If this is your first visit, be sure to check out the FAQ by clicking the link above. You may have to register before you can post: click the register link above to proceed. To start viewing messages, select the forum that you want to visit from the selection below. |
|
|
Thread Tools | Display Modes |
#1
|
|||
|
|||
Invoice database / report question.
Hi,
I’m having problems conceptualizing the correct structure for my database and/or invoice form. I think the solution lies in both the database structure and the approach to the invoice form. So I’m going to post in both forums. I’m not quite sure how to describe my issue because it is still a bit cloudy on my part. So if I leave something out, it is because I have not connected all of the dots yet. My goal is to create an invoice in Access XP. The invoice will include one or more line items for labor, parts, and expenses (mainly mileage, tolls, etc.) We do not maintain an inventory. We purchase the parts as needed from which ever vendor has the best price at that time. As a result, the parts table is a little different from your norm. Currently, I have the pieces, but I not quite sure how to put them together. My existing database (which I’m not sure is correct) is Work Order / Invoice Table - The work order is the created once a customer wants something done. Key Work Order # - automatic number Data Customer Number – FK to Customer Table Employee – FK to Employee Table Call Date – date field Resolution Date – date field Original Issue - text Resolution – text Note – note field Work Order Det Table - There is one record for each time entry. I’m also using this info to generate the Employee’s Time Sheet Report. I also use this information as my notes of what was done on each job for each customer. Key WO Seq No – auto number Data Work Order number - FK to Work Order Table Work Data – Date – Work date Hours – decimal – hours in quarter hour increments. Issue – note field – what issue did the employee work on. Resolution – note field – how the issue was resolved. Expense Report Table: Key ExpRptNo – Automatic number Data Employee No – FK to Employee Expense From Dt – date Expense To Dt – dade Comments - Notes Exp Report Details Key Expense Seq No – auto number Data Work Order - FK to Work Order Table Expense Date – Date Expense Type – FK to Exp Type Table Milage – decimal Rate – milage rate Expense Amount Parts Table Key Item No – automatic assigned number. Data Work Order Number – FK to Work Order Table Vendor No – FK to Vendor Table Manufacturer – FK to Manufacturer table Model No – text Part Desc – text Quantity Price Taxes Shipping Warranty Time Period Notes My goal is to have all three items (labor, parts, expense) for a given Work Order / Invoice appear on a single invoice in some a reasonable order. Ideally, I would have “associated” items appear together. For example, if I have replace a power supply and a disk drive, I would like to have the labor, part cost, and any expenses for the power supply appear together and the have the labor, part, and any expense for the disk driver appear together and then have a total. Failing that, I could group my invoice by labor, parts, and expense using subforms. Not idea, but it would be ok. Any suggestions? Thanks, Dennis |
#2
|
|||
|
|||
Invoice database / report question.
You will need subreports on a main report.
The main report will be based on a work order. Each subreport will show details related to that work order. You will probably find it easier to show all the labour for a work order in one subreport and all the parts for the same work order in a different subreport. Jeanette Cunningham MS Access MVP -- Melbourne Victoria Australia "Dennis" wrote in message ... Hi, I'm having problems conceptualizing the correct structure for my database and/or invoice form. I think the solution lies in both the database structure and the approach to the invoice form. So I'm going to post in both forums. I'm not quite sure how to describe my issue because it is still a bit cloudy on my part. So if I leave something out, it is because I have not connected all of the dots yet. My goal is to create an invoice in Access XP. The invoice will include one or more line items for labor, parts, and expenses (mainly mileage, tolls, etc.) We do not maintain an inventory. We purchase the parts as needed from which ever vendor has the best price at that time. As a result, the parts table is a little different from your norm. Currently, I have the pieces, but I not quite sure how to put them together. My existing database (which I'm not sure is correct) is Work Order / Invoice Table - The work order is the created once a customer wants something done. Key Work Order # - automatic number Data Customer Number - FK to Customer Table Employee - FK to Employee Table Call Date - date field Resolution Date - date field Original Issue - text Resolution - text Note - note field Work Order Det Table - There is one record for each time entry. I'm also using this info to generate the Employee's Time Sheet Report. I also use this information as my notes of what was done on each job for each customer. Key WO Seq No - auto number Data Work Order number - FK to Work Order Table Work Data - Date - Work date Hours - decimal - hours in quarter hour increments. Issue - note field - what issue did the employee work on. Resolution - note field - how the issue was resolved. Expense Report Table: Key ExpRptNo - Automatic number Data Employee No - FK to Employee Expense From Dt - date Expense To Dt - dade Comments - Notes Exp Report Details Key Expense Seq No - auto number Data Work Order - FK to Work Order Table Expense Date - Date Expense Type - FK to Exp Type Table Milage - decimal Rate - milage rate Expense Amount Parts Table Key Item No - automatic assigned number. Data Work Order Number - FK to Work Order Table Vendor No - FK to Vendor Table Manufacturer - FK to Manufacturer table Model No - text Part Desc - text Quantity Price Taxes Shipping Warranty Time Period Notes My goal is to have all three items (labor, parts, expense) for a given Work Order / Invoice appear on a single invoice in some a reasonable order. Ideally, I would have "associated" items appear together. For example, if I have replace a power supply and a disk drive, I would like to have the labor, part cost, and any expenses for the power supply appear together and the have the labor, part, and any expense for the disk driver appear together and then have a total. Failing that, I could group my invoice by labor, parts, and expense using subforms. Not idea, but it would be ok. Any suggestions? Thanks, Dennis |
#3
|
|||
|
|||
Invoice database / report question.
