Re: Need help with form

Hello Nikos,
Thank you for replying. This db will be used as a input for budget data,
some queries will be run for escalation, and lots of reports will be
generated.

We will be entering the data by cost center, then by expense element. There
is one main table that includes the UserID, Jan-Dec (12 fields), 1st year
total for that line item, 4 quarters for second year, 2nd year total, for
that line item, 3rd, 4th & 5th year totals, again, for that line item. There
is a unique number for each record, the primary key. The user ID is indexed.
I created a reference table for the cost centers, expense elements so the
user will only have to key in the number or pick from a dropdown list, and
the actual account names will be on the reports/form.

There will be a dozen or so people inputting their own data for their dept.
The man who is designing this db and has asked for my help, wants each person
to have their own table/form. When everything has been input, we will combine
all of the user's tables into one common table, run queries and reports. He
wants to keep everything in Access.

I know how to design the reports to show the sums of the cost centers etc.
I'm just hung up on this form. :)

I have made a totals query from the main input table and grouped by the cost
center, then summed the first and second year. I made a sub form from this
totals query and put it on the main form, linking the user ID. Its still in
the design stage, not sure if I will use it or not. I have the view set as a
data*** view.

The input form itself is in Form view. Each record will contain the userID,
the cost center, expense element, a description of the expense for the user's
benefit, then all the months, quarters, years, mentioned above.

Some of the user's will know how much they want to expense out to a cost
center for the first year and will only need to split the amount into 12
equal amounts. Other user's will have more exact information to put in each
time frame. There is an unbound text box the user can put an amount in that
will be divided into 12 equal amounts and will be input to the Jan-Dec
fields, the total goes into the 1styear total. OR the user can input the data
in each field, or a combination of the two.

I want to keep it simple and flexible for the user. They are used to working
with a program that inputs similar to Excel. To make it even more fun, we are
in the middle of changing to a new system and all our current cost centers
and expense element codes will be changed. We have incoporated this info into
the reference table. At this time we do not have a complete list of the new
accounting codes/names. :) I don't forsee this as a problem for the end
results. The user will be able to see the old and the new codes on the input
form when they make their selection from the dropdown list and the
appropriate names will be in the reports as well. We will be inputting data
under the old codes and by the time the budget is processed in August, we
should be able to report using the new codes. time will tell.

I've never had a need to perform a calculation at the form level, its
something I would do in a query or at the report level. I don't need to
"Find" a record, or "GoTo" a record. I've gotten all my Access 2000
develper/programming books out and read all I can find on working with
recordsets. :) I'm still at a loss. If it can be done in Excel, why can't it
be done in Access is my question.

I suggested we have an Excel spread*** as an input form and bring that
over to Access, but he doesn't want to do that. If it were up to me... that's
what I'd do. :) But its not up to me, and this guy is confident that I can
make it work in Access. If we can't get the totals to show up on the record
as they are inputting the data, then so be it.

I truly appreciate you taking the time to read this lengthy message. Donna









"Nikos Yannacopoulos" wrote:

> Donna,
>
> I'm afraid your new post isn't really more enlightening than the
> previous one... at least not to me :-(
>
> Reading the first part I couldn't help thinking this sounded more like
> an Excel thing, so I wasn't really surprised at your closing comment. I
> suppose there must be a compelling reason for doing this in Access
> rather than Excel. What are you trying to achive with this database?
>
> Now, on the question at hand, it would help greatly if you told us s a
> bit about your design: is it just one table, with 12 month + 1 total
> field for yr1, then 4 q. +1 total field for yr2 and another 3 total
> fields for years 3 to 5? Or what?
>
> Nikos
>
.