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Access Check Register Seminar

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The Check Register Seminar is over 5 hours long and covers everything you need to know to build a database in Microsoft Access to manage and maintain your checking, credit card, and other accounts.


Topics Covered

In Lesson 1, we will build the basic check register table, a query to calculate the transaction amount, and to show whether or not each transaction has cleared the bank. We will build a continuous form for check register data input with a form footer and totals.

In Lesson 2, we will learn how to calculate running balances, both in a printable check register report and on our data entry form using the DSUM function.

In Lesson 3, we will build a report to print single checks. We will learn about a function to convert a currency value into printed english words, like "one thousand fifty-two dollars and six cents." We will calculate the next available check number, and write code to hide the "print check" button if the check has already been printed.

In Lesson 4, we will learn how to batch print checks. We will build a separate form showing all of the checks that have yet to be printed. You can select individual checks, or select all. We will calculate the total amount to be printed. Once printed, we will update the "has been printed" field.

In Lesson 5, we will add a list of payees and categories to track expenses. We will add payee address information to our printed checks. We will set up our check register so that once a check has been printed, or any transaction has cleared the bank, it cannot be edited.

In Lesson 6, we will make our database handle multiple accounts. You can use it for multiple checking, savings, petty cash, credit card, or other types of accounts. We will create an account summary on the main menu so you can see your balances at a glance. We will set up the batch printing so you can print all checks from one account at a time.

In Lesson 7, we will add a ton of miscellaneous enhancements. First, we will make it so each transaction can either be a debit or a credit, but not both. We will conditionally format so that credits show up green and debits red. We will add a triple-state checkbox to filter cleared transactions (cleared, not cleared, and all). We will add filter by date range text boxes, and a sort A-to-Z or Z-to-A buttons to sort by check date. We will hide the batch print button if no checks are waiting to be printed. We will add the ability to select 1-up or 3-up checks to be printed (1 per page, 3 per page). We will show the number of checks waiting to be printed from each account on the summary on the main menu. Whew. That was a lot. 

In Lesson 8, we will add report menu. We will create a form-based pie chart to show your account balances at a glance. You can filter by account and date range. We will use the classic Access pie chart object first, and then I'll show you the new Metro chart added in Access 2016. 

In Lesson 9, we will add additional reports. We will make an expense report which is grouped by category and then by payee, with group totals. We will create a custom build event for the report header so it will show the account info and dates if any filters exist. You will see how to put the date the report was printed in the form footer, as well as the page and total number of pages. Finally we will create a transaction report showing all transactions between two dates for any account.


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Please post any questions or comments below.


Check Register Upload Images   Link  
Larry Fisackerly 
13 days ago
Can transactions be imported from my bank? I can download bank transactions to a csv file. Can the csv file be imported into the register? Do I have to manually enter each transaction into the register?
Scott Axton
12 days ago
Absolutely.  I don't see a problem at all except their data structure and yours most likely will not be the same.

I would first import the data to a "temporary" table.  Then use an Append Query(s) to insert the data into the proper fields to the register.

Try everything out with a COPY of your db first.  Get everything working as you like, then we'll help walk you through moving it over to your live db.

I say a copy because you'll have goofs along the way I'll almost guarantee. Backup, Backup, Backup!

Use the search box above for "Importing" and also "Append Queries"

Larry Fisackerly
12 days ago
To clarify, I can import my csv transactions into the check register? I do not have to manually enter transactions one at a time?
I appreciate your advice to learn with a copy and backup often. My slogan for that is SOSSave Often Stupid. Saved me many times from disaster. Thanks for your help.
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Split Transactions Upload Images   Link  
Richard Rost 
3 months ago
Is anyone interested in split transactions? I've been asked a couple of times by students for this feature. I may add it to a "Part 2" of this seminar.
Richard Senecal
3 months ago
Yes, I frequently split my transactions and this would be a much appreciated feature for me.
John Schulte
44 days ago
Split transactions would be very handy to records more than one type of expense purchased or recording deductions on a paystub.
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Invalid Use Error Upload Images   Link  
Dianne Force  
4 months ago
I just downloaded the check register template to see if I wanted to buy this seminar. When I opened the CheckRegF, it comes up with the following error. "The expression On Current you entered as the event property setting produced the following error: There is an invalid use of the . (dot) or ! operator or invalid parentheses." Read More...
Alex Hedley
4 months ago
Did you open it from the Main Menu for or directly from the Navigation Pane?
Richard Rost
4 months ago
Yeah, I just tried downloading it and I didn't get that error. Make sure you are running it from a trusted location (say YES when the security warning comes up to allow VBA code to run) otherwise you may get any number of random errors.
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