, tblContracts.Pd2Date, tblContracts.Pd3Date, tblContracts.Pd4Date, tblContracts.Pd5Date, tblContracts.Pd6Date, tblContracts.BillDate1, tblContracts.BillDate2, tblContracts.BillDate3, tblContracts.BillDate4, tblContracts.BillDate5, tblContracts.BillDate6, DateDiff("d",[BillDate1],[pd1Date]) AS JulyDays, DateDiff("d",[BillDate2],[pd2Date]) AS AugDays, DateDiff("d",[BillDate3],[pd3Date]) AS SepDays, DateDiff("d",[BillDate4],[pd4Date]) AS OctDays, DateDiff("d",[BillDate5],[pd5Date]) AS NovDays, DateDiff("d",[BillDate6],[pd6Date]) AS DecDays, Sum([JulyDays]+[AugDays]+[SepDays]+[OctDays]+[NovDays]+[DecDays]) AS TotalDays FROM tblContracts GROUP BY tblContracts.ContractName, tblContracts.PD1, tblContracts.PD2, tblContracts.PD3, tblContracts.PD4, tblContracts.PD5, tblContracts.PD6, tblContracts.PD7, tblContracts.PD8, tblContracts.PD9, tblContracts.PD10, tblContracts.PD11, tblContracts.PD12, tblContracts.BK1, tblContracts.BK2, tblContracts.BK3, tblContracts.BK4, tblContracts.BK5, tblContracts.BK6, tblContracts.BK7, tblContracts.BK8, tblContracts.BK9, tblContracts.BK10, tblContracts.BK11, tblContracts.BK12, tblContracts.Pd1Date, tblContracts.Pd2Date, tblContracts.Pd3Date, tblContracts.Pd4Date, tblContracts.Pd5Date, tblContracts.Pd6Date, tblContracts.BillDate1, tblContracts.BillDate2, tblContracts.BillDate3, tblContracts.BillDate4, tblContracts.BillDate5, tblContracts.BillDate6 ORDER BY tblContracts.ContractName; Thank you for taking your time to do this. -- Nona "Nona" wrote: I am trying to calculate an average. The database I am working on tracks contracts -- the services provided per the contract, the invoice amount, the invoice date, the paid date, the paid amount etc. plus a lot of other fields not relevant to this question. On a data entry form, fields capture the billing date and the paid date for each of twelve months for each contract. Management wants to know the average number of days between the billing date and the payment date for each contract. A query calculates the number of days between the billing and the payment received, so I have the number of days for each month. I need the average of the twelve months for each contract, but I don’t know how to calculate the average. This seems like it would be a simple task, but for some reason I cannot figure it out. Could someone help, please! Thank you! -- Nona |
#8
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Calculating an Average
On Sun, 28 Mar 2010 13:51:01 -0700, Nona
wrote: I understand and I agree that it should be simple! Here is my query where I get the number of days for each month and then a total number of days. Please tell me how to get the average, if that's possible! (You may notice that this query is incomplete because the pdDates for the last six months are not included. I was testing the query with first six months of July data.) SELECT tblContracts.ContractName, tblContracts.PD1, tblContracts.PD2, tblContracts.PD3, tblContracts.PD4, tblContracts.PD5, tblContracts.PD6, tblContracts.PD7, tblContracts.PD8, tblContracts.PD9, tblContracts.PD10, tblContracts.PD11, tblContracts.PD12, tblContracts.BK1, tblContracts.BK2, tblContracts.BK3, tblContracts.BK4, tblContracts.BK5, tblContracts.BK6, tblContracts.BK7, tblContracts.BK8, tblContracts.BK9, tblContracts.BK10, tblContracts.BK11, tblContracts.BK12, tblContracts.Pd1Date, tblContracts.Pd2Date, tblContracts.Pd3Date, tblContracts.Pd4Date, tblContracts.Pd5Date, tblContracts.Pd6Date, tblContracts.BillDate1, tblContracts.BillDate2, tblContracts.BillDate3, tblContracts.BillDate4, tblContracts.BillDate5, tblContracts.BillDate6, DateDiff("d",[BillDate1],[pd1Date]) AS JulyDays, DateDiff("d",[BillDate2],[pd2Date]) AS AugDays, DateDiff("d",[BillDate3],[pd3Date]) AS SepDays, DateDiff("d",[BillDate4],[pd4Date]) AS OctDays, DateDiff("d",[BillDate5],[pd5Date]) AS NovDays, DateDiff("d",[BillDate6],[pd6Date]) AS DecDays, Sum([JulyDays]+[AugDays]+[SepDays]+[OctDays]+[NovDays]+[DecDays]) AS TotalDays FROM tblContracts GROUP BY