Grouping Records

[madams716]

Hi,

I'm not sure if I am even asking the right question in my title . . .

I have imported some raw data into Access and have created a query
which does everything I want except . . .

I have the following columns:
Invoice, Item, Customer Name, Address 1, etc.

I have sorted by Invoice, and some invoices have multiple items, but I
would only like to have Customer Name and Address 1 appear on the first
row per invoice, not for each item on an invoice.

I am exporting the data into a mail merge, and this is the last problem
I need to work out.

Thanks in advance for any help or advice you can give.

Mary Adams

 

[Evi]

You could do this easily with a normal report by grouping records using the
Sorting Grouping button on the Report's toolbar. When those details you
stated are grouped by eg Invoice or Order No and the fields you listed are
moved into that group header then you will have just the layout you wish. If
you want more details on how to do this then say.

The problem lies in that you are exporting data using Mailmerge. I don't
know of a way of grouping in Mailmerge but perhaps someone else can do this.
If not then you may want a Word Mailmerge group. I wonder if the Mailmerge
bit can be avoided so you could produce the entire document using Access.
You can insert a document into a report.
Evi

 

[Jim/Chris]

If you created the invoince in Access you could change the
"Hide Duplicates" property to Yes.. I am not sure about
using the MailMerge solution.

Jim

 

[Chuck Cain]

Hi,

I'm not sure if I am even asking the right question in my title . . .

I have imported some raw data into Access and have created a query
which does everything I want except . . .

I have the following columns:
Invoice, Item, Customer Name, Address 1, etc.

I have sorted by Invoice, and some invoices have multiple items, but I
would only like to have Customer Name and Address 1 appear on the first
row per invoice, not for each item on an invoice.

I am exporting the data into a mail merge, and this is the last problem
I need to work out.

Thanks in advance for any help or advice you can give.

Mary Adams

If you don't need to edit the invoice after it's populated with data,
try using an Access report: as Evi pointed out, it's then a simple
matter to group the invoice items by Customer.

If you need to edit the invoice in word, you might try creating the
invoice form as an Access report, then exporting it to a Word or
rich-text document. You may find the certain formatting/shapes on the
invoice are lost in the export, but you s/b able to play with it until
you achieve acceptable results.