subform information on report

[dawnthomas]

I am very new to Access but enjoying the process!&nbsp;&nbsp;I have a property management database with a master form LeaseMaster with a subform Tenants.&nbsp;&nbsp;There can be anywhere from one to five Tenants to each LeaseMaster.&nbsp;&nbsp;They are identified by Apt# and then a numeric code field.<br><br>QUestion:&nbsp;&nbsp;When printing lease information, I need to show Tenant #1 and Tenant #2 right next to each other.&nbsp;&nbsp;I can't figure out how to do this.<br><br>LeaseForm:&nbsp;&nbsp;Apt#, Bldg#,......<br>Tenants: Apt#, Tenantno(1,2,3), Name,........<br><br>Report:&nbsp;&nbsp;&nbsp;&nbsp;&quot;Tenantno1&nbsp;&nbsp;&nbsp;&nbsp;and&nbsp;&nbsp;&nbsp;Tenantno2&quot;<br><br>Thanks - I am sure this is real easy for someone with more experience.&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;

 

[DougP]

Are we talking about a query or a report or what.<br>

 

[dawnthomas]

Sorry.&nbsp;&nbsp;I am trying to print a report on a Lease Form that shows all the LeaseMaster information (Apartment#, Building, Rent rate, etc) in one section and then on one line I need to show tenant #1 and tenant #2 right next to it.&nbsp;&nbsp;When I try to put in an unbound field with that information where it belongs, the report wants to show all the LeaseMaster information twice. <br><br>Tenant#1 is from subform Tenants.&nbsp;&nbsp;Apt#,Tenantno,Name<br>Tenant#2 is from subform Tenants.&nbsp;&nbsp;Apt#,Tenantno,Name<br>LeaseMaster information is from main form LeaseMaster. Apt#,Building,Rent Rate,......<br><br>Thanks.

 

[famousb]

ok, So, the fields in your table are <b>Apt#</b>, <b>Bldg#</b>, <b>Tenantno</b>, and <b>Name</b>.&nbsp;&nbsp;And then, for each tenant in the apartment there is a seperate record, so that Apt# can be repeated in your table?<br><br>You can create a report (through the wizard if necessary) that uses first Bldg#, and then Apt# as grouping criteria.&nbsp;&nbsp;It's really quite simple if this is the case.&nbsp;&nbsp;Create a new report using the wizard, and select the table that the information comes from.&nbsp;&nbsp;Then add all the fields you want to view (<b>Apt#</b>, <b>Bldg#</b>, <b>Tenantno</b>, and <b>Name</b>), then on the next screen where it asks if you want any levels of grouping simply double-click first on <b>Bldg#</b> and then on <b>Apt#</b>.&nbsp;&nbsp;(i'm using Bldg# first because i assume there are numerous apts in each building and this would be the easiest way for you to sort the info.)<br>Then just finish the steps of the wizard.&nbsp;&nbsp;You can always edit the visual layout of the report later, just don't remove the groupings.<br><br>if this was not the case let me know and i'll work with you on it.<br><br> <p>Brian Famous<br><a href=mailto:bfamous@ncdoi.net>bfamous@ncdoi.net</a><br><a href= > </a><br>

 

[dawnthomas]

Tried it several ways and still have same problem.&nbsp;&nbsp;Lets make it simple.&nbsp;&nbsp;Here is information I have:<br><br>Apt#&nbsp;&nbsp;&nbsp;Tenant#&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Name<br>&nbsp;1&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;1&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Bill Smith<br>&nbsp;1&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;2&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Mary Smith<br><br><br>On the lease document I want it to look like this:<br><br>&quot;blahblahblahblah (printed stuff that doesn't matter)blah&quot;<br>&nbsp;&nbsp;Bill Smith&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&quot;blah blah&quot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Mary Smith<br>&quot;as tenants, blah blah blah&quot;<br><br>All of the &quot;blah blah&quot; is legal stuff already printed on the form, I only want to be able to fill in the blanks with Bill Smith and Mary Smith information.<br><br>I gotta believe it is very simple, I just can't seem to get my brain around it!! Thanks for your patience

 

[famousb]

i'm sorry. i thought you were creating a report for reference purposes, not a contract type document.<br><br>My next question is, do you want to be able to run just a few apts. at a time, or do you run them all together for mass mailing type stuff?<br><br>If you were going to do it one apt at a time (like for new leases I'm assuming) you could just set up a query that has criteria for <b>Apt#</b> of <b>=[Enter Apt. Number]</b> which will prompt you to enter the apartment number when run the query.&nbsp;&nbsp;This will limit it to only the tenants in that apartment.<br><br>Doing this you can get them to print in a list, one above the other, but as far as getting them to print next to each other may be more difficult because it would require some Visual Basic (which you may not wish to get into).&nbsp;&nbsp;My question is why not have all the tenants to one apartment on the same line of the table, as opposed to multiple lines?&nbsp;&nbsp;This would make it easier to put them all in the same line of the report (right now they are technically seperate records, and therefore are difficult to combine onto one line of a report).<br><br> <p>Brian Famous<br><a href=mailto:bfamous@ncdoi.net>bfamous@ncdoi.net</a><br><a href= > </a><br>

 

[dawnthomas]

Thanks, Brian.&nbsp;&nbsp;Makes sense.&nbsp;&nbsp;Right now my tenant records contain gobs and gobs of data (birthdate, occupation, income, etc) besides just the apt number and tenant number.&nbsp;&nbsp;I use this for demographic info.<br><br>Is there a short and sweet way to create a table (from a query perhaps?) that would pull tenant names into a table like this:<br><br>Apt# / Tenant#1 / Tenant #2<br><br>so I could use it on the lease document?&nbsp;&nbsp;<br><br>

 

[famousb]

I'm sorry Dawn, but i'm not aware of an easy way of doing that (at least i can't think of any right now).<br><br>i'll keep my mind open about it though.&nbsp;&nbsp;sorry i couldn't be of more assistance. <p>Brian Famous<br><a href=mailto:bfamous@ncdoi.net>bfamous@ncdoi.net</a><br><a href= > </a><br>

 

[dawnthomas]

After much gnashing of teeth and tearing of hair I got it. I moved all the detail controls into the header area and used =dlookup(&quot;name&quot;,&quot;Tenants&quot;,&quot;[tenantno]=1&quot and =dlookup(&quot;name&quot;,&quot;tenants&quot;,&quot;[tenantno]=2&quot and it worked!!!!! I really don't know what I did, but I have everything I need and I don't want to question fate.&nbsp;&nbsp;Thanks for helping me look &quot;outside the box&quot;.......