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Home > TechHelp > Directory > Access > Invoicing < Switch Function | Templates >
By Richard Rost   Richard Rost on Twitter Richard Rost on LinkedIn Email Richard Rost   11 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:


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


  • 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


Sequential Order Numbers:
Hiding Customer IDs:
Calculated Query Fields:
Relational Combo Boxes:
Sum Function:
Form Footer Totals:
Outer Joins:
Sorting & Grouping:
Open Form Specific Record:
Open Report Specific Record:
Query Criteria:
Forms FormName Notation:
Double Double Quote:
Sales Tax:

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


Add Company Info to OrderF Upload Images   Link  
Joshua McCartney 
3 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
3 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.
Add a Reply
Multiple Payment Source Upload Images   Link  
Marily Cruz 
3 months ago
I work for a none profit agency where we use multiple grants to pay incoming invoices and each invoice has multiple line items. Grant funds pay some measures and other federal grants pay for others. How can I create a payment form that would reflect the different grants i am using to pay for 1 invoice?
Adam Schwanz
3 months ago
In the same way you made customers and track their balance, you can make a "payments" table, check cash etc, then your grants and track the balance in there.

Or you can make a new "item" with a negative cost and put it in the order details on invoices if you want to do it that way.

Or you can make a table that tracks the total amount of each grant and use VBA to remove some of the balance when you use it on an invoice.

Lots of options, I'm not sure what suits your needs best.
Adam Schwanz
3 months ago
If you're looking for videos it looks like Access Dev 8 cover partial invoice payments
Add a Reply
Expected End Sub Upload Images   Link  
Ben Harosh 
5 months ago
I came to the video:
And I performed all the steps.
As soon as I click on the "Add" button I get the following error:
compile error:
Expected End sub
Alex Hedley
5 months ago
Private Sub AddBth_Click ()
End Sub

Private Sub Addbutom_Click ()
. . .
End Sub
Alex Hedley
5 months ago
Careful of your spelling

Did you rename the button at some point?
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Keywords: TechHelp Access order entry, order form, order details, billing, receipt, invoice, invoicing, invoice report, order template, invoice template, purchase order, accounting, order management, order entry form, invoicing template, invoice template, quotation  PermaLink