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Access Payables Seminar
By Richard Rost   Richard Rost on Facebook Richard Rost on Twitter Richard Rost on LinkedIn Email Richard Rost   11/10/2010 10:49:32 PM
Microsoft Access Payables Seminar

Build a database to manage the accounts payable and bill payments for your small business or personal finances.

This seminar has several main goals. You will:

1. Track payees / vendors and all related data
2. View account balances at a glance
3. Enter invoices and bills, including recurring bills
4. Process payments for each bill, even multiple payments
5. Print checks right from the database
6. Assign payment terms to vendors, calculate discounts like 2%10 NET 30
7. Generate various reports, such as an aged accounts payable

Click here for more information on this seminar.

Permanent Link
Course Link: Access Payables Seminar
Keywords: access payables accounts payable bill payment
Page Tag: whatsnew

Automation error Library not registered Comment from Darrell Babers @ 3/28/2018
"Automation error Library not registered" When I try to use the chart Wizard any suggestions?

Reply from Alex Hedley:

Have you recently updated Office or installed other programs?
Usual reboot, repair, re-install. Check the instructions and be sure you want to do that.
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ref payeelist sorting label Comment from John Hubbard @ 9/9/2017
Alex, stupid me just a stupid typo...should have checked it closer. Sorry

Reply from Alex Hedley:

Glad it was an easy fix :)
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ref payeelist sorting label Comment from John Hubbard @ 9/6/2017
In lesson 13 04:40 ref payeelist sorting label code - getting compile error sub or function not defined when clicking on payee label.  The RequeryPayeeList is highlighted.  Thanks in advance..

Reply from Alex Hedley:

Does that exist on the form? Did you rename the List?
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8 55 Comment from Matthew Pattison @ 12/7/2016
8.55 or can u lock billDate with a AfterUpdate event? to prevent changing it?

Reply from Alex Hedley:

Do you want it locked after you set it?
You could toggle the .Enabled or .Locked Properties in the AfterUpdate.
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Formatting fields in list boxes Comment from Mark B @ 5/30/2016

Is it possible to format my "Paid" field in a list box to show green and my "Unpaid" field to red, like you can in a continuous form?
Regards, Mark

Reply from Alex Hedley:

List boxes unfortunately don't have this capability.
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DoCmd GoToRecord Comment from Mark @ 5/27/2016
Hi, problem solved, I didn't realise I missed out the "F" at the end of the form names... works perfectly now. It took me hours to realise my mistake...
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DoCmd GoToRecord Comment from Mark @ 5/6/2016
I'm having problems with my DoCmd.GoToRecord,,acNewRec - it opens the form, but does not go to the new record and populate the fields with the data.

If IsNull(PurchaseMainList) Then Exit Sub
    DoCmd.OpenForm "PaymentsUnprocessedListF"
    DoCmd.GoToRecord , , acNewRec
Forms!PaymentsUnprocessedList!PurchaseID = PurchaseMainList  Forms!PaymentsUnprocessedList!PaymentDate = Date    Forms!PaymentsUnprocessedList!PaymentAmount = PurchaseMainList.Column(6)
DoCmd.OpenForm "PurchaseListF"

Any ideas why this is happening?

Regards, Mark

Reply from Alex Hedley:

Try doing one thing at a time.
Does the first line work
DoCmd.OpenForm "PaymentsUnprocessedListF"
Yes, try the second as well. Until you find the one that doesn't.
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Default Date Comment from Lynda Chase @ 7/17/2015
Hi Richard - At 12.49 I would like to be able to set the default value to the 20th of the month following, which is standard terms of trade in New Zealand.  Can you please tell me how I would write that in the Default Value Field.

Reply from Alex Hedley:

Check out Expert 27 and Expert 28
These cover Date/Time Functions.

You could use the DateAdd Function
DateAdd ( interval, number, date )

DateAdd ("m", 1, #20/07/2015#)
Result: '20/08/2015'

If you need to get the Current Date and use that you could do the following:

You could use DateSerial to build up the date
=DateSerial(Year(Now()), Month(Now())+1, 20)
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Format Currency Comment from Kalyana K @ 11/27/2014
Dear Alex Hedley,

Thank you Reply for my Email. But I could not get the answer I need Align Right & Format Numbers in List Box Not a Text Box.

