Re: Form/Report Relationship

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Hi Nancy,

'~~~~~~~~~ Compile ~~~~~~~~~

Whenever you change code or references, your should always compile before executing.

from the menu in a VBE (module) window: Debug, Compile

fix any errors on the yellow highlighted lines

keep compiling until nothing happens (this is good!)


Warm Regards,
Crystal

Access Basics
8-part free tutorial that covers essentials in Access
http://www.accessmvp.com/Strive4Peace/Index.htm

*
(: have an awesome day :)
*



Nancy wrote:
Thanks for the Reply. I must be doing something wrong because I cannot get it to work. I went to design view of my form, highlighted the Preview Report command button to the properties page. On the click event I went to the code page and copy and pasted your response.

I changed the name of my report to “Invoice” so it would match your response. I placed the code between, “Private Sub and end sub statements”. Closed the page and made sure everything was saved. I then opened the PO form and hit the Preview report button and nothing at all would happen. I fiddled around for awhile and can’t seem to make the button work at all.

What am I doing wrong now? Please help me. Thank you so much.


"strive4peace" wrote:

Hi Nancy,

I am assuming that you have a command button to launch the report ... this code would go behind the form as an [Event Procedure] for the Click event of the command button

In this case, your query does not need a WHERE clause since strWhere is built to filter the data of the OpenReport action

the Purchase Order Number ... actually, looking at your structure again, I see that OrderID can be used instead of CustomerID and Purchase Order Number, so the code for the [Event Procedure] of your command button Click would be:

'~~~~~~~~~~~~~~~
dim strWhere as string

strWhere = "OrderID=" & me.OrderID

docmd.OpenReport "Invoice", acViewNormal, ,strWhere

'~~~~~~~~~~~~~~~

this simplifies it <smile>

the forms do not contain your data. TABLES are what holds the data. Forms are based on tables and can be used to display, edit and add data that is stored in tables. Whatever table the subform is based on has OrderID as a foreign key, so all the detail lines will be included



Warm Regards,
Crystal

Access Basics
8-part free tutorial that covers essentials in Access
http://www.accessmvp.com/Strive4Peace/Index.htm

*
(: have an awesome day :)
*



Nancy wrote:
Thank you so much for your response. I don't want to sound stupid, but where exactly do I put the "Where Clause"? I assume in the SQL, but where? Beginning, end, etc. Never did this most of this stuff before so I am learning as I go along.

Also, I expect to have just one purchase order number for each transaction. I might have three transactions with the same customer in one day, but each would be a seperate purchase order number. And I might have several transactions during the day with several customers but each would be a seperate purchase order number. Having said that, do I need the customer ID included? And, is the Master/Child link correct with the orderID? Or should it be Purchase Order as the Master/Child?

Thank youuuuuuu......
"strive4peace" wrote:

hi Nancy,

on second thought, you may have multiple purchase order numbers for different customers, so you would need to specify both CustomerID and Purchase Order Number

I would use code instead of a macro to generate the report

make sure that both CustomerID and Purchase Order Number are ON your report (CustomerID can be hidden if you do not want it to be visible --> set Visible = No)

'~~~~~~~~~~~~~~~
dim strWhere as string

strWhere = "CustomerID =" & me.CustomerID _
& " AND [Purchase Order Number] = '" _
& nz(me.Purchase_Order_Number,"") & "'"

docmd.OpenReport "Invoice", acViewNormal, ,strWhere

'~~~~~~~~~~~~~~~

"The name of the form is Add an Order and Details"

you can probably change the name of the form without any problem. Make sure everything is closed when you do this.

It is a good idea to avoid spaces and special characters in names so, instead of 'Purchase Order Form', I would suggest 'f_PurchaseOrder'

the f_ at the beginning indicates it is a form. Common naming convention uses 'frm' to preface form objects but I like 'f_' better ;)

when you make a form that will be used as a subform, I like to do this for the name:

f_Formname_sub

Where Formname includes the main form name it is designed for (if it is specific) and something about its use

For instance:

