by noah | Dec 19, 2022 | MS Access
Microsoft Access can do many amazing things, and creating invoices is one of them! The first thing you’ll need to do is establish a database that keeps track of your business transactions. Using tables and reports, you can log hours, wages and customer information. When it comes time to bill a client, Access will automatically generate an invoice for you! This way, you don’t have to create one manually.
This post explores how to use Access to create invoices for your clients. You then will have the option to view, print or email the invoice.
Create an Invoice Template
Open Access and select Create Invoice from the menu of options on the left. Then click on Create, and then Form Wizard. Form Wizard takes the information you select from different tables and puts them into one form, which in this case, is the invoice.
You can add the components you want such as:
- Invoice Number
- Date of Sale
- Customer ID
- Product ID
- Quantity
- Price
While there are other options, these are the ones most commonly included on invoices. You can also choose what information is shown in the header, and what information goes into the subfields. Customize the invoice for your business and select Finish. Name the template and it will be stored for viewing, printing or emailing.
Create a New Customer Invoice
To generate a new customer invoice, go to the bar below the Invoice Table box. Choose New Record for a new invoice for a customer. Each section of the invoice table becomes a drop-down menu where you get to choose the information.
For example, if the customer is already in the database, you can choose the name from the Customer drop-down menu. Continue doing the same for the other fields – Date of Purchase, Products, Pricing, etc. If you need to make adjustments, select the Design Tab in the top menu row.
Third-Party Templates
There’s also the option to use third-party templates for your invoices. Templates are a good option if you’re looking for specific elements in your invoice but don’t want to create your own.
You can download an invoice template from Microsoft or from another website or forum. Make sure that you have a good antivirus or antimalware program installed on your computer, as there is always some risk when downloading from third parties.
If you have more questions about creating invoices using Microsoft Access, or you’re looking to have a custom template created, contact Arkware today.
by noah | Nov 23, 2022 | Database, MS Access
Microsoft Access provides multiple database objects to help you take full advantage of your data. Data can be a powerful tool for your business, as it answers questions, helps with decisions and provides valuable insight. However, if your data isn’t organized or presented in a digestible way, it won’t be beneficial to your organization.
Fortunately, database tools like Microsoft Access arrange data in a clear and concise manner. To do this, Access relies on database objects. When these objects are combined, you can use your data to the fullest extent. Below you’ll find the four main database objects included with Access.
1. Tables
Microsoft Access organizes your information into tables, which consist of rows and columns. You can move throughout these data sheets as needed, and even open up multiple tables at once. Each table stores information about a specific subject, so most databases have more than one table.
Each row in the table is called a record, and each column is called a field. A record contains specific information about an entity, such as the customer name or order. A field is a single item of information about that entity.
2. Queries
Database queries are questions about your data. You can use queries to pull information from various tables and assemble them into an easy form or report. Queries are useful for answering simple questions, performing calculations, combining data from multiple tables and adding, changing or deleting data.
There are many types of queries, but the two most common are Select and Action. Select queries retrieve data from a table or make calculations. Action queries take action by adding, changing or deleting data.
3. Forms
Thanks to Access forms, you can view the database items you want. Similar to paper forms, Access forms are objects that allow users to add, edit or display the data stored in your database. Always design your forms with the end user in mind, as well-designed forms make data entry fast, efficient and accurate.
4. Reports
Reports offer a way for you and others to view information from your Access database. These reports are often used for decision-making and analysis, so it’s important that they are formatted correctly and summarize the right information. You can use reports to create labels, provide details about individual records, display data and archive snapshots of data.
These four database objects are what make Microsoft Access what it is. If you are new to Access, you’ll want to familiarize yourself with these objects so that you can use the software efficiently and make the most of your data. If you have questions along the way, the database experts from Arkware are here to help!
by noah | Oct 17, 2022 | Database, MS Access
A common question we hear from clients is whether or not Microsoft Access allows multiple users. The answer: Yes, Access is a multi-user platform by default. Unfortunately, some professionals continue to operate under the assumption that Access doesn’t work properly in a multi-user environment. This can be a costly and inconvenient mistake!
Of course, Access is a tool that must be used correctly. To ensure data integrity and prevent corruption, you’ll want to split your database between the back end (the tables) and the front end (everything else). With this setup, the back end is stored on a network shared drive, and the front end is stored locally on each user’s PC.
As users enter data, new records are created and stored in the tables. You can then run reports or charts to display the new data. Let’s learn more about the best practices when using Access as a multi-user platform.
Record Locking
Record locking is crucial in a multi-user environment. Its purpose is to prevent two people from editing the same record at the same time.
When you edit a record, Microsoft Access can lock that record to prevent other users from making changes before you are finished. The RecordLocks property only applies to forms, reports or queries in Access. You can lock all records, or forms and queries only.
You can also remove record locking – the No Locks setting – if only one person is making changes to the data.
Splitting the Database
Splitting your database will significantly impact its performance in a multi-user environment. When you split your database, you separate data storage functions from data processing functions. Data storage is managed with tables, while data processing is managed through forms, queries, reports and other processing objects.
To split your database, you can store the data tables in an Access data file or store it in a SQL file. However you choose to do it, the data tables are stored away from the main application. Not only can splitting your database maintain data integrity, but also it’s helpful when dealing with high volumes of data, high volumes of end-users and network capacity.
