Mail Merge Reports: getting multiple values to print for one field

[splitchard]

Hello,
I am trying to setup a type of Mail Merge report (formal letter) in Access 2003. I need to create a formal letter that pulls in the company name and address and also invoice #'s associated with that company. The problem is that some of these companies have one invoice # and some have 50 invoice #'s (and everything in between). How do I get the letter to automatically display as many invoice numbers as is necessary for each company name? Right now, I have an Access Report set to take variables from a Query which includes data from two Tables that have a one-to-many relationship (main table has company name and secondary table has invoice #'s) with each other. When I look at the Print Preview though, what I get is one invoice number for each company name, so therefore if I have 50 invoice numbers for one company I get 50 separate letters for that one company). Should I continue using the Query or is there a way to incorporate fields from two tables that are connected through a relationship (where one of the tables is a subdatasheet of the other main datasheet)? Thank you for any help that you can give!!

 

[ProgramError]

Hi Splitchard

This sounds like 'group by' issue in the report.
open the report in design view
right click the title bar of the report and select sorting and grouping.
In 1st column select the key field you used to identifiy each individual company.
In the second column select the key field you used for the invoices.

Ian Mayor (UK)



Program Error
Programmers do it one finger at a time!

 

[splitchard]

When I opened the sorting and grouping window all I saw was one column where I could select the key fields. The second column only asked how to sort (by ascending or descending). Am I doing this correctly? I am using Access 2003, so that might be a difference from earlier versions. I think that the problem is more of a "how do you show multiple invoice numbers for a single company?" Thanks for the help, any more advise you can offer would be greatly appreciated.
Rich