Thank You

Reply from Alex Hedley:

Ah sorry I missed the Listbox, this has far less control, if you want a particular FORMAT in the Listbox add the Format to the Query then base the Listbox source on that Query.
Unfortunately you can't align the text in a Listbox.
You could make it a mono-space font and use some padding (extra spaces) to mimic an align right.
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Format Currency Comment from Kalyana Keerthi @ 11/23/2014
Dear Richard,

Can you explain how to format currency or number like 235,4575.23 and Align to right. All list box in Access payable Seminar lesson.  If I use CCur(FiledName) It formatted with $ sign I cannot use $ sign for local currency for Rupees.

I have set all currency Field, Data Type   Number, Field Size   Double, Format   Standers, Decimal Places   2 . I tried VB Code Amount Due like this Format( AmountDue ,  ###,###.00) But it Did not come right.

Can you please explain how to format Numbers and Date also like dd-mmm-yy to right Align.

Thank you

Reply from Alex Hedley:

What is 'Region and Language' set in Control Panel?

You can set the alignment of a Field in the Ribbon.
Select your Textbox, go to the Form Design Tools | Format and select the Align Right option.

For the DateFormat drag your Date/Time Field onto the Form, then in the Format Tab of the Property Sheet type in the Format you want (dd-mmm-yy)
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20th month following Comment from Lynda Chase @ 10/9/2014
Payables Seminar Lesson 47
Hi Richard

Standard terms of trade here in New Zealand are for a specific date, e.g 20th month following - could you please tell me how I could enter those sorts of terms so they will automatically update the duedate field.


Reply from Richard Rost:

So you want the 20th day of each month instead of the first? That's easy. Find the first day and then add 19 to it.
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Restrict Visible Records Comment from Lynda Chase @ 10/7/2014
Lesson 29 Payables seminar
Hi Richard, Just wondering, if I have a bunch of bills in the paymentunprocessedlistF, and I go to quickPay a selected bill, the form only shows me on a new blank form, and I have to manually scroll up to see the quick payment just made.  Is there a way to restrict the visible records on this form?  Hope you know what I mean.

Reply from Alexander Hedley:

Hi Lynda, I'm not exactly sure what you mean so you might need to explain a little more but normally if you want to restrict a set of records you can just create a QUERY with the ones you want to show and use that as your Record Source.
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ORDER BY clause Comment from Darrell @ 9/28/2014
In order to get my list to work I had to leave of the order clause

Reply from Rick Rost:

Your ORDER BY clause is probably typed in wrong. What do you have? Post it here.
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Access Payables Seminar Comment from Giorgio @ 6/29/2014
The link that says, "You can click here to watch the first lesson absolutely free." doesn't work

Reply from Richard Rost:

Thank you. I'm still in the process of moving the video files to a new server. That's one of the pages I haven't gotten to yet. I'll get it fixed soon. You can find the seminar in the Online Theater and the first lesson (Introduction) for ALL of my courses is unlocked.
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Comment from Alex Hedley @ 11/17/2013
Hi Ramona,

Just add the 'PayeeT' to the Query, join on the [PayeeI] and pull in the [PayeeName].

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Comment from Ramona Woitas @ 11/5/2013
I'm just reviewing the payables seminar again as there is some very good information in it that I can use for my database.  However I have one question!

You were creating the "BillsWithPaymentsQ" and you brought in the PayeeID Field.

Is there a way to see the actual Bill Name and Payee Name in the query instead of the Bill ID and Payee ID number?

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Where did you go Comment from Ramona Woitas @ 9/7/2013
4:19 - Lesson 24
When you made a mistake for the Form_Open (Cancel As Integer)

RecolorLabels was ("DueDateLabel") and you changed it to ("BillDateLabel")

Where did you go?

Reply from Richard Rost:

What do you mean?
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Debug Comment from Ramona Woitas @ 9/7/2013
2:58 Lesson 22
When I go to open the payee list from the main menu and select National Fuel, I get a Run-Time error '2447':  This is an invalid use of the .(dot) or !operator or invalid parenthesis.

