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VBA Codes to Automate Invoice

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    VBA Codes to Automate Invoice

    Please I need help with VBA codes and buttons to automate the invoices that I generate.

    I have designed a Master Invoice Template (Please see attached draft example)

    a) The Master Invoice Template itself is on Sheet 1.

    b) The Customer Name is selected from a drop down list (the customers database is stored on Sheet 2)

    c) I have used used vlookup to populate the addresses of each customer once a customer name is selected from the drop-down list (as could be seen in the sample file attached).

    d) I need to mention too that for the body of the invoice, once a product ID is typed in, a vlookup picks up the product description and unit price from the product listing (I did not include this in the sample – but I thought I should mention it too).

    Here is what I need help with, please:

    When I launch the Master Invoice Template,

    1. I need a ‘New Invoice’ button/vba code that will insert a new invoice number in Cell B4.

    2. When the invoice details are entered, I’d like to have a button/vba code to Print the invoice.

    3. I need a third button/vba code that will ‘SAVE’ the generated invoice, and save it as a new file – with the ‘customer name & invoice number’ as the filename (e.g. Mr XYZ-1001).

    4. When the ‘Save’ button is clicked and the invoice is saved as a new file, the details on the invoice are cleared – leaving a blank Master Invoice Template – for new invoice to be generated.

    I have attached a sample Master Invoice Template – with the drop-down list for the customer name, and vlookup for the customer addresses.

    I hope that someone will come to my rescue.

    Many thanks for your assistance.

    Newqueen
    Attached Files Attached Files
    Last edited by newqueen; 11-13-2013 at 12:25 PM.

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    Re: VBA Codes to Automate Invoice

    Newqueen,

    I looked at this request. It is a major project, with many complex components. The template you provided is very, very basic, and would end up being re-designed out of necessity.

    Your requests are clearly made, and more clear than most other's requests. However, there would be many hours of work that this project requires. I designed and programmed invoices myself. It takes a lot of hard work, and a lot of re-working. Files need to be saved to specific folders, and that requires specific mapping that you need to provide. How the file is saved and where the information for the customer specifics reside in the workbook need to be worked out in advance, and by you. There would also be many other variables as to whether one or more people will access the file, writing code to avoid duplicate invoice numbers being created by user error or forgetfulness, the structure of the data base for the customers, how you want the invoice number formatted (all numeric, alphanumeric, amount of digits, etc.), tax, shipping charges, ... As the project comes along, it will get bigger and bigger. Nothing is clear-cut.

    You might be better off researching answers for your requests. The answers you seek already exist online. You can then piece-meal the project together. But you would have to spend the time to get something more substancial together, then come back for tweaking.

    Hope this helps. Best of luck.

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    Re: VBA Codes to Automate Invoice

    Thanks Jim for your kind response.

    Although I'm relatively new with regard to VBA, yet I am making an effort to put some things together. I have already done some work regarding the codes and buttons for Print, New Invoice No. (i.e. to increment the invoice number).

    I am currently researching to find a code to save each invoice as a new file, leaving the Master Invoice copy blank to enter new invoice details.

    The final area that I am not sure what to do relates to 'clearing' the invoice details once each invoice has been saved. It requires a code to clear the 'Customer Name' line. Once the name on that line is cleared, the address lines which are dependent on the 'name' line will be cleared automatically cos all the address lines depend on the 'name' line, using vlookup. The same code will have additional lines to clear the Product Code, Qty and Total Amount columns.

    It is not intended to be a complex invoice system. And as indicated above, I am doing some work on my own, and still researching answers online. I am hopeful that something will come up on the oustanding areas.

    Again, thanks very much for your kind response and goodness.

    Newqueen
    Last edited by newqueen; 11-12-2013 at 06:14 PM.

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    Re: VBA Codes to Automate Invoice

    Maybe this can be of some help to you and get you started.

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    This creates a new file and saves it to a specific folder on my computer. You will have to alter this to map to your drive/folder/subfolder

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    Last edited by Jim885; 11-12-2013 at 06:37 PM.

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    Re: VBA Codes to Automate Invoice

    Newqueen
    Regarding the PM you sent ... Thanks!

    I would suggest that you do not attempt to clear range H16:H29 with the code. Rather that range should have a formula in it to total the qty x price.

    Formula in H16 could be this;
    =IF(F16="","-",F16*G16)

    then drag down to row 29

    As far as this line of code;

    Range("C8,A16:A29,F16:F29,H16:H29").ClearContents

    Maybe change to;
    Range("C8,A16:A29,F16:F29").ClearContents

    However since cell C8 contains the dropdown box, you may not want to clear that cell.

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    Re: VBA Codes to Automate Invoice

    Per your needs, use this code to clear the Invoice sheet.

