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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.


Split Transactions Upload Images   Link 
Richard Rost 
2 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
2 months ago
Yes, I frequently split my transactions and this would be a much appreciated feature for me.
John Schulte
2 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  
3 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
3 months ago
Did you open it from the Main Menu for or directly from the Navigation Pane?
Richard Rost
3 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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Check Register Form Upload Images   Link 
Tim Schmidt 
8 months ago
In my check register all my entries appear when I open the checkRegF form up, I have to scroll down to the bottom to write out a new entry.  When I attempt to choose a vendor the error message come up saying Read More...
Richard Rost
7 months ago
(1) Does this happen in the STOCK database, downloaded from my site? If so, then I'll look into it. (2) If the answer to 1 is NO, did you run down the Troubleshooter? Runtime 3075 is the "Invalid Operator" error which means there's a bug in your code.
Richard Rost
7 months ago
I just tried to recreate the error messages, and I'm not able to. This seminar was released 5 months ago. Hundreds of people have used it, and as you can see from the message board here, nobody else is having this issue. It must be something on your PC. Try running the database on another machine.

You can sort the transactions any way you want. Right-click, sort. I cover this in my Access Beginner 1 class. There's also the Sort A/Z button we added in the class. To add a new item, you don't have to scroll all the way down. Just click on the ADD NEW RECORD button in the navigation buttons (again, Access Beginner 1).

As far as opening up the check register form and not seeing all of your previous transactions, it would certainly be possible to create an option to open the form in data entry mode. That's a form property. I would perhaps make a checkbox on the menu form that says "data entry only" and then open the form accordingly.
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Single check per middle of page Upload Images   Link 
Tim Schmidt 
8 months ago
I am using the check register template from the CHECK REGISTER seminar.  Its going along just fine but when I go to print checks it does not allow me to print one per page, where the check is in the middle of each page.  Is there anything I can do to help me correct this problem?
Richard Rost
8 months ago
Can you put one blank record in front of it?
Richard Rost
8 months ago
Hmm... we don't print checks that way here. We do it that way in the Mailing Label seminar. You just add the records to a table to be printed. This way you can print multiple copies of a specific label, or leave blank labels for a page. I didn't think this would be an issue for printing checks. If I get some free time, I'll make an addendum lesson. If you're in a hurry, check out the Mailing Label Seminar. Same concept.
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Question on the Seminars Upload Images   Link 
Tim Schmidt 
11 months ago
I have never taken or bought a seminar, are they the same as the regular classes I use.  The Beginner and so on?  Do I view them the same way? I just don't want to buy something I cant walk away from and come back and continue watching, like your your classes I have taken. Read More...
Alex Hedley
11 months ago
Seminars are usually just a longer format of the general lessons, a way to bundle a single topic into a collection.
They work in exactly the same way as normal lesson, they are added to your account and can be viewed whenever you like. Its the same system.
Tim Schmidt
11 months ago
Thanks, I will enroll this afternoon.
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Running Total Upload Images   Link 
Tim Schmidt 
11 months ago
I am looking for where I might be able to find a template or instructions on how to create a running totals on each record. I am looking to make a checkbook database and would like a running total per each record. I can get a grand total but would like a running total on each record.
Alex Hedley
11 months ago
Tim Ive moved your post to the Check Register Seminar as it might be of use and also covers running total in Forms and Reports
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Import Quicken QuickBooks Upload Images   Link 
Doug Rettig Sr 
11 months ago
Can Quicken and Quickbooks data be imported into your check register?
Richard Rost
11 months ago
Yes. In fact, I've already written most of the code to do that. It's going to be covered in Part 2 if there is enough interest.
John Schulte
2 days ago
That would be fantastic Richard. I'm converting from Quicken to your checkbook.  Quicken doesn't even import to QBO.
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