This is what comes up when I hit Debug:
BillList.RowSource = "SELECT BillID, DueDate, AmountDue, Balance " & _
        "FROM BillsWithPaymentsQ WHERE " & WhereStr & _
        " ORDER BY " & Forms!PayeeF!SortBy

Reply from Richard Rost:

I need to see your WhereStr and SortBy to tell you what's wrong. MsgBox the complete SELECT statement (set it to a variable first then MsgBox it) and that should show you where the problem is.

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Bill Summary Form Comment from Ramona Woitas @ 9/7/2013
Richard I am so sorry!
I guess a good nights sleep does wonders.  I must have been going cross eyed last night.

When I open the Bill Summary Form, I can now see the payees and the details.  I forgot to change the Where statements from WhereStr to WhereSQL in Lesson 18
Thanks Anyway!

Reply from Richard Rost:

Glad to help. :)
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Bill Summary Form Comment from Ramona Woitas @ 9/7/2013
My Total and Past Due columns sort beautifully.  However my last bill and last payment sorting doesn't work.  I have checked the SQL statements to make sure they were right, but I don't know what I did wrong / missed!
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Bill Summary Form Comment from Ramona Woitas @ 9/7/2013
Up to this point it all worked out fine.  However when I reopen the Bill Summary Form, it is blank.  The Due Today and Unpaid Bills ONLY are the defaults like yours, but there is no payee information.
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Accounts Receivable Comment from khaja nizamuddin @ 7/28/2013
Hi Richard..

You have mentioned in Intro lesson that there is a lesson for receivables , I wish to know if there is a seminar similar to payable for receivables.



Reply from Richard Rost:

There isn't a specific seminar for this topic because I covered it in my Access (2003) Advanced series in lessons 305, 310, and 312. CLICK HERE for links. I will also be covering this topic again in my upcoming Access 2013 lessons as I'm currently in the process of revising them and rebuilding the order-entry system.
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Foreign currency Comment from khaja nizamuddin @ 7/20/2013
Hi Richard,

Please guide me in setting up currency to Indian Rupees ( Rs ) instead of $ for entire project.

Reply from Richard Rost:

This is something that you do in your WINDOWS Control Panel under Regional Settings. It's not something that you set up in Access.
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Full Screen Comment from khaja nizamuddin @ 7/18/2013
Hi Richard,

I am using Access 2007 version, when I create a form it's coming full screen/page and not as I see in video a smaller type of form, I have tried searching over internet for a solution and cant find one, please guide me.

Reply from Richard Rost:

I cover this in my Access Beginner Level 2 class. You have to switch your database from the new TABBED VIEW to OVERLAPPING WINDOWS. It's under FILE (the round Office Button in 2007) then Access Options > Current Database.
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most comprehensive Access Seminar Comment from Bruce Reynolds @ 2/4/2013
This was the most comprehensive Access Seminar that I have taken on

Reply from Richard Rost:

Glad you enjoyed it.
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DIM variables Comment from Bruce Reynolds @ 12/11/2012
In the private sub Command15_Click(), how come you did not use the dim statment to define the data type for the R variable for the line:
R = inputbox("The balance due on this...)

Is the default data type for the inputbox a variant data type?

Reply from Richard Rost:

Bad habit. You don't HAVE to DIM all your variables, but you should. Yes, if you don't DIM them, you end up with a variant, but VB is pretty good at realizing what kind of data you're working with. It's not like C/C++ where you have to DIM everything. That's what that "option explicit" statement does.
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PaymentsByBillQ Comment from Bruce Reynolds @ 12/7/2012
In the join property between BillID of the BillT table and BillID of the PaymentsByBillQ query, is this a one-to-one relationship? If not, is it a special join? Also, is this a local as opposed to a global join?

Thank you,

Reply from Richard Rost:

PaymentsByBillQ only has one table in it: PaymentT. There are no joins. The BillID comes straight from the PaymentT.
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Syntax error in FROM clause Comment from SteveHenderson @ 10/2/2012
The problem seems to have corrected itself when I continued with the lesson and applied the 'size to grid' formatting. Why would sizing eliminate the error?  Thanks.

