Get Your MS Access Invoice Template Free Download for Businesses

Ms access invoice template free download for businesses

Welcome to our fourth video on axis and creating a application for keeping track of our business I'm going to go to Google Images now and search for something called an invoice form what does an invoice form look like well you've seen whenever you buy something from a company they give you a receipt and so your invoice or your invoice form would look like this we have the customer name up here and then we have a bunch of line items in here about things that we've purchased we'll probably have a date and probably have an invoice number let's look at some of the other examples that we would see on the internet here's another one it looks similar the name of the customer we have a specific list of things that we're going to do uh let's see what this one looks like another invoice that says we have an invoice number the same idea who was a salesperson what did we buy and this whole list here will be um maybe 10 maybe 15 maybe three some some number of items that are on on the invoice and then we calculate the total so this is what we'd like to create here in the next step of our program so now let's go into our program that we've been working on and we're going to start by creating a table called the invoice table so I'm going to the create menu and choose table first thing you do when you choose design view is that you have to save it so I'm going to call this the invoice table inside the invoice table we're going to have a invoice ID number so each transaction will have its own invoice we should probably have the word date of sale that's probably important to know when did we do this so let's change this format to date time it's also important to know that who our customer is for this particular invoice so let's say customer ID and now we already have a list of customers in another table we have the customers table and so so the ID is going to correspond to this table so it'll be another relationship like before we're going to choose a Lookup Wizard so that we can choose which table we're going to get this information from so I'm going to leave this check that says I want the lookup field to get the values from another table which table am I am I going to get this data from well I'm looking for customer IDs so it would make sense that they're in the customer table which field am I interested in looking at well I'm going to need customer ID but I'd also just like to use the last name and the first name so I don't need any of the rest of the stuff how would I sort these customers it would make sense to sort them by last name now in this case I'm going to leave this check mark checked that says hide the key column we saw that using the ID number was okay to see how the computer actually looks up these numbers but for most most purposes it's probably simpler to leave that key hidden let's leave this as the name shows let's make sure Integrity is checked so that way you have an invoice number that matches each customer and click finish let's save it now for these three items in our list this will match pretty close to what we see on the top half of most of the invoice examples that you would find at a business shows the customer name shows the invoice number and it shows the date all the stuff that we have down here in the details of the invoice we're going to leave for another table so for now we're just going to use these three let's close this table let's go see what happened in our database tools choose relationships we'll see that nothing appears to have happened at first we have the vendors and the products let's go show some more tables let's show the customer table and let's show the invoice table now you'll see that there's a relationship between two more tables here the customer table and the invoice table so this is a on to many relationship which means that one customer can have many different invoices but each invoice is exactly related to Only One customer now this is only half of what we need for an invoice we need also a table of all the details let's save the changes here now let's create a new table this one I'm going to create and I'm going to call this thing the invoice details on the invoice details we're going to have a table showing the details for each separate invoice so first of all this is going to be called invoice detail ID so every table starts with an ID number the first thing I care about is ing to which invoice am I dealing with so I'm going to say invoice ID is next we're going to look up that from another table so I'll choose Lookup Wizard I'm going to choose pick from another table this time I'm going to select from the invoice table I'm going to say this is the only field that I'm interested in Click next it won't matter how I sort this since there's only one field and now it's going to show the invoice ID let's also always check this and finish let's save it now other details after we have an invoice ID associated with this we're going to have a list of things that we sold for instance we're going to have a product what product did we sell to our customer so we're going to get that product from the products table so we're going to have to do another lookup this time we're going to get the lookup from our products and we're going to use the product name as well as the ID let's sort by product name and let's leave it as this let's enable integrity and finish so once I've figured out what the product is I want to know about how many of each of these products we're going to purchase quantity is a new field and this will also be a number so the quantity we'll choose number We'll add some more Fields when we create the form but for right now this will work so let's save this let's close our table let's go check out the database tools and relationships we'll have one more table to add to this now so let's go to our invoice details and let's just drag this onto the screen and you will see that we have a relationship now between all of the tables in our program and so this invoice details table is the most complicated it's also one of the most important parts of the application it pulls information from the invoice ID number it also is going to show the products that are on each invoice let's close this and we'll save the changes I'm going to save the next part for the next video it's the most complicated part it's how to create the actual invoice form we're going to create something that looks like this we've already created the tables that are going to work behind it but now we're going to create the form so let's do that in the next video