    You can put this in the Worksheet module or in a regular module.
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    Re: VBA Codes to Automate Invoice

    This file should get you closer. Save the file as macro-enabled.
    Attached Files Attached Files

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    Re: VBA Codes to Automate Invoice

    Dear Jim,

    I want to say a very BIG thank you to you for your support and kindness. All what you've given to me are all that I wanted for my Invoice System. I've tried your codes. They all work like magic, and they meet my needs!

    I remain very grateful to you.

    One little thing that I would have loved to add - although not very important: I was thinking of adding a prefix to the invoice number (e.g. AR1000). I adjusted the single line code that you gave me as follows, but it gives me an error message:

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    I'd appreciate your advice on this, please.

    Again, thanks HEAPS!.

    Newqueen

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    Re: VBA Codes to Automate Invoice

    There are two ways to do this.
    1) Without changing the code, you can simply format cell B4 as this; "AR"0000

    To do that, right click the cell B4
    Select FORMAT CELLS ...
    From the Category field on the left, select "Custom"
    In the "Type:" field, enter this: "AR"0000
    Then press the close button.

    The number in B4 should now be in the format you wish. If you want 5 decimal places, just enter "AR"00000 in the type field as you format the cell.


    2) The second option is to change the code to this; (you will not need to format cell B4 in this case)
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    Last edited by Jim885; 11-13-2013 at 09:48 AM.

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    Re: VBA Codes to Automate Invoice

    Thanks Jim.

    Very kind of you.

    Newqueen

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    Re: VBA Codes to Automate Invoice

    Hi C.

    I guess you are happy with Jim's solution.

    I just wanted to say that I now find list boxes very unwieldy, basically useless in this usage.

    Nowadays I use three or more text boxes instead.

    So lets say you were looking for a customer John Smith. List box..........Uggghhhhhhhhhh

    My Solution you type this the following anywhere in cells C8 to G 12 Smith say in c3 Bir [ For Birmingham ] say in d5

    And up comes your data.

    Simples as Alexander would say.
    Attached Files Attached Files
    Last edited by mehmetcik; 11-14-2013 at 01:37 PM.

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    Re: VBA Codes to Automate Invoice

    Hi Mehmet,

    Thanks for another very supportive Post from you.

    Yea, Jim was very kind to help and I'm grateful to him.

    I have tried your new approach, and can confirm that in my view, it clearly trumps the List Box approach. That was very brilliant of you to come up with.

    I'd like to start using it if you would kindly let me more into how it is all set up.

    Thank you for your continued support.

    Newqueen

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    Re: VBA Codes to Automate Invoice

    Hi Jim,

    Re the codes that you kindly provided me, please I would like further clarification on two points:

    1. I am having a little issue with the code that adds the prefix 'AR' to the invoice number and increments the invoice number. Here is what you gave me in Post #9 above that relates to it:
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    With that code, when I click the command button, the Invoice number increments only as follows: AR1, AR2, AR3, etc. I would want it to increment as e.g. AR1001, AR1002, AR1003, etc. and I should be able to get it to start from any number, either 1000, 2000 or from say 1500 etc.

    2. Regarding the code that creates a new file and saves it to a specific folder - It saves a copy of the invoice OK. However, I observe that it saves the invoice sheet with the command buttons on it. Please is it possible to make it save the copy BUT WITHOUT the command buttons?

    Your further help with the above will be greatly appreciated.

    Thanks.

    Newqueen
    Last edited by newqueen; 11-15-2013 at 04:06 PM.

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    Re: VBA Codes to Automate Invoice

    Quote Originally Posted by newqueen View Post
    Hi Jim,

    Re the codes that you kindly provided me, please I would like further clarification on two points:

    1. I am having a little issue with the code that adds the prefix 'AR' to the invoice number and increments the invoice number. Here is what you gave me in Post #9 above that relates to it:

    With that code, when I click the command button, the Invoice number increments only as follows: AR1, AR2, AR3, etc. I would want it to increment as e.g. AR1001, AR1002, AR1003, etc. and I should be able to get it to start from any number, either 1000, 2000 or from say 1500 etc.

    Thanks.

    Newqueen
    The reason this is happening is because the system has started itself at AR0000 when the code was first activated. To correct for that, just type the beginning number you want to start with in B4. The code will then use that number as a starting point. Right now, it used 0000 as a starting point. Also, make sure you removed the other code that increments the invoice, and that the format of the cell is set at; General.

    I have a much better idea for how to save the newly created invoice. I designed it myself for a large company. As is, I would prefer not to post it now. For your purposes, I will scale it down to suit your needs, but it will accomplish the same result and provide a lot of flexibility. Mehmetcik did an amazing job with his code. I would also like to know if you intend to use his code so I can make appropriate changes to alter the indexing code I will provide for saving new invoices.

