Auto filling fields on a form and then saving to required tables

[ijaz1976]

hello everyone!

i m new to access working on an access 2003 database whice stores the information about monthly fee and admission fee of the students. now question is that is it possible to filling the form by just selecting student name and class. this fee voucher form has a filed named admission fee but students pay admission fee only one time and not every month i want the way to autofill that form for monthly fee every time we select student name and class but there should be a check box or something else that if we click this control automatically include fee in admission fee field (similar requirement for some other fields eg fine arrears, regcharges etc).
table structure is like this:
--------------------------
tbl_admission:
student name
father name
city
class (it takes from tbl_classes)
admission fee
other charges
etc
---------------------
tbl_feevoucher:
student name (which it takes from admission form through lookup)
father name (which it takes from admission form through lookup)
class (it takes from tbl_classes)
monthlyfee
registration charges
van charges
security fee
latefee
etc
now how to generate fee voucher every month automatically and make entries to the records of related tables based on previous fee voucher of a student instead of filling fee voucher manually every month.
as i mentioned above i do not want to add admission fee every month and latefee also. fee should be submitted till 10th of every month if fee is submitted after 10th of month a pre defined latefee should be added into it and after 15th of that month late fee amount would be doubled.
database sample is attached.
thanks in advance

 

[boblarson]

The table structure is wrong and you don't store the same data twice (with the exception of an ID). So this is how it SHOULD be:

tbl_admission:
studentID - Autonumber (PK)
student name
father name
city
class (it takes from tbl_classes)
admission fee
other charges
etc
---------------------
tbl_feevoucher:
FeeVoucherID - Autonumber (PK)
StudentID - Long Integer (FK)
monthlyfee
registration charges
van charges
security fee
latefee
etc


As you can see, you should only store the StudentID in the fee vouchers table. It is sufficient to identify who it is as you can use a query at any time to pull the information together (like on a report or a form). But remember, on a form it should have the students table as the main form and the fees as a subform and neither of them should have the other table in their record sources.

 

[ijaz1976]

tnanx to your reply but what about second part of my question:

how to generate fee voucher every month automatically and make entries to the records of related tables based on previous fee voucher of a student instead of filling fee voucher manually every month.
as i mentioned above i do not want to add admission fee every month and latefee also. fee should be submitted till 10th of every month if fee is submitted after 10th of month a pre defined latefee should be added into it and after 15th of that month late fee amount would be doubled.
waiting for your sugesstion

 

[ijaz1976]

now how can i generate fee voucher every month automatically based on last generated fee voucher (not the first generated fee voucher) of a specific student and then save that record to table as a new record.
second question is that how to automatically add fine amount after the 10th of month and double fine after 15th of month.
sorry for bad english and thanx in advance for your kind reply.

 

[ijaz1976]

please help

 

[boblarson]

Okay, your question about generating the fee every month and the late fee, are not simple things to deal with. I haven't had time to try to work out a solution for you because I'm currently engaged on a big set of changes in my own Access databases here at work.

I think you should go ahead and post that as a separate question and maybe you'll get some help from some others.

A suggested title for your post would be:

How to automatically generate monthly fees

And then it should likely go in the General Category.

 

[ijaz1976]

thanks bob for your kindness and sugession