Reply from Richard Rost:

Who knows? Gremlins. :)  Seriously... sometimes problems just fix themselves. When something CRAZY is going on: (1) close and reopen the form, (2) close and reopen the database, (3) reboot the computer. Sometimes code just needs to reset, or variables need to clear, or memory needs to wipe, or SOMETHING is going on behind the scenes that messes stuff up.
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Syntax error in FROM clause Comment from SteveHenderson @ 10/2/2012
On lesson 19 of the Access Payables seminar I added the total for the Balance column (time index 4:33). I now receive an error stating 'Syntax error in FROM clause' whenever I run BillSummaryF. I've checked my code against that in the lesson and can find no difference in spelling, spacing, etc. It looks the same. What can be causing this error?  Thanks.

Reply from Richard Rost:

"Syntax Error in FROM Clause" usually indicates that the table or query name in your SQL statement is incorrect. Also, make sure the fields you're performing calculations on are actually in the table/query. For example, if you say:

SELECT FirstName, LastName FROM CustomerT

and LastName isn't IN the CustomerT, you'll get an error.
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Comment from  Jim Gray @ 2/28/2012
I too have that error message pop up.  I have researched the syntax error problem on your forum and found nothing applicable and I will go back like Brent did to find where I made an error.  I was just curious if you folks had a chance to research this issue and had any results.  Thanks for your continued time and patience with us who struggle a little with some of the intricacies of Access.
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Comment from  Jim Gray @ 2/25/2012

Not sure but I think that you forgot to add the last statement to your RecolorLabels sub---the Me.Controls(LabelName).Forecolor=rgb(200,100,50) statement?
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Comment from  Jim Gray @ 2/22/2012
When you use DMAX on date fields, does it return something other than a date formatted object?  I had to use the CDate funcion on those formulas computing lastbill and lastpayment to get the list to sort properly....
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Comment from  Jim Gray @ 2/21/2012
I noticed something odd using the DMax function on dates eg LastBillDate.  It returns a value that does not sort correctly.  I had to use the CDate function on that parameter to return a value that would sort properly....
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Comment from  Jim Gray @ 2/20/2012
Couldn't you make the RecolorLabels Sub from before a public function and just pass the label names to it, rather than rewriting this code here?
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Comment from Jim Gray @ 2/16/2012
How exactly would you handle a payee that could have invoices in several different categories? (eg. a VISA business account) Would you set up that as a many to many relationship with a cross reference table?  If so would that influece how you set up the remainder of the tables and forms?  Thanks as always for your advice..
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Comment from  Jim Gray @ 2/13/2012
I just started this seminar and perhaps I am jumping the gun a little.  I have constructed a database for our volunteer ambulance service using the lessons from your access 2003 lesson package.  I therfore have the billing and accounts receivable side of our opertation pretty well designed. This seminar is going to help me put together the payables side and I need to tie each of our payables to a city fund code (simiar to a corporate budget or account number).  If I put a field in the category table for that fund code, would I be able to then tie the payable back to this number in a budget? Seems like I should be able to...

Thanks for your great courses and help...

Jim Gray
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Budgeting Comment from Jim Gray @ 11/22/2011
I am building a database for our volunteer ambulance service.  We need to submit an annual budget to the city and I would like to use this seminar to keep track of our payments for services, medical supplies, etc.  Would I use the vendor categories to tie payments to specific payables accounts assigned by the city and then put these payments into our budget for the year?  We need to keep track of how we stand against our submitted budget, submitting these status reports to the city council on a monthly basis.  One more little wrinkle..Each invoice could be spit into several accounts so I need to allocated partial payments via line items on the invoice.  It looks to me that this seminar would accomplish all these goals and more....  Thanks as always Richard for your insight.  

