I have looked at various solutions which suggest using a portal but many of the ones visited use a look up method of influencing what results on the invoice. Unfortunately this is unrealistic as an invoice can have between 50-100 seperate jobs, some of which may or may not include services, printwork.
I don't see a problem with look ups. Look ups are based on relationships you define so you should be able to set up look ups that look up only the data appropriate for that record in the portal row.
I don't see a need to "copy the details into an invoice layout". Since you have this data entered already into tables, the task would be to link the correct records from these other tables to your new invoice record so that you can send them a bill.
Can't go into many details here as I don't know how you have currently set this up.
What relationships have you defined linking your tables to each other? (A screen shot of Manage | database | relationships could be very helpful here.)
Thanks for answering.
Here are the relationships of the database. TO's on left of screen are work in progress and have no influence on the database at the moment. primarily the database consisted of TO's -Project Manager (pink), Time Billing (blue) and UPdates (green).
I was playing around with this today trying out the concept of adding TO's of printwork and time/services to store details seperately in order to influence the invoicing and this is as far a I got today as i'm clutching at straws again.
Also I wasn't clear enough in my description of Portal look ups. Possible solutions have usualy been based on a portal with for example a field which has a value list of job no's, you choose one and then the rest of the details are looked up. It's the value list which would pose a problem as we can have 100's of jobno's active at the same time and it would be too time consuming.
It's the value list which would pose a problem as we can have 100's of jobno's active at the same time and it would be too time consuming.
When dealing with large value lists, there are two methods you can use to make them more manageable (and the methods are not mutually exclusive):
You can set up a conditional value list so that you select a category in field 1 and this limits the values listed in field 2 to only those that are a member of the specified category.
You use a scripted method where you enter all or partial text to get a list of values matching that text from which to select the specific value. Here's a demo file that illustrates several such enhanced value selection techniques: http://www.4shared.com/file/plr_jbkk/EnhancedValueSelection.html
Thanks for these ideas. I especially like the add a selected item portal influencing the pricing portal, and I think this could work for me. I have some thoughts on using the portal to do a date range find and then sorting Jobno before transferring details across. Finally is there anything I need to be aware of when using the information inputted into a portal for a report/ invoice layout?
Out of office for few days but will attempt to work these on Tuesday and will contact again if any problems. Again Thanks for your time.
Take a look at how the Invoices starter solution prints an invoice. The data is entered into a portal, but the invoice is not printed from a layout that uses that portal. Instead, the line item records are pulled up on a list view layout based on the line items portal for printing. This is a much more flexible way to handle printing issues that can occur when you have more items in your portal that you have rows in the portal.