How can I hide the PR number in a form?

J

Jan Il

Hi all - Access 2002 XP, WinME

I have a db that I have created to track Purchase Requisition numbers,
and their subsequent Purchase Order numbers.

What I want to be able to do is, if there is a PR number but no PO number,
then I want to see the PR number in the the PR number field. But, if a PO
number has been assigned to replace the PR number, and entered in that
field, then I don't need to see the PR number in the form. But, I do want to
keep track of the PR numbers so that we know what the original PR
information was, in case the PO information is different.

I have a table that has fields to record all the information from the
original PR and one to enter the PO number once accounting has processed the
PR and assigned it a PO. I have a data entry form to enter all the
information for each original PR, based upon the AcctCode Order Table.
The data entry form is based on this table that has the following fields;

OrderID - PK
PRNo
PRDate
PONo
AccrCode
Equip
Dept
Vendor
Description
Amount
PRInactiveDate

In the review form, I only want to show the PR numbers for the PR's that
have not yet been assigned PO numbers, but, also want to archive the
original PR numbers for reference, but, once they have been assigned a PO
number, I don't want then PR number to show on the review form, only the
assigned PO number. The PRInactiveDate field on the entry form is to record
the date that the new PO number and the PR number was negated. The review
form is based on the AcctCode Order Table, minus the PRInactiveDate field.
The
SQL for that query is as follows;

SELECT DISTINCT [AcctCode Order Table].PRNo, [AcctCode Order Table].PONo,
[AcctCode Order Table].PRDate, [AcctCode Order Table].AcctCode, [AcctCode
Order Table].Equip, [AcctCode Order Table].Dept, [AcctCode Order
Table].Vendor, [AcctCode Order Table].Description, [AcctCode Order
Table].Amount
FROM [AcctCode Order Table];

I also have a query for the PRInactiveDate, which has the following SQL;

SELECT DISTINCT [AcctCode Order Table].PRNo, [AcctCode Order
Table].PRInactiveDate
FROM [AcctCode Order Table]
ORDER BY [AcctCode Order Table].PRNo DESC;

The reason that I need to track the PR numbers, even when they have become
non-existent in the data entry program after being assigned a PO number
(???), is because the new 300,000,000.00 'State of the Art' data entry
system is not exactly...ahmm... uhmm...shall I say...accurate?? It sorta
tends to 'play' with data here and there, mainly, information on PO's. I
print out a hard copy of every PR for our dept. when they are created for
file. By archiving the original PR numbers I can then refer back to the
subsequent PO number, and original PR. I have been doing this manually, but,
as the problem compounds, really need to be able to provide a record of this
information for immediate record.

Is there a way that I can archive this PR information once the PO has been
assigned for such reference? The program just auto-deletes the PR
information once a PO number has been assigned to the PR, which makes little
sense to me, but, well...I didn't write it. I just do Access, not Mincom.
But, trying to cover all bases as best I can. I have used the Inactive
thingie before that was suggested for another application for a specific
purpose, and it worked perfectly, but, I'm not sure that it would work as
efficiently for this purpose. I am really sorry that this is somewhat long
i
n the tooth, but, I have tried to provide as much information and
explanation
regarding the issue as I can think of up front. Right now, the Access
database I over the past year, and still have in place and keep up to date,
is the only accurate recording system our dept. now has to rely on at this
point. Hmm.... my..imagine that.. a mere 400.00 something off-the-shelf
program, and, me just a novice....???

I would truly appreciate any suggestions as to what method might be best to
use to provide the PR backup information I need. It really is very
important.

Very best regards,
Jan :)
 
A

Arvin Meyer

Air code:

Sub Form_Current()
If Len(Me.PRNo & vbNullString) > 0 Then
Me.PRNo.Visible = True
Else
Me.PRNo.Visible = False
End If
End Sub

Substitute your correct controlnames. The number will still exist if it is
null (or empty if it's a string), but the entire text box will be hidden if
there is no value in it.
--
Arvin Meyer, MCP, MVP
Microsoft Access
Free Access downloads:
http://www.datastrat.com
http://www.mvps.org/access

Jan Il said:
Hi all - Access 2002 XP, WinME

I have a db that I have created to track Purchase Requisition numbers,
and their subsequent Purchase Order numbers.

What I want to be able to do is, if there is a PR number but no PO number,
then I want to see the PR number in the the PR number field. But, if a PO
number has been assigned to replace the PR number, and entered in that
field, then I don't need to see the PR number in the form. But, I do want to
keep track of the PR numbers so that we know what the original PR
information was, in case the PO information is different.

I have a table that has fields to record all the information from the
original PR and one to enter the PO number once accounting has processed the
PR and assigned it a PO. I have a data entry form to enter all the
information for each original PR, based upon the AcctCode Order Table.
The data entry form is based on this table that has the following fields;

OrderID - PK
PRNo
PRDate
PONo
AccrCode
Equip
Dept
Vendor
Description
Amount
PRInactiveDate

In the review form, I only want to show the PR numbers for the PR's that
have not yet been assigned PO numbers, but, also want to archive the
original PR numbers for reference, but, once they have been assigned a PO
number, I don't want then PR number to show on the review form, only the
assigned PO number. The PRInactiveDate field on the entry form is to record
the date that the new PO number and the PR number was negated. The review
form is based on the AcctCode Order Table, minus the PRInactiveDate field.
The
SQL for that query is as follows;

SELECT DISTINCT [AcctCode Order Table].PRNo, [AcctCode Order Table].PONo,
[AcctCode Order Table].PRDate, [AcctCode Order Table].AcctCode, [AcctCode
Order Table].Equip, [AcctCode Order Table].Dept, [AcctCode Order
Table].Vendor, [AcctCode Order Table].Description, [AcctCode Order
Table].Amount
FROM [AcctCode Order Table];

I also have a query for the PRInactiveDate, which has the following SQL;

SELECT DISTINCT [AcctCode Order Table].PRNo, [AcctCode Order
Table].PRInactiveDate
FROM [AcctCode Order Table]
ORDER BY [AcctCode Order Table].PRNo DESC;

The reason that I need to track the PR numbers, even when they have become
non-existent in the data entry program after being assigned a PO number
(???), is because the new 300,000,000.00 'State of the Art' data entry
system is not exactly...ahmm... uhmm...shall I say...accurate?? It sorta
tends to 'play' with data here and there, mainly, information on PO's. I
print out a hard copy of every PR for our dept. when they are created for
file. By archiving the original PR numbers I can then refer back to the
subsequent PO number, and original PR. I have been doing this manually, but,
as the problem compounds, really need to be able to provide a record of this
information for immediate record.

Is there a way that I can archive this PR information once the PO has been
assigned for such reference? The program just auto-deletes the PR
information once a PO number has been assigned to the PR, which makes little
sense to me, but, well...I didn't write it. I just do Access, not Mincom.
But, trying to cover all bases as best I can. I have used the Inactive
thingie before that was suggested for another application for a specific
purpose, and it worked perfectly, but, I'm not sure that it would work as
efficiently for this purpose. I am really sorry that this is somewhat long
i
n the tooth, but, I have tried to provide as much information and
explanation
regarding the issue as I can think of up front. Right now, the Access
database I over the past year, and still have in place and keep up to date,
is the only accurate recording system our dept. now has to rely on at this
point. Hmm.... my..imagine that.. a mere 400.00 something off-the-shelf
program, and, me just a novice....???

I would truly appreciate any suggestions as to what method might be best to
use to provide the PR backup information I need. It really is very
important.

Very best regards,
Jan :)
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