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Home > TechHelp > Directory > Access > Invoicing < Switch Function | Templates >
 
Invoicing
By Richard Rost   Richard Rost on Twitter Richard Rost on LinkedIn Email Richard Rost   12 months ago

Order Entry System with Invoice Report Template


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This is the TechHelp video a lot of you have been waiting for. In this one, I will show you how to create a basic order management system for Microsoft Access. We'll build an order entry form with the related tables and queries. We'll link it to our customer database. We'll create a fully printable invoice report. This one is over an hour long and PACKED with useful tips!

Scarlett from Atlanta, Georgia (a Platinum Member) asks: I know you have lots of lessons on creating an order entry system with invoices. I don't have time to learn all of that or watch 20 hours of video. Can you show me how to put together something quick and simple? I just need to be able to invoice my customers for a few products and my labor. That's it. I plan to watch all of those lessons eventually, but I'm doing my billing now with Word and Excel and it's getting cumbersome. Help.

Watch These First...

This video is based on the databases built in these other lessons. Watch these first if you haven't already:

Members

I'll show you how to create an order list so you can see all of your orders sorted by date and double-click on one to open it up. We'll copy the customer's address info to each order, so you know where the order was shipped or billed at the time it was placed. We'll also create a product list so you can pick a product and add it to the order with one click. This video alone is worth the cost of membership for a year!

Silver Members and up get access to view Extended Cut videos, when available. Gold Members can download the database template from class plus get access to the Code Vault. If you signed up on YouTube you have to contact me so I can set up your account here on my web site. If you're not a member, Join Today!

Free Download

Updates

  • Set a default value for the customer combo box on the order form here: Value From a Form
  • Create the Product Form and calculate markup, margin, sale price, etc.: Markup
  • Switch from Quote to Invoice to Receipt: Quote, Invoice, Receipt

Links

Relationships: https://599cd.com/Relationship
Sequential Order Numbers: https://599cd.com/Counter
Hiding Customer IDs: https://599cd.com/CustomerCode
Calculated Query Fields: https://599cd.com/Calculated
Concatenation: https://599cd.com/Concatenation
Relational Combo Boxes: https://599cd.com/RelationalCombo
Sum Function: https://599cd.com/Sum
Form Footer Totals: https://599cd.com/FormFooterTotals
Outer Joins: https://599cd.com/OuterJoin
Sorting & Grouping: https://599cd.com/Grouping
Open Form Specific Record: https://599cd.com/OpenFormSpecific
Open Report Specific Record: https://599cd.com/OpenReportSpecific
Query Criteria: https://599cd.com/Criteria
Forms FormName Notation: https://599cd.com/FormName
Double Double Quote: https://599cd.com/DoubleDouble
Sales Tax: https://599cd.com/ACX8

Feature Requests

So a bunch of people have so far asked me to make this into more of a full-featured Template, which I'm going to do. Yes, I cover more in-depth order entry in my full Expert classes, but a lot of people don't want to watch 20+ hours of lessons in different courses to add order entry to their databases. So, if you have an idea for what you'd like to see added to the Template, then post your comments below.

  • Consecutive Order Numbers per Customer
  • Obscured Customer IDs
  • Developer students are getting Inventory tracking in their classes. I'll add it to this
  • Sales tax by product / customer 
  • Accounts receivable

Learn More

FREE Access Beginner Level 1
Access Level 2 for $1.00

Free Templates

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Blank Template
Contact Management
Order Entry & Invoicing
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Questions?

Please feel free to post your questions or comments below or submit them via the TechHelp page.

 

Print Preview of Invoice Report Upload Images   Link  
Despina Karayanni 
2 days ago
Hello,
It would we very helpful to open the invoice report in preview mode, without opening the order form. Is that possible?
Thank you very much.
Scott Axton
2 days ago
Yes it certainly is possible.  
I'm going to challenge you to walk through and figure this out because you have so many of the courses. I can give you the easy answer and just do it or I can teach you how to figure it out.

Here are some hints:
Look at the print button on the order page.  in design mode, events of the button, how are you doing the print preview from there?  
How does the report know which invoice to print?  
How can you tell the invoice report to which invoice it is you want to print?

Now back up one step to the form you got to the order from.  How did you get to the order you wanted to view / print?

Given the answers to those questions, how can you apply that process to printing the order with out opening it.

Give it a go!  Come back and ask questions if you get stuck. I'm not trying to be cryptic just trying to help your growth in learning.
Richard Rost
2 days ago
Possible? Sure. You'll have to provide the OrderID for it some other way then... the way that it's built now.
Add a Reply
Prints Multiple Copies of Inv Upload Images   Link  
Ramona Woitas 
3 days ago
I first created my invoice database from watching your videos (Which I love BTW), to use for my husband's business.   My invoices are quite complicated compared to what you had showed us in the video, so I had to figure out how to modify it.  And I did, with a few gliches (Giving myself a little pat on the back. lol).  However, I have had this problem for a few years, and I can't figure out what I did wrong. Read More...
Ramona Woitas
3 days ago

Ramona Woitas
3 days ago

Add a Reply
Add Company Info to OrderF Upload Images   Link  
Joshua McCartney 
4 months ago
Hi, thanks for all your tutorials. I am wondering if you culd point me to the video where you run through how to add the Company info to the OrderF as you mentioned? Thanks
Richard Rost
4 months ago
Do you mean copying the customer's name and address to the order form? That's covered in the Extended Cut above. You're a Gold member, so you should be able to watch it. I don't have company name as a field in this database, but that would be very easy to add.
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