Protecting Your Data
Data is a critical asset for your business operations. It’s important that you protect your sensitive data in order to maintain your business reputation and meet compliance regulations. Splitting your database will naturally help maintain data integrity, but there are other things you can do:
- Ensure data can be accessed and modified by appropriate users
- Maintain visibility over all actions of users accessing data
- Keep all passwords in a centralized location
- Use strong passwords and update them accordingly
- Give users the minimum amount of privileges needed to perform their jobs
- Regularly review and remove privileges when they’re not needed
Microsoft Access can handle multiple users, as it’s naturally a multi-user platform. Contact Arkware if you’re looking for tips on how to make your Access database most efficient for multiple people within your organization.
by noah | Oct 3, 2022 | MS Access
Microsoft Access is a powerful platform that helps you make data-driven decisions. But the reports you create are not for your eyes only! You can also share these reports with others in the company so that they can make good business decisions, answer questions, find alternatives and determine the best plans of action.
We recommend adding a publication date when you create reports, as this will tell others the exact time and date the information is coming from. To do this, open the Access report in Design View. Click Date and Time in the Header/Footer group on the Design tab, and click the information you want to include.
Below are step-by-step tips on how to distribute your Microsoft Access reports.
Method 1: Send a Report Using the Email Command
The fastest and easiest way to send a report is by using the Email command. In just a few clicks, Access will export the report and create a new message that you can customize based on the recipient. Here are the steps to follow.
- In the Navigation Pane, choose the report you want to send.
- Select External Data > Email.
- In the Send Object As dialog box, pick the format you want to use. PDF is typically most popular when sending reports, so it’s usually what we recommend.
- Access will now open a new email message in Outlook with the file attached.
- Add the recipient’s email address, along with a description and message. You don’t want the email to get lost in their inbox! You can send the report to one person or several.
- Click Send. That’s it – now your recipients will have a copy of your report to use at their discretion.
If you want to automate this process to save time, there is a macro you can use – EMailDatabaseObject Macro Action.
Method 2: Export a Report to a Folder or SharePoint
Another quick and easy way to share a report is to export it to a folder or SharePoint document library. Here are the steps:
- In the Navigation Pane, choose the report you want to send.
- Select External Data > PDF or XPS.
- Locate the folder using the navigation pane OR locate the SharePoint site by clicking SharePoint in the navigation pane. You can also enter the site URL in the box.
- Make sure the PDF file type is chosen in the Save As box.
- Type a new name in the File Name box (to change the name of the report).
- Optimize the report for either higher-resolution or lower-resolution files using Optimize For.
- Select Publish. Access creates the file. You can also open the file immediately after it sends by clicking the Open File After Publishing box.
Distributing reports is fairly easy in Access, and it’s an important thing to learn. At some point, you’ll want to share your reports with others, and these are the fastest and easiest ways to do so! If you’re having trouble with any of these steps, contact Arkware. We are always happy to help!
by noah | Jul 16, 2022 | Database, MS Access
Error 7960: Microsoft Access has encountered a problem and needs to close. We are sorry for the inconvenience.
If you received this message while working on your Access database, you’re probably wondering what you can do to fix it. Experts refer to Access Error 7960 as a runtime error. It typically occurs when a failure or crashing of Microsoft Access happens at the same time the system is running. It does not necessarily mean that there’s corrupted code, but rather that the code didn’t function at the time of run-time.
Few users will actually experience Access Error 7960, as software developers try to remove all bugs and glitches when the program is publicly released. But it is still possible to run into the error. Below you’ll find more information about what causes this error to happen and ways to fix it.
What Causes Access Error 7960?
A 7960 Access Error is a runtime error that can occur from the following:
- Error 7960 crash. When Microsoft Access can’t provide sufficient output to the given input, or it doesn’t know what to output, the system will get confused and shut down. If this happens, the system will freeze and you won’t get anything done.
- Error 7960 logic error. A logic error happens when Microsoft Access produces the wrong output from the right input. It’s usually caused by a flaw in information handling from the source code.
- Error 7960 memory leak. When a memory leak occurs, it can cause the system to run slow because the resources are short. The reasons for this are either not having appropriate space in the program or bad code that executes an infinite loop.
Ways to Fix Access Error 7960
If you do run into Access Error 7960, there are quite a few things you can do to solve the problem. If these troubleshooting tips don’t work, or you’re uncomfortable handling this on your own, contact Arkware for MS Access support.
In the meantime, here are the best ways to fix Access Error 7960.
End conflicting application
Runtime errors happen when one application is contradicting another. The best way to fix this issue is by stopping conflicting apps. Go to Task Manager by pressing Ctrl-Alt-Delete at once. Open the Processes tab and click the End button for each program.
Reinstall/update conflicting application
Once you find the conflicting application, you should reinstall and update it. In Windows 10, simply type Control Panel, then Uninstall the program.
Update anti-virus or install latest update
Make sure that your anti-virus software is up-to-date by running a detailed scan of the system. Or, you can perform a Windows update to obtain the latest virus fix.
Perform disk cleanup
You may come across a runtime code if you don’t have enough space on your system. Remove unnecessary files to free up hard drive storage. You can also try clearing your cache and restarting your system. Hit Properties and go to Disk Cleanup.
Reinstall graphics driver
If an error is associated with a corrupt graphics driver, you’ll want to reinstall and update the driver. Go to Device Manager and then Graphics Driver. Right click on Graphics Card Driver and hit Uninstall, then resume your PC.
It is also possible to fix Access Error 7960 using a third-party database repair tool. However, there are many of these tools online, and you don’t want to end up installing something you shouldn’t. To protect your database from corruption, contact Arkware. We can help with Access Error 7960, as well as any other errors you run into.
