Generating receipts/thank-yous in Word

[Bham45]

What I'm trying to figure out (as a novice) is whether Access has the capability of generating letters to thank donors for their donations. Want to create a db of donors and their donations and then be able to produce letters to thank them--whether as a one-time donation or as a quarterly/yearly statement for their tax records.

The organization where I'm volunteering is using QuickBooks to track all the financial info, and it does very awkwardly produce letters in Word. Since I'm unfamiliar with QB and much more familiar with Access, I thought it would be easier to create an Access db just to take care of the letters. But is it even possible?

The "Charitable Contributions Web Database" template has a report named "Donation Receipts" that simply lists the donation(s) in a report format--not a letter, which is what my organization would prefer.

Thanks!

 

[Bham45]

I was proud of myself when I created a very rough db that generated a Word mail-merge document thanking an individual for a donation. HOWEVER, when I added multiple donations for one donor, I ended up with multiple letters to the same person instead of one letter listing the multiple donations.

According to the information I have, a mail merge doc can only be created from a table or query. Can I sort in a query? Or does that only happen in a report?

EDIT: I think what I want is a "group" not so much a "sort"...

Any ideas?

 

[GinaWhipp]

Have a look at...
Super Easy Word Merge by Albert Kallal...
http://www.kallal.ca/msaccess/msaccess.html

 

[Bham45]

You gave me hope--but I'm afraid I wasn't able to understand any of it. :-(

Can this MergeSingleWord work for someone who doesn't write code? I have no idea where he's saying to put it--and whether this would work in my situation.

 

[GinaWhipp]

Yes, it should work for you and if you are will to work with us we can talk you thru it as long you're willing.

 

[Bham45]

Sure, I'm willing to be talked through it. I have to quit for the day now, but will take up the project again tomorrow.

In the meantime, I did succeed in creating a report to show the donations grouped by donor. I'm just afraid that the director of the organization will want a letter format rather than a report format. And the mail merge would make it easier for mailing them out.

Thanks for your help!

 

[GinaWhipp]

Will be here, with coffee, when you get back!

 

[Bham45]

I'm ready when you are!

Thanks!

EDIT: before you begin to help me with my very rough-draft db, wondering if this same procedure could be used to modify the "Charitable Contributions web database" template. BUT the director of the organization doesn't want us using a web db because of possible security issues. Could it be converted to a desktop db first and then modified with this procedure? Or is that more trouble than it's worth?

 

[GinaWhipp]

Hmm, before we start it has to be modified because that link does not work on web databases.

So, see this link...
http://www.access-programmers.co.uk/forums/showthread.php?t=219350 (Post 2)

 

[Bham45]

I had another post on being unable to figure out that procedure. Stuck at the very first step of importing "all the web tables, client forms, and client reports from the web copy into the client file."

I've created a blank db, but where do I find a command to import? At the tab "External Data" all I see is a folder for "Saved Imports".

 

[GinaWhipp]

Which file are you in? You should be in the Client copy.

 

[Bham45]

Oh dear, I'm afraid I'm more of a novice than you or I thought...I don't even know what the Client copy means.

I had tried to edit my previous post but temporarily lost Internet connection--was wondering if I should forget about this conversion and simply adjust my own db.

Would like to see if I can convert the web one eventually but it's actually way more than our organization needs at this point... what do you think? I don't want to wear you down with frustration at my ignorance.

 

[GinaWhipp]

I'm here to help so not going to get fustrated because you are a novice at this. It will take as long as it takes and you can ask as many questions as you like.

Please do adjust your other post as that is step one to implementing the Word merge. Oh, Client copy is the .ACCDB that you just created, The one where the Table icons have no globes in them.

 

[Bham45]

How is editing my previous post step one in the mail merge? You completely lost me on that...

Okay, I have a completely empty test database .accdb. So now what?

 

[Bham45]

Hold on--I just got it. I mean I think I've actually imported the tables from the Charitable Contributions web db (CCwdb). Used the Access icon from Get External Data...

Later: but I was only able to import the tables, nothing else. Trying to follow that other thread you referred me to in order to get the rest, but I'm stuck at this moment.

Even later: I have copied and imported all the objects...

 

[GinaWhipp]

How is editing my previous post step one in the mail merge? You completely lost me on that...

Ignore my statement because I go your posts confused!

 

[GinaWhipp]

Okay, so you got your tables into your newly created database?

 

[Bham45]

Oh for Pete's sake--I kept wondering if you had left for the day/night--not realizing we were on a 2nd page now. Duh.

But I have now copied everything from the web database. I am in the process of adding some data to see how it works. Was also going to try creating a letter as I had in my first database as this Charitable Contributions db doesn't have a thank-you letter, just a report.

 

[GinaWhipp]

Oh well, you found my post so all's well. Happy to hear you are moving right along on the conversion.

We will not be using a report for the Mail Merge, so you can create a Word document and get it set up the way you need it to be.

 

[Bham45]

Okay, done. Have a letter that thanks donors--one letter per donation. (Have to figure out how to change the donated amount to appear in properly formatted currency as right now it's just showing the number: 25 or 150 etc.)