Jim Gary
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Comment from Leroy A Diaz @ 10/4/2011
i have Bought Your Access Payables And Have Tried To Build It As You Go BUT I Have Come To A Wall On It. When You Build The "PaymentsForCurrencyBillQ" And In The Criteria Section Put "Forms!BillF!BillID" it works fine when you run it. The problem i am having is when you add a listBox to the "BillF" and use the wizard to build it. I am using access 2000 and the wizard for this part gives me an error, saying "No Value Is Given for one or more parameters" so is there a way to do this for us who still use access 2000?
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Comment from Kenneth Lange @ 6/3/2011
Maybe I did something wrong here, but I thought the bills would have shown up in the Recurring Bills to show that I havePayments Due.  After looking at the code in my program, I see where the Recurring Bills are Seperate from the Stand Bills in my Database.  Is this the way Your BillsT and RecurringT work?
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Comment from Mubeezi Micah @ 5/18/2011
Dear Richard,

It seems there is some logic that i don't understand at 6:45. Much as minus-day sorts the error, i cant exactly understand how it solves the problem

Please shed a bit more light on this


Reply from Richard Rost:

You're adding a month and then subtracting a day. So if you have 9/1/11 it will add a month, bringing you to 10/1/11 and then subtract one day to 9/30/11. This gives you from the FIRST to the LAST day of the month.
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Comment from Steve Henderson @ 2/14/2011
I use Access 2007.  When I try to set a Record Source on the All tab of the Property Sheet it asks which table I want to attach it to, but it does so inside a Query, not as you show.  Is there a problem with my Access settings or is it another issue?  Thanks.

Reply from Richard Rost:

Steve, I'm not sure what the problem is. You should be able to put any table, query, or even an SQL statement in the Record Source property of a form. Can you tell me, more specifically, what you're doing and what is happening?
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email deletion Comment from Lynn Robbins @ 12/22/2010
In what objects is the data live. If I change data in a query  or report will it change or update the original data. If i make an error entering the data or mistakingly edit  it, Will it change the original data?
In which objects  do I have to be careful about this?
In objects other than original table where entered

Reply from Richard Rost:

Tables, queries, and forms are all LIVE. You can't change data in a report. If you make a mistake, you can usually undo it (with the newer versions of Access). Once you commit the record to the table, however, you could be out of luck. Of course, Rick's #1 Rule is ALWAYS, ALWAYS, ALWAYS make a good backup.
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Comment from  lynn robbins @ 12/5/2010
Regarding deleting or changing data in an object: query, In which does this change or delete data in original table or throughout database?

Reply from Richard Rost:

Lynn, I don't understand your question. Can you elaborate please?
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Comment from Brent Rinehart @ 11/29/2010
After going through Lesson 19 - Bill Summary Form 5 when I double click on the billsummaryF I get a error that opos up that says "syntax error in FROM clause" I double checked everything I did could not find anything wrong even restarted with the backyp database before lesson 19 and redid it and got the same error. What would cause this?
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Comment from Brent Rinehart @ 11/28/2010
In this lesson around 10:50 you talk about changeing the default value of the sortby box to display the form by due date, how would you show due date desc, I tried typing d"uedate DESC" in the default section, but still showed due date with the oldest unpaid bill at the bottom I would like the next bill due to show on top.

Reply from Richard Rost:

You can make it "DueDate DESC" if you want. That should work. However, keep in mind that the OLDEST dates are the SMALLEST values, so if you sort it that way you'll see the bills due furthest in the FUTURE first. Remember to put this as the value in our Sort Box - not the listbox itself.
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Comment from jackie @ 11/21/2010
do you plan to make a handbook for this seminar?

Reply from Richard Rost:

Yes. If enough people sign up for it, I will produce a handbook for it.
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Comment from  jimmy @ 11/19/2010
it's a excellent course but why you are so tired

Reply from Richard Rost:

Recording videos for 6 hours straight until 3am. Not enough coffeeeeee. :)
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Comment from jimmy @ 11/16/2010
Greetings Richard,

please let us know what software you will focus by  the next courses i don't like surprises

Reply from Richard Rost:

Ha ha. Excel 2010 is coming up next.
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Comment from Kenneth Lange @ 11/16/2010
As I have been following along with your Accounts Payable Seminar Series, I am in Video 45 on Referential Integrity at timestamp 7:37 and you are adding Forms!Payee!BillList.Requery to the Form_Close Event, but I already have that in the Form_Close() event from a Previous Lesson.  Did I miss Something?