Jeanette,
Thanks. Is the database structure ok? I wasn't sure if I was having problems the database structure or the report. When I finally wrote out my questions, I thought about the sub-report you suggested. But I was not sure if my conceptualization issue is with my db structure of my vison of the invoice. Thanks for you advice. Dennis., |
#4
|
|||
|
|||
Invoice database / report question.
The table structure works fine - I can see that you have a separate table
for each entity in the database. That stucture is similar to an inventory database that I have developed. In the invoice report for that database, I have one main report with 8 sub reports. There is a sub report with the business name, another with business contact details and many more to deal with all the other details and calculations needed on the invoice. Jeanette Cunningham MS Access MVP -- Melbourne Victoria Australia "Dennis" wrote in message ... Jeanette, Thanks. Is the database structure ok? I wasn't sure if I was having problems the database structure or the report. When I finally wrote out my questions, I thought about the sub-report you suggested. But I was not sure if my conceptualization issue is with my db structure of my vison of the invoice. Thanks for you advice. Dennis., |
#5
|
|||
|
|||
Invoice database / report question.
Dennis, as Jeannette says, you can do what you need with this structure.
In another group where you posted the same question, I suggested another structure for you. One of the problems with posting the same question to multiple groups is that your responses get fragmented, i.e. it limits the way the responses flow for you. -- Allen Browne - Microsoft MVP. Perth, Western Australia Tips for Access users - http://allenbrowne.com/tips.html Reply to group, rather than allenbrowne at mvps dot org. "Dennis" wrote in message ... Jeanette, Thanks. Is the database structure ok? I wasn't sure if I was having problems the database structure or the report. When I finally wrote out my questions, I thought about the sub-report you suggested. But I was not sure if my conceptualization issue is with my db structure of my vison of the invoice. Thanks for you advice. Dennis., |
#6
|
|||
|
|||
Invoice database / report question.
Dennis,
It's good to question your structure, because that it the foundation for everything else. But defining your structure well requires an understanding of the real-world process that you want to database, and the mission(s) that you want the database to accomplish. From your post, it looks like you have put a lot of goo thought into that area. However, since you have not informed us enough on real-world process that you want to database, and the mission(s) that you want the database to accomplish, we can't really review your structure for you. So, if you want us to analyze it, you'll need to tell us the above. If you prefer to analyze it yourself, you might start by making a list of the prospective entities to database. You might start those of your listed tables: - Work Orders - whatever entity that second table is - Work Order Details - Expense Reports - Expense Report Details And consider a few other possible entities: Invoices Customers Employees You'll have to decide whether or not invoices are an entity (which heavy duty systems treat them as) or not (which is how all 100% of the Access examples I've seen treat them) Make sure all of the data in each table is of "one-to-one" type with it's entity. If not, split it. See if the entities in any two tables are in a pure one-to-one relationship with each other. If so, combine them into one table. Well, there a few thoughts. Good luck. |
#7
|
|||
|
|||
Invoice database / report question.
Allen,
Allen, I agree with your comment. Since this was both a database and report issue, I originally tried to post to both group using the usenet address, but I screwed up somehow. Once Jeanette answered my questions, I want to know how to create a total for invoice with different sub-forms. That is why I posted the question in the report group. But I guess I should have waited a day or so before I posted to the other group. You point is well taken. Thanks again. Dennis "Allen Browne" wrote: Dennis, as Jeannette says, you can do what you need with this structure. In another group where you posted the same question, I suggested another structure for you. One of the problems with posting the same question to multiple groups is that your responses get fragmented, i.e. it limits the way the responses flow for you. -- Allen Browne - Microsoft MVP. Perth, Western Australia Tips for Access users - http://allenbrowne.com/tips.html Reply to group, rather than allenbrowne at mvps dot org. "Dennis" wrote in message ... Jeanette, Thanks. Is the database structure ok? I wasn't sure if I was having problems the database structure or the report. When I finally wrote out my questions, I thought about the sub-report you suggested. But I was not sure if my conceptualization issue is with my db structure of my vison of the invoice. Thanks for you advice. Dennis., . |
#8
|
|||
|
|||
Invoice database / report question.
Fred,
Thanks for the input. You are absolutely correct, I should have included a description of the real world process. I will do that next time. As Allen Browne stated, he answered the question in a post in the report section. As stated in my first entry, I tried to post to two group (Database and Report) because I felt this had issues for both group. In case anyone else reads this, here is the link to the other question and Allen's answer: http://www.microsoft.com/communities...f-fd173f45d14c Dennis |
Thread Tools | |
Display Modes | |
|
|