'f_PurchaseOrder_Details_sub'

~~~

glad you are enjoying Access Basics!


Warm Regards,
Crystal

Access Basics
8-part free tutorial that covers essentials in Access
http://www.accessmvp.com/Strive4Peace/Index.htm

*
(: have an awesome day :)
*



Nancy wrote:
Thank you so much for your help.
Here is what I have:

Purchase Order Form has: Order ID-Auto number
CustomerID-Number
Employee ID-Number
Order Date-Date/Time
Purchase Order Number-Text
And some other Misc fields

The Purchase Order Details Sub-Form has: Order Detail ID-Auto-number
OrderID-Number NomenclatureID-Number
Nomenclature-Text
Part Number-Number
Quantity-Number
And some misc fields

In design view in the subform property *** the Master/Child link is: OrderID/OrderID

For each purchase order number, I may have five or six parts (nomenclature) that I am ordering from the supplier (customer). I need each purchase order number to print in a report with just the items purchased under that Purchase Order Number from that supplier (customer). For Example:

Purchase Order: 7155-4380
Supplier (Customer): Ram Aircraft
Employee: Nancy
Shipping Method: UPS Ground

Purchase Order Details Subform:

Nomenclature: Part Number Quantity Price Line Total
Starter Ms74887-020 1 $3000.00 $3000.00
Starter Clamp MS12345-7 2 $3.50 $7.00
Starter Brush MSabcdef-123 6 $10.00 $60.00

Subtotal $3,067.00
Tax $214.69
Order Total $3281.69

End of Purchase Order 7155-4380

At this point I want to click on Preview Purchase Order Report and then print. The Purchase Order Report should only print this purchase order information. When I advance to the next purchase order on the purchase order form, i.e. 7156-4380 I want to do the same thing, only print the purchase order report with the details of purchase order 7156-4380. I hope this makes sense.

1. Purchase Order Number ifield is the one I need to limit, I think.
2. I am not sure I understand the question so here goes. On the Purchase Order form there is a text box for purchase order number that I manually input each time. The name of the form is Add an Order and Details. I would prefer to call it Purchase Order Form, but at this point I am afraid to change it. If you can get me going in the right direction I am sure I can figure out how to change the name so as not to screw up any underlying forms, tables, etc. 3. Data Type of the Purchase Order number is text.
4. I currently have a command button on the form that opens the preview report. On the properties page of the common button on the click event it says [Embedded Macro]. If there is a better way, I am all ears…

I started reviewing your site after the last post you did. Very interesting reading. I will continue to read it. As I said before, I am pretty new at this stuff so there is a learning curve. I have learned a lot so far and this site is amazing. And I plan to continue reading.

Thank you so very much for all your help.




"strive4peace" wrote:

Hi Nancy,

please specify more information:

1. is PurchaseOrderNumber the field that you need to limit output for?

2. do you have a control on the form to specify which Purchase Order Number you want?
- If so, what is the Name property of the control?
- what is the name of your form?

3. what is the data type of PurchaseOrderNumber in your Orders table?

4. how are you currently generating the report?

for better understanding of the basics of Access, read this:

Access Basics by Crystal (Access MVP site)
http://www.accessmvp.com/Strive4Peace/Index.htm
8-part free tutorial that covers essentials in Access

Warm Regards,
Crystal


*
(: have an awesome day :)
*



Nancy wrote:
Thank you so much...


I am still very new to this so as to the Where clause. I guess I am not using it because don't know what it is. If you want to add it to the code and I can copy and paste into the SQL on my form and/ or report that would be fantastic!

Thank you so much for your help.

Nancy
"strive4peace" wrote:

Hi Nancy,

I formatted your SQL statement to be easier to read:

SELECT Orders.OrderID AS Orders_OrderID
, Orders.[Customer ID] AS [Orders_Customer ID]
, Employees.FirstName
, Orders.OrderDate
, Orders.PurchaseOrderNumber
, Orders.ShipDate
, [Shipping Methods].ShippingMethod
, Orders.Taxes
, Orders.Comment
, Orders.[Core Charge]
, Orders.[Core Charge Amount]
, [Order Details].OrderDetailID
, [Order Details].OrderID AS [Order Details_OrderID]
, [Order Details].Nomenclature
, [Order Details].[Part Number]
, [Order Details].Quantity
, [Order Details].UnitPrice
, [Order Details].[Tail #]
, [Order Details].Condition
, [Order Details].[Serial #]
, Customers.[Customer ID] AS [Customers_Customer ID]
, Customers.CompanyName
, Customers.FirstName
, Customers.LastName
, Customers.BillingAddress
, Customers.City
, Customers.StateOrProvince
, Customers.ZIPCode
, Customers.Email
, Customers.CompanyWebsite
, Customers.PhoneNumber
, Customers.FaxNumber
, Customers.ShipAddress
, Customers.ShipCity
, Customers.ShipStateOrProvince
, Customers.ShipZIPCode
, Customers.ShipPhoneNumber
, Customers.Notes
, [Order Details Extended].Subtotal
FROM ((Employees
INNER JOIN (Customers
INNER JOIN Orders
ON Customers.[Customer ID]=Orders.[Customer ID])
ON Employees.EmployeeID=Orders.EmployeeID)
INNER JOIN ([Order Details]
INNER JOIN [Order Details Extended]
ON [Order Details].OrderDetailID
=[Order Details Extended].OrderDetailID)
ON Orders.OrderID=[Order Details].OrderID)
.

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