Reply from Richard Rost:

That's always possible. :)  It could also be that I added it, accidentally deleted it, and then re-added it again in the video. Most of the time while I was building this seminar, I had TWO copies of the database going. I would make the change in DB1 to make sure it worked, and then walk through it on video for DB2. It's always possible I goofed and added it twice. The important thing is that it works.
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Comment from Kenneth Lange @ 11/16/2010
Greetings Richard,

I do not know why, but the Video Seminars (Currently viewing Accounts Payable), playing for me in the Amicron Video Player seem to play audio, but the Video seems locked up when I try to play them sequencially.  I have found that when the video is locked up, Pressing the 'Stop' Button, then wait for a few moments and then Press the 'Play' Button and everything seems to work Fine again.

Yes, I also tried to install your updated video player.

Iam using windows 7 with the latest updates from MS.

Reply from Richard Rost:

Kenneth, I don't know what the problem could be. You say it works fine in the online theater, but you have problems with the download version. I, too, have a PC here with Windows 7 and all of the latest updates (IE, WMP, etc.) and it works fine. Can you bypass MY video player software and play the video files directly from Windows Explorer? They should be in your Documents/599CD folder.
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Comment from Kenneth Lange @ 11/16/2010
I am Trying to follow along and build your Accounts Payable Database to see how it works, but when I got to AP-23 Seminar at timestamp 5:54 the "PayeeListF" showed an "Add Payee Button" that I did not have on my form.

In Seminar AP-24 @ timestamp 3:45, my recolor code is not working as yours does it the video.

In Accounts Payable Seminar AP-25 @ timestamp 1:30, the code in the Video Seminar shows 'Dim S' & 'Dim C'.  My code from going through the Seminar to this point shows 'Dim R' & 'Dim C'.

Is there something that I did Incorrectly, or am I missing something?

I am a Newbie with Access Programming.


Reply from Richard Rost:

I'll have to go through and re-watch the videos to see exactly what you're talking about. Is anyone else having this problem?
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Comment from Brent Rinehart @ 11/14/2010
Lesson 5 I'm getting the title screen, and the audio in the amicron video player, the video part is not working

Reply from Richard Rost:

I just re-watched the first 5 minutes of the video, and it's OK for me. Again, try re-downloading it.
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Lesson 5 Comment from Brent @ 11/14/2010
I don't know if I am the only one having this problem, but I download the videos and I watch with Windows Media Player, I don't want to have to install more players and they have been working, but when I got up to Lesson 5 It seems to freeze on one screen and the audio continues on.

Reply from Richard Rost:

Brent, it's always possible that THAT specific video didn't download 100%. Try downloading it again and let me know. It's the EXACT same video file that appears in the Theater, which nobody else has complained about. Is anyone else having this issue? If you can give me the time index of where it freezes for you, I'll check it out myself.
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Comment from Julius Bratton @ 11/12/2010
FYI, when i downloads this course. The order of the lessons in the ini file is incorrect 00 - 09 is at the bottom. I was able to fix it but other users may not be able to.

Reply from Richard Rost:

See what happens when you forget the "ORDER BY" clause in your SQL statements? Videos download in the wrong order. :) Thank you for bringing this to my attention. It's fixed. You can re-download the lessons if you like and they should come in the right order this time. I'm surprised it's worked this long without any other courses having this problem.
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Comment from Alex Hedley @ 11/11/2010
Video 13. Payee List Sorting
Missing content?
The start skips to another point in the video

Reply from Richard Rost:

Yep. This is a bug. Somehow the video components were added out of synch. I'm fixing it now. Thanks for bringing this to my attention.

Update: it's fixed.
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Comment from Alex Hedley @ 11/11/2010
Intellisense in Access, brilliant addition!
Will save all that time looking for reasons why queries don't work due to silly spelling mistakes
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Comment from  Richard Rost @ 11/10/2010
MORE BUG FIXES that didn't make it in the videos:

If a payee doesn't have TERMS selected, and you add a bill or process a payment for him, it will generate an error. You can fix this by adding:

On Error Resume Next

to any subroutine that generates this error message.
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7/30/2019Microsoft Access Developer 13
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