Data is being overwritten

  • Thread starter Thread starter soonerj
  • Start date Start date
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soonerj

Ok, I have a form that has a drop-down menu for account numbers. When
you select one, the customer and address fields populate. Then there
are several fields that the user fills in: Month, Amount of Bill, Type
of Service Completed, and Date Received.

Let's say I select account number 001. The name and address comes up
as John Doe, 123 any street, anytown, HI.

I then type in January, $12.00, Rabies Vaccine, 02-12-06.

I move on to the next record and it is for the same account. I choose
account 001 and the rest populates as usual. However, rather than
taking me to a new record it takes me back to the first record with
that account number.

What can I do so I can have multiple records with the same account
number? I'd need to input monthly data for each account without losing
any old data.

I'm an obvious beginner to Access so you'll have to reply like you're
talking to an idiot. :)
 
I'm not following. Why would you want to have multiple records all with the
same account number?

It sounds like you have two different sets of information. One is about
accounts, and has name/address/phone/... and AccountNumber.

The second set is your monthly (daily, weekly, annual ...) periodic data.
This needs to be in a separate table if you really want to keep a "history".

That second table, would you want summary data for an entire month, or would
you want a way to record each (and every) transaction? The difference
matters...

Regards

Jeff Boyce
Microsoft Office/Access MVP
 
Somehow it always makes sense until someone else reads it...

Anyway, every account holder gets billed several times every month for
various reasons. For example, this month you'd receive a water bill,
feed bill, electric bill, rent, and farrier. These are bills that
recur every month for every account holder. I need to be able to keep
track of each type of expense for each account holder over the course
of the year (to track increases and decreases in $$ amount). I didn't
want to make one form with a field for every type of expense because I
thought it might be cumbersome, not to mention that since I need to
record every month I had no idea how to do that without overwriting the
previous month's record.

We need the name and address to populate with the account number (for
sight verification purposes).
 
Either you have considerable time to devote to this effort (Access has a
steep learning curve if you want to do anything more than a simple
table/query/report), or you could spend a little bit and buy a COTS
(commercial, off-the-shelf) program designed to do what you just described.
Quickbooks comes to mind...

You could also check the Microsoft.com site for templates, and use
Google.com to search for a template/example that would give you a
head-start on this.

What you are asking for is much more general than the usual specific
"how-do-I" question these newsgroups can help with. But maybe one of the
other readers can devote the extended time it could take to walk you through
all the steps of designing and building this kind of application...

Good luck!

Jeff Boyce
Microsoft Office/Access MVP
 
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