    Glad to help. Have a great weekend. I will have the code for you shortly. I will test it too.
    Last edited by Jim885; 11-15-2013 at 08:22 PM.

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    Re: VBA Codes to Automate Invoice

    Hi Jim,

    I've tried your suggestion re the invoice code, and I'm still having problems with it. When I type the beginning invoice number of say 1000 in B4 and click the command button, the number changes to AR1. Any starting number typed into that cell will change to AR1 when the command button is clicked and AR2 when clicked again, etc. Will be glad if you can please test it, to determine where the problem might be coming from.

    Mehmet's code is very good. In future when I might have understood it very well, I'll certainly be happy to use it. For my current invoice system, I'll like to continue to use the existing List Box method. I hope to devote some time to learning and understanding his approach.

    I therefore look forward to your help in resolving the invoice numbering and also the best way to save the newly-created invoice without the command buttons.

    Thanks for your help.

    Newqueen
    Last edited by newqueen; 11-15-2013 at 09:11 PM.

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    Re: VBA Codes to Automate Invoice

    Hi C

    try this version

    the InvoiceLog needs to be saved in a folder somewhere other than where the invoice worksheet is

    record yourself opening it

    then edit the activate invoice macro to refer to that directory

    click on developer
    click on design mode
    right click on "ActivateMacro" and select view code

    modify this line:-

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    close it all down

    now enter some data in the invoice workbook. click on the print button.

    activate the invoice and click on the print button.

    I will explain all on Monday.
    Attached Files Attached Files

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    Re: VBA Codes to Automate Invoice

    Is there a good reason for not using Word to do this as a mailmerge? Provided your invoice data are suitably organised (so far you've only provided a customer list), you could use Word's Catalogue/Directory Mailmerge facility for this (the terminology depends on the Word version). To see how to do so with any mailmerge data source supported by Word, check out my Microsoft Word Catalogue/Directory Mailmerge Tutorial at:
    http://windowssecrets.com/forums/sho...merge-Tutorial
    or
    http://www.gmayor.com/Zips/Catalogue%20Mailmerge.zip
    The tutorial covers everything from list creation to the insertion & calculation of values in multi-record tables in letters. Do read the tutorial before trying to use the mailmerge document included with it.

    For some worked examples, see the attachments to the posts at:
    http://www.msofficeforums.com/mail-m...html#post23345
    http://www.msofficeforums.com/mail-m...html#post30327
    http://windowssecrets.com/forums/sho...l=1#post928391

    Alternatively, you may want to try one of the Many-to-One Mail Merge add-ins, from:
    Graham Mayor at http://www.gmayor.com/ManyToOne.htm; or
    Doug Robbins at https://skydrive.live.com/?cid=5aedc...615E886B%21566
    Cheers,
    Paul Edstein
    [Fmr MS MVP - Word]

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    Re: VBA Codes to Automate Invoice

    Hi C

    try this version

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    Re: VBA Codes to Automate Invoice

    Type AR1000 into cell B4, then click the invoice button. The next number to generate should be AR1001.

    The code needs two alpha characters in the cell. The code uses them as 'place-holders,' and will continue from that point forward. If you simply enter 1000 in B4, you will get AR1 after the button is clicked. So, Enter AR plus the number you wish to start with.

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    Re: VBA Codes to Automate Invoice

    Hi Jim,

    Sorry it was my mistake. I wasn't adding the prefix to the starting number. The numbering is OK now.

    Thanks very much.

    Newqueen

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    Re: VBA Codes to Automate Invoice

    Hi Mehmet,

    I looked at your version and the codes. That was some big work done by you! Thanks very much for your help.

    I look forward to hearing from you on Monday as promised.

    Newqueen

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    Re: VBA Codes to Automate Invoice

    Thanks Paul for your contribution. I'll explore those and hopefully learn from them.

    Newqueen

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    Re: VBA Codes to Automate Invoice

    Ok if you save Invoice Log in a differrent folder than the one where the invoice is

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    Re: VBA Codes to Automate Invoice

    Yes, that's been done.

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    Re: VBA Codes to Automate Invoice

    Then from within excel

    Open another excel file, in another folder,maybe the Invoice file

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    Re: VBA Codes to Automate Invoice

    then start your macro recorder

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    Re: VBA Codes to Automate Invoice

    open the invoice log from within excel

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    Re: VBA Codes to Automate Invoice

    stop the recorder

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    Re: VBA Codes to Automate Invoice

    click on developer

    macros

    select the new macro and select edit

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    Re: VBA Codes to Automate Invoice

    Please see my PM. Thanks.

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    Re: VBA Codes to Automate Invoice

    you should see a few lines of code

    one of them similar to

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    Re: VBA Codes to Automate Invoice

    Copy the part from C: to the end
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    Re: VBA Codes to Automate Invoice

    replace my code
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    with this code.

