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Marily Cruz 
Hi Richard, I work for a government agency where we contract a variety of vendors to perform a variety of tasks at any of the housing units we own. We use a 7 digit code to identify labor and materials and type of vender. For example 4437 labor & 757 electrical. Each housing building has its own 8 digit code that looks like 20-178-111. We must show all those numbers when we prepare a payment request to send to finance. How can I make a payment screen that would automatically enter all those codes and at the same time deduct the payment from the contract's balance? Any suggestions??
Scott Axton 
I highly recommend that you look at, and consider ordering, the Access Work Order Seminar

Your question sounds like a PERFECT fit for this. You can watch the first two lessons first for free, before deciding.
Plus as a Learning Connection and Gold member - don't for get to use the link(s) Richard sent you to take advantage of the substantial discount your eligible for.

When I first went through this, I was way over my head but Richard explains things so well I was able to get it running for one of my business partners with out too many issues. It was certainly a game changer for me.
---

Regarding the labor and materials etc I would create a "product table" to store those as items.  Then just add them like any other order detail for an itemized list for your invoice (order)


Scott Axton 
Wow sorry for the typos!

forget not for get.
you're eligible - not your
Richard Rost 
Adding those codes to your records is just like adding ProductID and ProductName to an order form like I show in the Invoicing extended cut. Same concept. Subtracting from the contract's balance, that's a little trickier. That could be handled multiple ways. I would just DSum up the payments and the compare them to the balance.
Marily Cruz 
Scott I have to agree when you said that Richard explains things so well. He is amazing. Thank you Richard for the advise, I will definitely do that.
Marily Cruz 
One more question. I was able to create the invoice and it worked just fine for some time, but now when I duplicating the items from the order detail but only on the report. The form shows the correct total and just 1 line item per product. I don't know what happened and I am breaking my head trying to figure it out. Any suggestions on what the problem could be? Thank you so much
Richard Rost 
Without SEEING what you have there, it's very hard for me to tell what the problem is. Upload some screen shots.
Marily Cruz 

Marily Cruz 
The report should look like this. But instead, it prints multiples
Marily Cruz 

Marily Cruz 
Sorry didn't mean to send it twice. I also noticed duplicates on my list of contracts, and it was not doing that. I must have done something but I can't figure it out and it's what I use to process all payments and now I have to retype everything into an excel spreadsheet so we can pay our contractors. I would really appreciate the help. Thanks again for your help.
Kevin Robertson 
Looks like you may have to set up a Grouping Level in your Report.
Richard Rost 
Yeah, either that or if you're just using one query as your recordsource, you'll need to aggregate it and group by the parent ID.
Richard Rost 
Let me see the design view of your report
Marily Cruz 

Marily Cruz 
I know the query is wrong but I am not sure what is the right way to fix it because there are many different tables involved. I'm sure you'll laugh if you see my query design. I've built this database on my own and with the help of Richard's YouTube videos, I've never taking lessons before, so all the help and suggestions I get is greatly appreciate it. I run three different programs and I've been trying to build a database for each because we are currently using excel spreadsheets for everything and it's very hard to keep track of clients, payments, work orders, etc. Thank you again
Marily Cruz 

Richard Rost 
Yeah, you need to either aggregate your query results, or add sorting and grouping levels to the report, or use a subreport. Several ways to fix the problem. Pick one. :)
Marily Cruz 
Thank you Richard. I will try all the of your suggestions. Thank you again.
Richard Rost 
I'd recommend learning about aggregate queries first. That's usually the easiest solution once you've already got a query like that built. Just group by your ParentID and hopefully everything else will fall into place. If not, grouping levels.

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