Recurring data

Hi All,

I am trying to create a data base for credit files. I will have a borrower name and financial documents like tax returns and financial stmts which are recurring. We get fin stmt every 3 months and tax returns every year. so what would be the best way to create a database with out overwriting the existing list of documents.

Thanks for your help

RIshy

Hi Rishy,

How are you going to get your financial documents? Mentally I picture the tax return as a copy of the return sent to the government once a year. Trying to take the data from that form and placing it into a table would seem rather tedious. If you are planning on storing the return as a scanned image, then you can create a folder to hold each return and then use an Access form to display the image with some simple code. Otherwise in what format are you going to receive these documents in. There are several programs that store this type of data in a suitable table type format which if that is the case, then you could append the data to a table in your Access application as you get them or create a link to them.

Just curious in how you are going to receive this information and in what type of format. Knowing that will enable you to figure out the best way to integrate the data into Access.

lwells

Iwells,

I am sorry for not being clear. In fact, there is no scanning or imaging. Its only a paper document and we enter the data in to form manually.

I have created a form (imagine) in the following manner and i feel there is an efficient way of doing it.

Borrower name ________________________

Financial statement recd date 1 ___11/01/2004___ Tax returns year1 _2002________

Financial statement recd date 2 ___12/01/2004___ Tax returns year2___2003______

Financial statement recd date 3 ___01/01/2005___ Tax returns year3___2004_____


The main purpose of creating a form and manually entering data is to track the fin stmt/tax returns every 3months/year respectively using a query. I will be glad if you can advise me on to create a query/code using the stored table data so that every 3 months from the date of fin stmt, if i can get a report of fin stmt due, to follow with the customer.

I hope, i am not confusing.

Thank you

Rishy

Hi Rishy,

I am going to take a really wild guess at what you are wanting to do here. So if I am way off base, please tell me and I won't be offended at all. What it sounds like you are describing to me, is the one to many relationships. One borrower that will have many financial statements and yearly tax returns. So I would set up three tables, the first table containing all the information about the borrower. The next table containing all the information from the financial statement, and the last table containing all the information from the yearly tax returns.

Then your main form will display the borrower information and attach two subforms linked to the mainform, one for the financial data, and the other for the tax return data. When viewing a specific borrower, the two subforms would show the specific data or records for each of the financial statements and the tax returns for that borrower. New data can be added to either of the two subforms, and everything would stay in sync as you scroll through each of the borrowers on the main form. If the subforms were in datasheet view, you would easily see all previously entered data from prior months or previous years.

Is this anything close to what you were wanting to do?

lwells

By the way, creating queries from these tables will be fairly easy to do, so you can extract specific data for reports or setting up reminders for the next due date of financial statements etc. Just make sure you set up the one-to-many relationships in the database relationship window, which will help build the queries correctly.

Thanks Iwells,

Data sheet view is what i was looking for.