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    Re: VBA Codes to Automate Invoice

    Thats it.

    Close the invoicelog

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    Re: VBA Codes to Automate Invoice

    Thanks Mehmet. I shall take the steps you suggested, and hopefully get it right.

    One thing though, is it really necessary to have both the 'Draft Invoice' and 'Valid Invoice' sheets? Can we have just one of them, with the name 'Invoice', and then have the buttons on that one alone?

    Newqueen.

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    Re: VBA Codes to Automate Invoice

    Try this and see if it works for you, i hope i did this the right way. First timer Accounts new.xls

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    Re: VBA Codes to Automate Invoice

    Thank you very much Thinus. Very kind of you.

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    Re: VBA Codes to Automate Invoice

    i've been encounterd with the same project as by "newqueen" thoroughly going through the conversation between jim and newqueen i've solved much of my hectic..
    only prob which seek soln is how to save a file when i click on the save button (basically by save means i want to have a backup of that invoice in seprate folder)
    Sub SavewNewName()
    Dim NewFN As Variant
    ' Copy to a new workbook
    ActiveSheet.Copy
    NewFN = "C:\Users\Jim\Documents\OrderSheetJim" & Range("P4").Value & ".xlsm"
    ActiveWorkbook.SaveAs NewFN, FileFormat:=xlOpenXMLWorkbookMacroEnabled
    ActiveWorkbook.Close
    NextOrder
    End Sub
    i'd already use this code for a strt but it says an error that file is already open

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    Re: VBA Codes to Automate Invoice

    i've been encounterd with the same project as by "newqueen" thoroughly going through the conversation between jim and newqueen i've solved much of my hectic..
    only prob which seek soln is how to save a file when i click on the save button (basically by save means i want to have a backup of that invoice in seprate folder)
    Sub SavewNewName()
    Dim NewFN As Variant
    ' Copy to a new workbook
    ActiveSheet.Copy
    NewFN = "C:\Users\Jim\Documents\OrderSheetJim" & Range("P4").Value & ".xlsm"
    ActiveWorkbook.SaveAs NewFN, FileFormat:=xlOpenXMLWorkbookMacroEnabled
    ActiveWorkbook.Close
    NextOrder
    End Sub
    i'd already use this code for a start but it says an error that "file is already open "
    plz help me through this
    timely reply would be highy appreciated..
    thanks in adv
    and a big thanks to jim and newqueen

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    Re: VBA Codes to Automate Invoice

    nishacpol welcome to the forum

    Unfortunately your post does not comply with Rule 2 of our Forum RULES. Do not post a question in the thread of another member -- start your own thread.

    If you feel an existing thread is particularly relevant to your need, provide a link to the other thread in your new thread.

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    Re: VBA Codes to Automate Invoice

    Hi Jim how are you
    i have an excel sheet with below data Excel help.jpg.

    Column A =Company name <<SEC>>
    Column B = Client name <<NASDAQ>>
    Column C = stock code/symbol <<GooG>>
    Column D = shares <<345,987,999>>
    Column E = Request data = <<dd/mm/yyyy>>

    now can you please help me with VB coz am beginner in VB coding

    i have some 30 client data in the above format in one excel sheet, i have a word default template,
    please help me what some code which helps to create each client info to the word template and save it in specif folder with client name and current data.
    so the code will create 30 word files in given folder updated with the excel information.

    please help me on this
    Last edited by thanesha; 11-16-2015 at 06:47 PM.

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    Re: VBA Codes to Automate Invoice

    thanesha welcome to the forum

    Unfortunately your post does not comply with Rule 2 of our Forum RULES. Do not post a question in the thread of another member -- start your own thread.

    If you feel an existing thread is particularly relevant to your need, provide a link to the other thread in your new thread.

    Old threads are often only monitored by the original participants. New threads not only open you up to all possible participants again, they typically get faster response, too.

  43. #43
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    Re: VBA Codes to Automate Invoice

    Oh my bad thanks for the information

  44. #44
    Administrator FDibbins's Avatar
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    Re: VBA Codes to Automate Invoice

    Not a problem, thanks for understanding

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    Re: VBA Codes to Automate Invoice

    how can i create start my own thread? can you please assist me from which tab i can create the thread?

  46. #46
    Forum Expert macropod's Avatar
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    Re: VBA Codes to Automate Invoice

    Simply go to the appropriate forum (e.g. http://www.excelforum.com/excel-general/) then click on the 'Post New Thread' button. I'd suggest posting in either:
    http://www.excelforum.com/excel-general/
    or:
    http://www.excelforum.com/word-formatting-and-general/
    as your topic concerns both Word and Excel.

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