Invoice Terms and Conditions Sample Text for Administration Made Easy

Invoice terms and conditions sample text for Administration

welcome to another tech help video brought to you by accesslearningzone.com i am your instructor richard ross in today's video we're going to talk about terms of sale how to add different terms of sale or conditions or disclosures or whatever you want to the bottom of your invoices in microsoft access based on the type of sale it is azul from valencia spain one of my gold members asks my company has three types of orders hardware service and training i'd like to be able to change the terms of sale conditions and disclosures that appear on the bottom of the printed invoice based on what kind of an order it is how can i do that well azul provided each order is only one type it's real easy to do all we'll do is we'll create a table to hold the terms of sale then we'll put a combo box on the order form to pick it and then we'll drop a text box on the invoice itself to display those terms let's see how it works all right first got some stuff you need to know before we continue with today's lesson first off you gotta know relationships how to relate two tables together because we have to relate together the order table and the terms table you need to know relationships go watch this video it's free it's on my youtube channel it's on my website there's a link right there you can also click on the link down below in the description below the video window you should also know how to build relational combo boxes go watch this video too that's so we can pick which terms we want and a minor prerequisite is you should know how to do an outer join if you don't know what that is go watch this video i'll be using my blank template so go watch this video if you don't have a copy of my blank template already this explains how i set up the database we'll be using today this video's next it shows you how i put the contact system in it and finally my invoicing video explains how i built the order entry part which is what we're going to be doing all right here we go okay so here i am in my tech help free template this is a free download off my website if you want to go grab a copy go right ahead the first thing we have to do is make a table to hold our terms of sale so let's go to create table design i'm going to call this term id this will be an auto number then we'll have the description a short text line so we could pick from something in the combo box which can't put long text in there then we'll have the full text that's going to go on the invoice and that can be long text now the long text field i'm going to come down here and i'm going to set this guy to rich text that way we can put you know formatting and bold and colors and all kinds of stuff all right so save this as my term t yeah i know it should be terms because there's more than one term but i have a thing where i make all of my field names and my table names and stuff like that singular because then if i'm later on if i'm writing code or i'm trying to remember the name of a field i don't have to say to myself is it term id or terms id it always drives me nuts so i just have a rule that i started recently everything is singular all right let's put some stuff in here for the different types of sales we got what are our different types of sales well we got service we got merchandise or hardware and we got training and i'm just going to put this stuff right in the table usually this is something that you only have to do rarely you know you the developer will set it up and i've got something i already typed in in my other database i'm just going to copy and paste we're doing a database from cork's used starship parts emporium of course so we'll paste the stuff in there there's the merchandise and one for training and these will go on the bottom of the invoice based on the type of order it is okay let's close this and now we need to be able to put that term id on the order itself so go to the order table design view come down to the bottom right down here we'll put term id in there that's going to be a number of type long integer that's our foreign key right term id is a primary key over in the terms table the term table but in this table it's relating to that one so it's a foreign key and i'm going to set my default value to one so that new orders as they're created will be what was one service i think all right let's let's say most of our sales are service or if it's merchandise make it two doesn't matter it's just so you don't have to keep picking it for blank new orders obviously you have to go in the system and set up ones for anybody in here already let's go one two and three okay for the three different orders we have in the system all right now we need a way to pick that type on the order form so let's make a combo box let's go to the orders let's design the order form i'm just going to shrink up the notes real quick shrink up okay let's drop it right here so let's go up to our toolbox grab the combo box drop it there look up the values from a table or query which table has our values that's term t next what fields you want need them both next what do you want to sort by let's sort by description next that's what it's going to look like our key column is hidden right we need that value to store it in the table but i don't need to see it in the combo box right next we're going to store that value in the term id on the order form or in the order table specifically okay so we're picking a term from the list of terms in the term t and we're going to save that in the order team all right next what label do you want i don't care we're gonna get rid of it anyways delete and then we'll just put our next little friendly combo box right here okay so we can pick that as we're making our orders up all right save it close it open the order back up again and you can see there's a service order merchandise or training and again this is a simple example it assumes that all the stuff on here is one of these if you want a more complicated one in the extended cut for the members we're going to make it so that you don't need the picket here it'll just know based on the type of stuff that's on that order and it could add multiple ones if it's got both hardware and service on it it'll put both terms and conditions we'll do that in the extended cut all right but for now now we've got to modify our invoice to put it right down here on the bottom of the invoice so to do that we have to have that data from the