• PRINT REPORT UP TO DATE BUT THEN ZERO OUT. (Access 2000)

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    WSJenniferS
    AskWoody Lounger
    August 23, 2001 at 7:34 pm #359448

    I need to print out a report for my receipts that lists all the receipts up to date but then when I print out the report again (after entering more receipts) it doesn’t show any of them that I had previously printed so I will be able to run this report when I’m about to make a bank deposit and it should equal the money that I have.

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    • WSThomasW
      AskWoody Lounger
      August 23, 2001 at 9:15 pm #538810

      Do you have a Date of Deposit or Deposited (Yes/No) field that you can use as query criteria?

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      • WSJenniferS
        AskWoody Lounger
        August 23, 2001 at 9:25 pm #538811

        No I don’t. Should I put that in? How do I do that? I get very confused using Access. How would I get the program to mark the payments as deposited?

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        • WSThomasW
          AskWoody Lounger
          August 23, 2001 at 11:16 pm #538820

          If you want to be able to track the deposits you have made and when they were deposited vs. those you have not deposited, you need to account for that with a field. I do not know your application requirements, but I would say this is fairly standard for accounting purposes.

          This would be a new field in the table where you enter the receipts. If you make it a Date data type, you will know when you made them by the date. If the field is Null that will mean you have not recorded a deposit against them. If you are diligent about recording receipts as deposited, this will give you the information you need.

          You can get the program to mark the payments as deposited in one step by using an update query AFTER you are able to successfully select those you have actually deposited. I don’t know enough detail about your application to give you precise directions, but, in general, that’s the idea. If you need more help, please post more detail.

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          • WSJenniferS
            AskWoody Lounger
            August 24, 2001 at 4:49 pm #538926

            Edited by JenniferS on 24-Aug-01 17:49.

            But how do I get the report to print only the ones that have no date in the Deposited field? I want to go into a screen that you press a button to preview then print the Deposit Report then it will enter that day’s date in the Deposited field. But when I go in there again, it should only pull up those that have no date in the Deposited field. How do I do that? I’m quite new to access and have been teaching myself and learning from you guys.

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            • WSThomasW
              AskWoody Lounger
              August 24, 2001 at 4:59 pm #538934

              In the query grid, set the criteria for Date of Deposit to: Is Null.

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            • WSJenniferS
              AskWoody Lounger
              August 24, 2001 at 7:26 pm #538975

              Okay, now I also want to take what I have on the Deposit Report and make another report that lists just the cheques–to make a cheque listing to put with the bank deposit. Do I have to make another query that only lists the ones that have Cheque checked off? I would have a screen with two buttons–one printing the deposit report and the other printing the cheque listing. And then when I close that screen it would run the update query putting in the deposited date. Would this be right?

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            • WSThomasW
              AskWoody Lounger
              August 24, 2001 at 8:40 pm #538990

              Yes, Jennifer, you need a new query to select only the records with the Cheque field checked off. Or, alternately, you could use one report and just group and subtotal on the Cheque field, so that one report would contain all the information you need.
              According to what you have described, it seems correct that you would print the report(s) and then run the update query to mark them with Date of Deposit. And then … get to the bank, because the db says they have been deposited.

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            • WSJenniferS
              AskWoody Lounger
              August 24, 2001 at 9:16 pm #538999

              Alright, I got it to work! Thanks so much, Thomas! fanfare

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