tblContracts.ContractName, tblContracts.PD1, tblContracts.PD2, tblContracts.PD3, tblContracts.PD4, tblContracts.PD5, tblContracts.PD6, tblContracts.PD7, tblContracts.PD8, tblContracts.PD9, tblContracts.PD10, tblContracts.PD11, tblContracts.PD12, tblContracts.BK1, tblContracts.BK2, tblContracts.BK3, tblContracts.BK4, tblContracts.BK5, tblContracts.BK6, tblContracts.BK7, tblContracts.BK8, tblContracts.BK9, tblContracts.BK10, tblContracts.BK11, tblContracts.BK12, tblContracts.Pd1Date, tblContracts.Pd2Date, tblContracts.Pd3Date, tblContracts.Pd4Date, tblContracts.Pd5Date, tblContracts.Pd6Date, tblContracts.BillDate1, tblContracts.BillDate2, tblContracts.BillDate3, tblContracts.BillDate4, tblContracts.BillDate5, tblContracts.BillDate6 ORDER BY tblContracts.ContractName; Thank you for taking your time to do this. The reason you're having so much trouble is that your table design is *simply wrong*. It's a good spreadsheet, but just incorrect for a normalized table! If you have a one (contract) to many (bill dates or paid dates) you should have two tables in a one to many relationship: e.g. a table of Bills, with fields for BillID (autonumber primary key), ContractID, BillDate, Amount, and other details about that bill); payments should be in another table, with PaymentID (primary key), ContractID, PaymentDate, Amount, etc. You may or may not want to link specific payments to a specific bill, that's a business decision on your part. Take a look at some of the resources here for setting up a properly normalized set of tables; you'll find it makes your life much easier (once you get up the steep and rocky learning slope). Jeff Conrad's resources page: http://www.accessmvp.com/JConrad/acc...resources.html The Access Web resources page: http://www.mvps.org/access/resources/index.html Roger Carlson's tutorials, samples and tips: http://www.rogersaccesslibrary.com/ A free tutorial written by Crystal: http://allenbrowne.com/casu-22.html A video how-to series by Crystal: http://www.YouTube.com/user/LearnAccessByCrystal MVP Allen Browne's tutorials: http://allenbrowne.com/links.html#Tutorials -- John W. Vinson [MVP] |
#9
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Calculating an Average
Hi Nona,
So what you want is the average of each payment lag for each contract, for each month. So change what I said before to add a grouping for the Month. Something like: From the toolbar select totals. On the "Total:" line of the query, under ContractID select "Group By". Under the MonthOfData select "GroupBy" Under the DaysBetween, select "Avg" Yes? Regards Kevin "Nona" wrote in message ... Thanks for responding, Kevin. Maybe I haven't designed, nor explained, this the right way. My data entry has a billing date and a payment date for each month for each of 21 contracts. So I have the contract name "Billy Bob" with 12 billing and 12 payments dates. The datediff function calculates the number of days between bill and pays for each month. That results in "Julydays", "Augdays", etc. - the difference for each bill and pay for each month for that contract. A query sums the Julydays, Aug days, etc. for the 12 months, but I can't get the average of those 12 figures. What am I doing wrong? Many thanks for your help. -- Nona "kc-mass" wrote: Not quite clear but lets suppose you want to get the average days between billing date and payment date for each contract. You already have the daysBetween for each contract transaction by contract. So in the query design panel add the ContractID (whatever you call it) as a field and add the DaysBetween as a field. From the toolbar select totals. On the "Total:" line of the query, under ContractID select "Group By". Under the DaysBetween, select "Avg" Regards Kevin "Nona" wrote in message ... I am trying to calculate an average. The database I am working on tracks contracts -- the services provided per the contract, the invoice amount, the invoice date, the paid date, the paid amount etc. plus a lot of other fields not relevant to this question. On a data entry form, fields capture the billing date and the paid date for each of twelve months for each contract. Management wants to know the average number of days between the billing date and the payment date for each contract. A query calculates the number of days between the billing and the payment received, so I have the number of days for each month. I need the average of the twelve months for each contract, but I don't know how to calculate the average. This seems like it would be a simple task, but for some reason I cannot figure it out. Could someone help, please! Thank you! -- Nona . |
