RE: Invoicing database design

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I noticed that nobody answered. I think that this is due to several issues
and complexities. If I may mention and address a few and then provide an
idea to hopefully get you pointed in the right direction.

- Semantics / definitions problem. In most business circles invoicing is a
one time event, THE billing for goods or services provided. Anything else
(e.g. reflecting payments, a repeated listing of still open items (but NO
first billings for items) would be a different item which is a "statement."


- Your description was hard to understand. This is understandable, give
the complexity of what you're trying to do. While the specific were not
rigorously understandable, I did get the general idea.

- What you are describing is a complex application, not just a question to
be answered. For example, it is fundamentally different and more
complicated than the Northwind example.

- If you want something that is quick or easy to get to the point where it
is ready to use, you might have to buy/use enterprise software rather than
developing it on Access.

As an overview to do it in Access, you'll need to set up a table which is
an "accounts receivable" ("A/R") ledger for each customer. One field will be
the customer ID number. Each transaction involving invoicing or receipt of
payment from that customer, or other items affecting (such as credits)
affecting what they owe will be a record in this table. It's up to you
(based on your particular needs) whether the individual line items from your
invoice each become a record, or whether the whole invoice becomes a
one-record summary.

You need to set it up so that invoicing an order generates ("posts") the
appropriate entry in your "accounts receivable" table. Statements would be
reports generated from the A/R table.

Again, this is just an overview, what you're describing will require a lot
of work and details.


"the bp Guy" wrote:

I am redesigning an existing database and need to put some invoicing
capabilities in it need to carry forward some payments an credits to the next
invoice. the existing database was a simple one table database to store info
for the amount of credit cards that we need to reimburse our customers. Now
we are setting up the invoice for gas purchased less credit cards to be
reimbursed. Not always equal need to carry credit to next invoice. I have
made a form to add credit to next invoice but seems to be alot of manual work
and could run into problems if the the credit doesn't get entered

Thanks for your help
.

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