term table right that long text from the term table we have to have that and put it in here so we got to add it to the query that this thing is built on right design view if you're if you watch the video where i built this invoice you'll know that it's order invoice queue because i had to bring together data from multiple tables right we've got order t data we got order detail t data all right so go to the order invoice queue design view don't need the property sheet what do i got to bring in here i got to bring in that term table right add tables go to tables term t put it there all right now this is an inner join which means you have to have matching records in both just in case we forget to put a term id in there or someone deletes it i'm going to set this join equal to an outer join so we see all the records from order table and the matching records from term t so in other words if someone doesn't have a term picked for their order the order won't show up right at all so we want to make it sure that we can see it even if it doesn't have a term selected now i'm going to add that full text to the query down here but i don't want to call it full text let's call it something else let's call it terms of sale so we're going to bring down full text and then we're going to alias it in other words right in front of it i'm going to type in terms of sale and yeah i know i just had that whole thing i told you about the singular plural but this is going to be used in one spot just on that report all right save it and let's take a peek at it real quick and there it is right okay now that it's in the query i can add it to the report so let's come down and find the order invoice report design view i like to maximize reports when i work on it scroll down here now you can either put it in the page footer or in the report footer either one i'll put in the report footer the report footer shows up at the bottom of the entire report the page footer shows up at the bottom of each page and funny enough the report footer displays above the first page fire on this one okay so i'm going to copy this thing copy and then paste just to give another blank line down here oh did i lose it there it is okay right there good let's go up to the add existing fields box there's terms of sale click drag drop all right get rid of that label oh someone recently told me in uh in one of the comments on one of my youtube videos someone taught me a new trick right you know how when you click and drag you drop you get that label okay watch this then he taught me this doesn't know i didn't know this hold down control click and drag and it doesn't bring a label in and that need that's nifty i've been using access for almost 30 years and i never knew that so that's cool i love when you guys share things with me that i don't know i love it and if you have any you know if you want to question something that i've taught you please i i welcome all that i'm not one of these guys i think i know everything i've it's taken me 30 years to know that i don't know everything even with microsoft access and that's the one thing i know the most about is i still learn new stuff every day i learn something new so if you've only been working with access for a year or a couple years or you're brand new with it don't worry it's a lifetime thing you can it's it's it's one of those things where it's easy to get started and get going with it and build you know decent databases but it'll take it'll take you a lifetime to master this stuff okay so here's my terms of sale save it close it and then open it up and there it is and we gotta get rid of that box around it right yeah and it's got to be probably smaller print too right smaller type so let's do this we'll click on that we'll go format shape outline is transparent i like to make the shape fill transparent too in case you do change the background and this is uh fine points we'll make it nine these are ferengi by the way they will try to hide the terms in the small print there you go there's your terms all right if you do have a pretty big box of terms of sale make sure your can grow and can shrink under format all right can growing can shrink make sure those are both set the s and in your report footer section there's also can grow can shrink i set those both to yes as well because if you reserve a big spot for this and there's nothing in there you don't want it wasting space if you want this to be in the page footer instead of the report footer that's easy to do too just make this bigger right cut this out and just paste it up here or just click and drag it okay the page footer will show up at the bottom of every page all right see it's down here now okay so if you got a big giant paragraph for that you might want to have it in the report footer so it just shows up once at the very end if you got multiple pages right all right so coming up in the extended cut for the members we are going to make it so that you can add all the terms that are applicable based on the items purchased so you could have multiple terms and conditions show up down here we'll use the member database which is a little more sophisticated it's very sophisticated we'll add we'll get that term off of the order where you pick it and instead we'll put it in the product list right over here so you can pick what each type of product is right this is training this is a you know hardware this is service and then when you make the invoice right you don't have to put it in here and the order will just know which ones it has to include right this one will have both merchandise and training in it okay so that is covered in the extended cut for the members silver members and up get access to all of my extended cut videos there's lots of them now so well over 200 now they were approaching 300 and uh gold members get access to download these databases that i build and you get the code vault which is lots of cool vb code that i cover in all my lessons so you don't have to type you can just copy and paste all right hope you learned something we'll see you next time how do you become a member click on the join button below the video after you click the join button you'll see a list of all the different membership levels that are available each with its own special perks silver members and up will get access to all of my extended cut tech help videos one free beginner class each month and more gold members get access to download all the sample databases that i build 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