#10
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Calculating an Average
"John W. Vinson" kirjoitti om... On Sun, 28 Mar 2010 13:51:01 -0700, Nona wrote: I understand and I agree that it should be simple! Here is my query where I get the number of days for each month and then a total number of days. Please tell me how to get the average, if that's possible! (You may notice that this query is incomplete because the pdDates for the last six months are not included. I was testing the query with first six months of July data.) SELECT tblContracts.ContractName, tblContracts.PD1, tblContracts.PD2, tblContracts.PD3, tblContracts.PD4, tblContracts.PD5, tblContracts.PD6, tblContracts.PD7, tblContracts.PD8, tblContracts.PD9, tblContracts.PD10, tblContracts.PD11, tblContracts.PD12, tblContracts.BK1, tblContracts.BK2, tblContracts.BK3, tblContracts.BK4, tblContracts.BK5, tblContracts.BK6, tblContracts.BK7, tblContracts.BK8, tblContracts.BK9, tblContracts.BK10, tblContracts.BK11, tblContracts.BK12, tblContracts.Pd1Date, tblContracts.Pd2Date, tblContracts.Pd3Date, tblContracts.Pd4Date, tblContracts.Pd5Date, tblContracts.Pd6Date, tblContracts.BillDate1, tblContracts.BillDate2, tblContracts.BillDate3, tblContracts.BillDate4, tblContracts.BillDate5, tblContracts.BillDate6, DateDiff("d",[BillDate1],[pd1Date]) AS JulyDays, DateDiff("d",[BillDate2],[pd2Date]) AS AugDays, DateDiff("d",[BillDate3],[pd3Date]) AS SepDays, DateDiff("d",[BillDate4],[pd4Date]) AS OctDays, DateDiff("d",[BillDate5],[pd5Date]) AS NovDays, DateDiff("d",[BillDate6],[pd6Date]) AS DecDays, Sum([JulyDays]+[AugDays]+[SepDays]+[OctDays]+[NovDays]+[DecDays]) AS TotalDays FROM tblContracts GROUP BY tblContracts.ContractName, tblContracts.PD1, tblContracts.PD2, tblContracts.PD3, tblContracts.PD4, tblContracts.PD5, tblContracts.PD6, tblContracts.PD7, tblContracts.PD8, tblContracts.PD9, tblContracts.PD10, tblContracts.PD11, tblContracts.PD12, tblContracts.BK1, tblContracts.BK2, tblContracts.BK3, tblContracts.BK4, tblContracts.BK5, tblContracts.BK6, tblContracts.BK7, tblContracts.BK8, tblContracts.BK9, tblContracts.BK10, tblContracts.BK11, tblContracts.BK12, tblContracts.Pd1Date, tblContracts.Pd2Date, tblContracts.Pd3Date, tblContracts.Pd4Date, tblContracts.Pd5Date, tblContracts.Pd6Date, tblContracts.BillDate1, tblContracts.BillDate2, tblContracts.BillDate3, tblContracts.BillDate4, tblContracts.BillDate5, tblContracts.BillDate6 ORDER BY tblContracts.ContractName; Thank you for taking your time to do this. The reason you're having so much trouble is that your table design is *simply wrong*. It's a good spreadsheet, but just incorrect for a normalized table! If you have a one (contract) to many (bill dates or paid dates) you should have two tables in a one to many relationship: e.g. a table of Bills, with fields for BillID (autonumber primary key), ContractID, BillDate, Amount, and other details about that bill); payments should be in another table, with PaymentID (primary key), ContractID, PaymentDate, Amount, etc. You may or may not want to link specific payments to a specific bill, that's a business decision on your part. Take a look at some of the resources here for setting up a properly normalized set of tables; you'll find it makes your life much easier (once you get up the steep and rocky learning slope). Jeff Conrad's resources page: http://www.accessmvp.com/JConrad/acc...resources.html The Access Web resources page: http://www.mvps.org/access/resources/index.html Roger Carlson's tutorials, samples and tips: http://www.rogersaccesslibrary.com/ A free tutorial written by Crystal: http://allenbrowne.com/casu-22.html A video how-to series by Crystal: http://www.YouTube.com/user/LearnAccessByCrystal MVP Allen Browne's tutorials: http://allenbrowne.com/links.html#Tutorials -- John W. Vinson [MVP] |
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