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Having trouble with Word 2003 automatic table calculations

by linusvp / April 3, 2008 4:27 AM PDT

Hello,
I'm running MS Word 2003 and having some difficulty figuring out how to template out some automatic calculations within a table. I'm wondering if this is going to require a combination of formulas and macros (both of which I'm not too familiar with ).

Here's the details:

This is a template for an invoice. The invoice has a single table. The first row of the table has the column headings (which are set to repeat on each page additional page).

The table has columns A through N. It's important to mention that the number of rows present varies depending on how many row entries added for any given invoice.

The following calculations need to be automatically made as data is entered in each row. Again, the first row contains the column headings so all calculations would need to be made after row 1. And the calculations can't just be cell specific as the number of rows will vary. They'd need to be just column specific.

column E (# of days) * column F ($ rate A) = column G (subtotal 1)

column I (# of days) * column J ($ rate B) = column J (subtotal 2)

column G (subtotal 1) + column J (subtotal 2) = column N (total for that row)

These 3 calculations need to be made for each row that is added. And the values for # of days and rate day may be different for every row that is added.

I can easily set up cell specific calculations, but can't figure this one out. Is this even possible with MS Word?

Thanks in advance for any insight on how to tackle this problem!

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Re: Word
by Kees Bakker / April 3, 2008 5:50 AM PDT

Word, you know, is primarily a word processor, as the name says.

For a job like this, better use another program from the Office Suite, called MS Access. Word just isn't the right tool. Like we say: if all you have is a hammer, you CAN use it to put a screw in, but a screwdriver is a MUCH better tool.

Things to make in Access (or a comparable application):
1. Validation tables with the rates (depending on the product category, for example), if you like.
2. A form to add and edit the data for a particular invoice. That's name, address, invoice number and date one time for each invoice (invoice number and date can be generated automatically; name and address can come from your database if you've got a lot of repeat customers) and one line for each invoice row (that's called a subform in datasheet layout).
3. A report to print the invoice.

For an experienced Access programmer, it should take about one day to make a basically working application. With more time it could be made more user friendly with better input checks, better looking forms, a menu, a more elaborate print-lay-out and consolidated reports (like printing a list of all invoices from a certain date: invoice number, customer, amount and total amount of all invoices.

Hope this helps.


Kees


Kees

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Access....?
by Papa Echo / April 3, 2008 8:22 AM PDT
In reply to: Re: Word

Since the involves calculations and formulars, what is wrong with using a spreadsheet program such as "MS Excel" ?

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Re: Excel
by Kees Bakker / April 3, 2008 5:46 PM PDT
In reply to: Access....?

The problem in Excel is making a nicelt printable multipage form, ready to send to the customer. And, as I read the post, that was one of the requirements.

An additional disadvantage is the lack of archiving. You've got to keep a copy (either printed or as a workbook) for each invoice you send. A database can hold a full year, or even more, of transactions, and have them readily accessible. Accountants love such.

Kees

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(NT) Thanks.
by Papa Echo / April 4, 2008 12:29 AM PDT
In reply to: Re: Excel
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