Have checkbox automatically checked if a record is present

[Gerry]

Hello everybody
I first want to thank you for all of the great info that this msg board has provided me over the past couple months.

This is my first post so bear with me

I am running a DB to keep track of donations

I have an Individuals table(Name, address, etc.)
I have a Donations table(Donation date, Donation Amount, etc.)
I have a junction table to break the many-to-many between the 2

I Have a donor checkbox that needs to be checked if the individual has a donation history(any donation records). Not all of the individuals in the Individuals table.

Any help on how to do this?

The input form is a simple form w/ subform

Thanks in advance

Gerry

 

[JJordan]

Gerry -- we need to get together -- I am trying to write a database for Three Trees to keep track of donors and donations from a main contacts table, same as you. I asked this question in this forum so if you look you will see other people answering the question probably better than me, but the only Easy way I found to do it is to use an Update Query.

My Tables:

IndContacts
IndDonations

IndDonations is linked to IndContacts through the IndContacts Primary key "ContactID" in a one to many

Donations has its own Primary Key "Receipt_Number" that is auto numbered for every Donation entered.

Here is how I did it:

Set up a Query in Design View which contains the Linked ContactID from IndDonations, the field "Donation Amount" from IndDonations, the Donor Yes/No from IndContacts and the ContactID from IndContacts.

In the criteria for Donation amount, put in >0 (i.e., it will query on the records that have an amount entered for a donation)

Save the Query

Select Query Type "Update"

In the Donor box, put YES in the "Update To"

Now the you run the query, it will Update to Yes, all the Donor boxes where the ContactID shows a positive amount for a donation in the related IndDonations Table.

You can use this query bound to Command Buttons, etc. or run it as an Update when you need it.

I use a smiliar Update query to update a field called "Receipt Generated" in the IndDonations database to Yes when Receipts are printed. The comand button to print receipts will ask if the receipts printed correctly and if the answer is Yes, it runs an Update Query to update the Receipts Generated field to Yes so that the next time receipts are printed from the Query, it does not select records that have a receipt printed (the Query contains the filed "Receipt Generated" and it is set to NO in the criteria)

 

[Gerry]

Thanks alot J
That works very well. Now I just need to figure out what to run the query off of so that it updates every so often without both slowing down the system and forgetting to do it manually.

I PM'd you