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Automatic sequential number stored in word template to reset at turn of calendar year

Posted on 2010-08-16
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Last Modified: 2012-05-10
Hi experts

I have an invoice template with a sequential number. The code below is sitting in Auto_New.

When a new invoice is generated the last invoice number (variable defined as AutoNumber) is picked up from the Template, it is increased by one, and this number becomes the invoice number which is then stored back in the template.

This all works well, but now the client wants me to have the numbering reset at the turn of the calendar year. So the numbering will look like this:

2010_01
2010_02
2010_03
etc

Then as of 1 January 2011 (for example) it will change to 2011 and default back to 01.

2011_01.
2011_02
2011_03
etc

Would an expert out there kindly guide me on how I go about doing this.

I know how to have the date_number but I'm unsure of how I go about resetting the number, and the template knows it is back to 01 for the first occasion after the turn of the calendar year. I just can't seem to think of what to do.

'Find the last invoice number created
    AutoNumber = AttachedTemplate.CustomDocumentProperties("xInvoiceLast")
    
    'Create a new invoice number
    AutoNumber = AutoNumber + 1

    'Save this invoice number to the template
    AttachedTemplate.CustomDocumentProperties("xInvoiceLast") = AutoNumber
    
    frmInvoice.txtInvoice = Format$(Date, "yyyy") & "_" & Format(AutoNumber, "00")

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Question by:Fi69
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Accepted Solution

by:
wobbled earned 500 total points
ID: 33444572
Why don't you store the year in the template custom properties as well.

That way you can do a comparison between the current date and the stored date, if current date is greater than stored date you need to update the stored date and set xInvoiceLast to 1
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Author Comment

by:Fi69
ID: 33444675
Hmmm, so add another variable for the year
AutoYear = current year

If Current Year > AutoYear then
AttachedTemplate.CustomDocumentProperties("xInvoiceLast") = "0"
AttachedTemplate.CustomDocumentProperties("xInvoiceYear") = Current Year
end if

'Create a new invoice number
    AutoNumber = AutoNumber + 1

'Save this invoice number to the template
    AttachedTemplate.CustomDocumentProperties("xInvoiceLast") = AutoNumber

'Generate Invoice Number in form
frmInvoice.txtInvoice = AutoYear & "_" & Format(AutoNumber, "00")


Would that be correct? My brain doesn't want to work tonight.
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Expert Comment

by:wobbled
ID: 33445008
Looks pretty much it to me.  :)

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Expert Comment

by:wobbled
ID: 33445068
Dim CurrentYear As Date

TemplateYear = AttachedTemplate.CustomDocumentProperties("xInvoiceYear").Value
CurrentYear = Year(Now)

If CurrentYear > TemplateYear then
AttachedTemplate.CustomDocumentProperties("xInvoiceLast") = "0"
AttachedTemplate.CustomDocumentProperties("xInvoiceYear") = CurrentYear
end if

That should do it (just wrote this in the reply so haven't tested this ...)
0
 

Author Comment

by:Fi69
ID: 33445129
Thanks wobbled. I have one problem in defining the date correctly for the year stored in the custom document properties ("xInvoiceYear"). It sees my entry of 2008 (or was it 2009) as 2/07/1905.

I tried changing the variable to String, but then the calculation doesn't work. I think I've got to compare a date with a date. Do you know how I can define the stored value as a date in the format of yyyy?

If I get the fixed I'm confident this approach will work.
 Dim myYear, autoYear As Date
    
   myYear = Format$(Date, "yyyy")
   
    'Check Year and Reset if change in calendar year
    autoYear = AttachedTemplate.CustomDocumentProperties("xInvoiceYear")
    
    
    If myYear > autoYear Then
        AttachedTemplate.CustomDocumentProperties("xInvoiceLast") = "0"
        AttachedTemplate.CustomDocumentProperties("xInvoiceYear") = myYear
    End If
    
    'Find the last invoice number created
    AutoNumber = AttachedTemplate.CustomDocumentProperties("xInvoiceLast")
    
    'Create a new invoice number
    AutoNumber = AutoNumber + 1

    'Save this invoice number to the template
    AttachedTemplate.CustomDocumentProperties("xInvoiceLast") = AutoNumber
    
    frmInvoice.txtInvoice = autoYear & "_" & Format(AutoNumber, "00")
    frmInvoice.txtDate = Format$(Date, "d mmmm yyyy")

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Expert Comment

by:wobbled
ID: 33445211
You need to define variable type in VBA, so you need to put it like this:

Dim myYear As Date, autoYear As Date

Then it should work - I tested it with some simple stuff, but try this below with the CDate forcing the string to become a date
   
   myYear = Format$(Date, "yyyy")
   autoYear = CDate(AttachedTemplate.CustomDocumentProperties("xInvoiceYear"))

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Author Comment

by:Fi69
ID: 33445275
That is so weird, when I step through the code it turns the value to

myYear = 2/07/1905
autoYear = 30/06/1905 (which is the year 2008)

That's not correct is it? It should be showing as yyyy?
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Assisted Solution

by:wobbled
wobbled earned 500 total points
ID: 33445357
The dates that you are coming back with are the system dates for 2008 days past the start of the calendar (which is defaulted to 01/01/1900)

I don't understand why it would not be performing the formatting on the dates though.  I suppose what you could try then is to just compare them as two numbers.

If the AttachedTemplate.CustomDocumentProperties("xInvoiceYear") just holds the value 2008 you could try this

 Dim myYear As String, autoYear As String
    
   myYear = Right(Format$(Date, "yyyy"), 4)  'just take the 4 charactors from the right
   
   autoYear = AttachedTemplate.CustomDocumentProperties("xInvoiceYear")
   
     
  If CLng(myYear) > CLng(autoYear) Then    'convert to long for calucation
       MsgBox "greater"
    Else
        MsgBox "less"
    End If
   

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Author Comment

by:Fi69
ID: 33445504
Thank you wobbled. That's working perfectly now. Thanks for helping me!


Dim MyYear As String
    Dim autoYear As String
   
    MyYear = Right(Format$(Date, "yyyy"), 4)  'just take the 4 charactors from the right
    
   
    'Check Year and Reset if change in calendar year
    autoYear = AttachedTemplate.CustomDocumentProperties("xInvoiceYear")


    If CLng(MyYear) > CLng(autoYear) Then    'convert to long for calucation
       AttachedTemplate.CustomDocumentProperties("xInvoiceLast") = "0"
       AttachedTemplate.CustomDocumentProperties("xInvoiceYear") = MyYear
       AttachedTemplate.Save
    End If

    
    'Find the last invoice number created
    AutoNumber = AttachedTemplate.CustomDocumentProperties("xInvoiceLast")
    
    'Create a new invoice number
    autoYear = AttachedTemplate.CustomDocumentProperties.Item("xInvoiceYear")
    AutoNumber = AutoNumber + 1

    'Save this invoice number to the template
    AttachedTemplate.CustomDocumentProperties("xInvoiceLast") = AutoNumber
    
    'Load form
    frmInvoice.txtInvoice = autoYear & "_" & Format(AutoNumber, "00")
    frmInvoice.Show

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LVL 17

Expert Comment

by:wobbled
ID: 33445973
Glad to have helped
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