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a simple purchase order details

  1. #1
    damie is offline Novice
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    a simple purchase order details

    hi everyone
    i am relatively new to ms access
    i am learning ms access with the northwind sample database but the purchase order details is to cumbersome for me i need something very simple

    when a product is purchased as i enter the quantity i want it reflected in the inventory immediately, i dont want to go through inventory receiving clicking the item one after the other
    thanks will be grateful for any help rendered

  2. #2
    HiTechCoach's Avatar
    HiTechCoach is offline MS MVP - Access Expert
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    Quote Originally Posted by damie View Post
    hi everyone
    i am relatively new to ms access
    i am learning ms access with the northwind sample database but the purchase order details is to cumbersome for me i need something very simple

    when a product is purchased as i enter the quantity i want it reflected in the inventory immediately, i dont want to go through inventory receiving clicking the item one after the other
    thanks will be grateful for any help rendered
    Sounds like you are NOT using the system to generate the PO to create the order to be sent to your supplier. Is that correct?

    Is yes, curious why not.

    If you are entering the PO after the fact (when you receive the items not when you place the order) then you are not using the system to manage all the process like it is designed to handle.

    I would probably add a "Receive all" command button that runs code to do the same thing as if you click every item one after the other.

  3. #3
    damie is offline Novice
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    Thanks so much for the reply
    its is just that i don't know how to go about it
    i don't know the codes that can help me receive all at once.

    i would have loved it if i can just enter the quantities in the purchase order details and it goes into the inventory at once
    please i also want to remove approve purchase, submit purchase on the form, i want to be left with cancel purchase

    thanks so much for your assistance
    pls find attached is a sample of the northwind database.
    Attached Files Attached Files

  4. #4
    HiTechCoach's Avatar
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    Quote Originally Posted by damie View Post
    Thanks so much for the reply
    its is just that i don't know how to go about it
    i don't know the codes that can help me receive all at once.

    i would have loved it if i can just enter the quantities in the purchase order details and it goes into the inventory at once
    please i also want to remove approve purchase, submit purchase on the form, i want to be left with cancel purchase

    thanks so much for your assistance
    pls find attached is a sample of the northwind database.
    Sounds like you really are not using issuing purchase orders with the system. If your were true issuing Purchase Orders then you would not have any inventory to enter when the Purchase Order is entered.

    If you are not using the system to issue purchase orders then I think what you need is a way to handle receiving of inventory without first issuing a Purchase Order.

    I would recommend that you create a new form and not change the current PO form.

  5. #5
    damie is offline Novice
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    thanks so much for the reply
    i want to be able to issue purchase order number with the system
    all am just looking for is a simple and easier way to enter products into the inventory without having to go through the long process

    thanks so much for your help

  6. #6
    HiTechCoach's Avatar
    HiTechCoach is offline MS MVP - Access Expert
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    OK. I think I am starting to understand what you want.

    Took a quick peek at the Northwind Example on my computer.

    On the PO form I would add a button to the Inventory Receiving tab for Receive All. I would loop through a recordset and for each record perform the same process that is in the Check box's After Update event.

  7. #7
    damie is offline Novice
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    thanks for the reply
    please am a novice in ms access
    can you please send me an attached sample of what you just explained

    thanks for your time

  8. #8
    HiTechCoach's Avatar
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    Quote Originally Posted by damie View Post
    thanks for the reply
    please am a novice in ms access
    can you please send me an attached sample of what you just explained

    thanks for your time
    Unfortunately, I do not know of any sample database that does this.

    I have not done any modifying to the Access 2007 North Wind Trader database. Honestly I have not really look at it much. This new version really is a lot different that the previous ones. I am curious to see what is new in this version. I am willing to take some time and create a Receive All button. It will probably take me a few days to get it done. Will that work for you?

  9. #9
    damie is offline Novice
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    thanks for your reply and thanks for your time
    i don't mind waiting for you to get it done

  10. #10
    damie is offline Novice
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    good day
    please i hope you have not forgotten me
    thanks for your help

  11. #11
    HiTechCoach's Avatar
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    Quote Originally Posted by damie View Post
    good day
    please i hope you have not forgotten me
    thanks for your help
    I have not forgotten you.

    I am just very busy with the Holidays and getting Access projects finished for clients. I also have updates for my Accounting System that I have to get ready to roll out after year end. I must put my paying client first.

    I have spent a few hours working with the database learning how it works.

    I do have a question for you:

    How do you want to handle the receiving date for each line item?

  12. #12
    damie is offline Novice
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    Thanks so much for your time
    I really appreciate it
    sure your paying customers come first...
    Well how the place i want to use this inventory for is like this:
    it is a small place, let me say we don't need a long protocol for purchases of the products
    The products are received the same day the purchases are made by supplier.
    So i don't mind if i can even by-pass the inventory receiving and as i enter the products in the purchase order form, it updates the quantity in the inventory.
    For the inventory receiving date, since products are supplied the same date it was received , so the date will be the purchased date.
    thanks

  13. #13
    HiTechCoach's Avatar
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    Thanks. That helps.

  14. #14
    damie is offline Novice
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    Thanks too and compliments of the season

  15. #15
    dcartford is offline Novice
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    Dear damie,

    First of all, if you are doing this as a homework or for a business, a PO is never meant to have an impact on your inventory (GAAP Ruling). To serve your purpose of updating your inventory balance, which would only occurred at the point of receiving, you need to create a form for your Goods Received (GRN).

    I have difficulty automating the inventory updates back then when i was using access 97, not sure if the latest version support stored procedure or triggers.
    I use SQL Server (DBMS) to automate this procedure. You chain of event would occurs sequentially as follows :

    1) Input Qty, Unit_cost, ProductID at GRN Form
    2) An input into your transactional table would trigger a sproc to update your
    inventory balance and unit_cost
    3) A built-in trigger to post the journal entries into your transactional table
    4) An update trigger to update your supplier balance and reports

    For clearer illustration, observe the attached slide :
    http://www.accountingdes.com/GRN.swf.html

    Hope the above helps!

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