Report vs. Query vs. ???

[Kitty]

I've created an Access 2000 DB containing over 100 records
and numerous columns (fields). What I want to do now is
create a 5-column printable Purchase Order (report, form,
query, what??), the middle three columns of which can be
filled out "automatically" by specifying a range of records
for three fields: Item Name, Item Description, and Price.
I want the Purchase Order to expand downward depending on
how many DB records are being specified.

In the first column, which I want to name "Quantity", I
want to be able to fill in myself the quantity of each
item being ordered. In the last column, which I want to
name "Total", I want to do an automatic calculation that
multiplies the Quantity column by the Price column. I also
want to be able to total the Price column.

I'm fairly new to Access and don't have a clue of what to
do (or how to do it) to accomplish what I'm trying to
achieve. I've tried looking through the Access help files,
the Microsoft website knowledgebase, etc., but I'm not
finding what I need. Can someone please tell me how to
proceed or steer me to the proper place (a tutorial would
be fantastic) to get me going in the right direction?

Thank you SO much in advance.

Kitty

 

[Anthony Norris]

Kitty,

While this seems like an easy task, it will require basic knowledge on
a few fronts, which I know you recognize. While I don't have a link
to a tutorial that I think would answer your questions, here are the
topics you're going to want to become familiar with in Access. I'm
citing these in hopes they narrow your search for appropriate
tutorials:

1. Basic database design - you will need this as from what I can tell
from your description, you have a items table. Next you're going to
need an orders table, and likely a customers table. The list could
grow quickly to include tables to hold: (a) shipping and billing
addresses; (b) payments; (c) shipments, etc.

2. Basic form design - other than entering data directly into the
tables in table view, your forms can be customized to show you on
screen the calculation of the total price.

3. Basic queries - you use these to marry related data from different
tables so you can report on it cohesively.

4. Basic report design - the description you gave of your report is
probably the most basic design you can do except you're probably going
to find that you need more information than that you described.
You'll probably want to print the customer's name at the top, right?
So this should be easier once your queries are set up, which would
relate all the ordered items to the customer.

Again, what you're doing is probably some of the most basic features
of Access, so almost any tutorial will probably answer most of your
questions. After doing a quick search on www.google.com for "access
tutorial" the following was the first response:

http://www.fgcu.edu/support/office2000/access/

I looked at it briefly and it seems that it would answer all of your
questions and get you started. Be forewarned, the further you go, the
more you'll want to add and tweak, requiring more and more knowledge.
How deep does the rabbit hole go?

Anthony

 

[Kitty]

Anthony,

Thank you so much for your comments and the link. I never
thought of doing a Google search for a tutorial. Duh! I've
already started reading, and you're right, it seems pretty
comprehensive. Thank goodness it's the weekend and I can
devote two whole days to learning how to tell Access to do
what I want it to do.

You are so right about adding and tweaking, especially for
us Type A's who actually like doing this sort of thing,
because our final result can never be too perfect! As for
how deep does the rabbit hole go, that's sort of like when
don't you work when you're self-employed?

Thanks again. I really appreciate your help.

Kitty