I spent yesterday afternoon and evening trying to find out how to generate
an an invoice using a Word Mail Merge, but was unable to find a suitable
solution. From searching Google newsgroups this question appears to get
asked fairly regularly but there appears to be no good answer.

As a final check on if this can be done therefore, here is my problem!

My version of Word is 2003 11.6359.6360 SP1.
I am running Windows XP SP 2.

The data I have is in a tab delimited text file, with the data as follows:

Client Name
Quote Date
Quote Number
Client Address 1
Client Address 2
Client Address 3
Quote Line Description
Quote Line Price
Quote Line Tax
Quote Line Total

The header details are repeated for each line of the quote. So for example
if the quote has five lines, there will be five lines in the text file, but
the header details will be the same for each line.

I would like a Word template where I can run a "merge" to generate a quote.

The Quote should be formatted as follows:

The start of the quote should contain the quote header information: the
client name and address, quote date and number etc.

Then there should be a list of quote lines - these need to appear in a table
and appear one after the other, not one line per page.
## Note: I have used a "Directory" Word merge to get each line of the quote
to appear as a new line in the merged table.

The front of the quote should say now many pages there are in the quote.
## Note: It doesn't matter if I use the NUMPAGES field or the SECTIONPAGES
field it always appears as 1 on the first page (however page headers *after*
page 1 get the total correct in the header).

In the page header on each page after the first page should be the page
number in the format "Quote (quote number) page X of Y".
## Note: I have worked out how to set up the template to have different
headers and footers for the first page and subsequent pages.

At the bottom of each page apart from the last page should be sub-totals,
showing the total so far.
## Note: Putting a sum(above) in a table in the footer didn't work - it gets
a "Table Index cannot be zero" error.

At the end of the table should be totals for each column (total pre-tax
price, total tax price, total post-tax price).

Finally *at the end of the document* should appear together various terms
and conditions. This in effect should be the footer for the last page.
## Note: Putting an IF PAGE = NUMPAGES or IF PAGE=SECTIONPAGES section after
the table displays the footer for each row merged.

Although I am using Word 2003 ideally this solution should be as generic as
possible - at least back to Word 2000.

Also note that the "Database" field solution is not suitable as it does not
allow the table to be formatted, it requires a pre-formatted table to be
used.

I would use Access for this.

Word does not really have the ability to perform a "multiple items per
condition (=key field)" mailmerge.

See the "Multiple items per condition" item under the "Special merges"
section of fellow MVP Cindy Meister's website at

http://homepage.swissonline.ch/cindy...r/MergFram.htm

Or, if you create a Catalog (on in Word XP and later, it's called Directory)
type mailmerge main document with the mergefields in the cells of a one row
table in the mailmerge main document with the keyfield in the first cell in
the row and then execute that merge to a new document and then run the
following macro, it will create separate tables with the records for each
key field in them. With a bit of further development, you may be able to
get it to do what you want.

' Macro to create multiple items per condition in separate tables from a
directory type mailmerge

Dim source As Document, target As Document, scat As Range, tcat As Range
Dim data As Range, stab As Table, ttab As Table
Dim i As Long, j As Long, k As Long, n As Long
Set source = ActiveDocument
Set target = Documents.Add
Set stab = source.Tables(1)
k = stab.Columns.Count
Set ttab = target.Tables.Add(Range:=Selection.Range, numrows:=1,
numcolumns:=k - 1)
Set scat = stab.Cell(1, 1).Range
scat.End = scat.End - 1
ttab.Cell(1, 1).Range = scat
j = ttab.Rows.Count
For i = 1 To stab.Rows.Count
Set tcat = ttab.Cell(j, 1).Range
tcat.End = tcat.End - 1
Set scat = stab.Cell(i, 1).Range
scat.End = scat.End - 1
If scat tcat Then
ttab.Rows.Add
j = ttab.Rows.Count
ttab.Cell(j, 1).Range = scat
ttab.Cell(j, 1).Range.Paragraphs(1).PageBreakBefore = True
ttab.Rows.Add
ttab.Cell(j + 1, 1).Range.Paragraphs(1).PageBreakBefore = False
For n = 2 To k
Set data = stab.Cell(i, n).Range
data.End = data.End - 1
ttab.Cell(ttab.Rows.Count, n - 1).Range = data
Next n
Else
ttab.Rows.Add
For n = 2 To k
Set data = stab.Cell(i, n).Range
data.End = data.End - 1
ttab.Cell(ttab.Rows.Count, n - 1).Range = data
Next n
End If
Next i


--
Please respond to the Newsgroup for the benefit of others who may be
interested. Questions sent directly to me will only be answered on a paid
consulting basis.

Hope this helps,
Doug Robbins - Word MVP
"Robert Jones" wrote in message
...
I spent yesterday afternoon and evening trying to find out how to generate
an an invoice using a Word Mail Merge, but was unable to find a suitable
solution. From searching Google newsgroups this question appears to get
asked fairly regularly but there appears to be no good answer.

As a final check on if this can be done therefore, here is my problem!

My version of Word is 2003 11.6359.6360 SP1.
I am running Windows XP SP 2.

The data I have is in a tab delimited text file, with the data as follows:

Client Name
Quote Date
Quote Number
Client Address 1
Client Address 2
Client Address 3
Quote Line Description
Quote Line Price
Quote Line Tax
Quote Line Total

The header details are repeated for each line of the quote. So for example
if the quote has five lines, there will be five lines in the text file,
but the header details will be the same for each line.

I would like a Word template where I can run a "merge" to generate a
quote.

The Quote should be formatted as follows:

The start of the quote should contain the quote header information: the
client name and address, quote date and number etc.

Then there should be a list of quote lines - these need to appear in a
table and appear one after the other, not one line per page.
## Note: I have used a "Directory" Word merge to get each line of the
quote to appear as a new line in the merged table.

The front of the quote should say now many pages there are in the quote.
## Note: It doesn't matter if I use the NUMPAGES field or the SECTIONPAGES
field it always appears as 1 on the first page (however page headers
*after* page 1 get the total correct in the header).

In the page header on each page after the first page should be the page
number in the format "Quote (quote number) page X of Y".
## Note: I have worked out how to set up the template to have different
headers and footers for the first page and subsequent pages.

At the bottom of each page apart from the last page should be sub-totals,
showing the total so far.
## Note: Putting a sum(above) in a table in the footer didn't work - it
gets a "Table Index cannot be zero" error.

At the end of the table should be totals for each column (total pre-tax
price, total tax price, total post-tax price).

Finally *at the end of the document* should appear together various terms
and conditions. This in effect should be the footer for the last page.
## Note: Putting an IF PAGE = NUMPAGES or IF PAGE=SECTIONPAGES section
after the table displays the footer for each row merged.

Although I am using Word 2003 ideally this solution should be as generic
as possible - at least back to Word 2000.

Also note that the "Database" field solution is not suitable as it does
not allow the table to be formatted, it requires a pre-formatted table to
be used.