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Statement problems

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    Statement problems

    Hi, I have designed a database that we can enter clients and then create a new job for that client, then when that is finished, an invoice.
    This all works well.
    We have a lot of clients that may have 3 or more jobs a month and are on 30 day terms, so I want to create a statement generator, the trouble is I am getting this on my report:

    Date Invoice N0 Job Type Total

    09/11/2008 20080012 Television $71.87
    09/11/2008 20080012 Television $71.87
    09/11/2008 20080012 Television $71.87
    09/11/2008 20080012 Television $71.87

    The problem is that due to the invoice set having 1 to many relationship with other tables, for example the "Products"

    I have tryed to filter out report so it only shows 1 Invoice No per Invoice but have had no sucess. Is It possable?
    If So, How????
    Please Help
    Regards Peter.

    Re: Statement problems

    Hi Peter,

    As you have now discovered that your input set gives this undesired result, you will need a new Set for the monthly Statements report.

    Set design:

    You will need a form to make payments against each Invoice, having a payment you can filter out those invoices for the Statement report and also be able to produce an out standing invoice report.

    With a bit more practice you will be able to produce an analysis report to show outstanding invoices on a 30/60/90 report.

    Let us know how you get on.
    Keith Hubert
    Alpha Guild Member
    KHDB Management Systems
    Skype = keith.hubert

    For your day-to-day Needs, you Need an Alpha Database!


      Re: Statement problems

      Hi, I tried as you sugested but have same problem.
      The Set structure I have set up works well. I have attached the set.

      No matter how I arrange the set,when I query unpaid Invoices, (due to the 1 to many links) I will always get repeating Invoice No's and amounts owing.

      Or Is my set stucture all wrong?
      Regards Peter.
      Last edited by peter.ed; 11-30-2008, 04:52 AM.


        Re: Statement problems


        1) it's not clear to me how you identify invoices that still have open (unpaid) balances. Can you explain how you're doing it?

        2) Study the User Guide chapter on Reports, especially the section on working with one-to-many sets. You're probably getting repeating field values from the parent table because they are placed in the details band, instead of in a group header band in your report layout. The fix usually involves defining a group break using a field that uniquely identifies each parent table record. Put the fields from the parent table in the group header band, but the child table fields in the group details band. Explained in more detail in the material I've referenced above.


          Re: Statement problems

          Hi Peter,

          In the file supplied I cant see a set for a Statement report.

          For us to help you with a problem, there must be a problem there to work with.

          I have a question, why have you got so many different types of Invoices in the Invoice Set? The chargeable items are all Items with different cost centres. They can all be in the same table.

          Do you have many descriptions and time charges for the same job?

          You do not need to have a browse with all Invoices on the Invoice Form, how would you do that without a computer?

          On the Invoice report, the totals would be better placed in the footer rather than the detail section.

          The Main Menu form is best attached to a Dummy table or a company info table, not the Invoice Set.

          I offer these as suggestions not as criticisms.

          If you can get Skype we can talk through what it is you are trying to achieve.
          Keith Hubert
          Alpha Guild Member
          KHDB Management Systems
          Skype = keith.hubert

          For your day-to-day Needs, you Need an Alpha Database!


            Re: Statement problems

            Hi, Thanks,
            It's a bit of a long story,so I will try and make short.
            For a completed job we need to have
            *possable multiple repair descriptions. Hence 1 to many relationship.
            *possable multiple parts used on job.Hence 1 to many relationship.
            *Possable multiple people working on job so multiple time charge out.Hence 1 to many.
            *Possable multiple payments made on invoice. Hence 1 to many.
            I have thes all linked to the Invoice Header.
            Is there a better way of doing this?
            Regards Peter.


              Re: Statement problems

              Hi, Tom.
              I have set up a script to query the balance totals to pull up all totals that are >0