Vehicle Rental and Travel

Although it is not common, there are business situations that require the customer name to be included on each invoiced item. This travel invoice template demonstrates how to copy a field value from the invoice header section to the detail section.

This template is suitable for travel business. It has the summary section moved to the top of the form, and also has several custom field for vehicle rental and travel, including "Vehicle Number", "Vehicle Type", "Discount", and two custom column on detail section, including "Date From" and "Date To". See c2029 travel invoice template and c5091 Hotel Guest Folios with Satisfied Business Traveler for other samples on tour and travel topic.

"Invoice Header" and "Invocie Body" are two different sections on a form. Each invoice (or bill) has one header, and one or several records in the body section. In the underlying database system, they are stored in different tables, "InvHdr" and "InvBdy". Since the customer information in the "Bill To" section and the shipping address information in the "Shipping To" section should appear once only on an invoice, they are stored in the "InvHdr" database table; on the other hand, each invoice could have one or more invoiced item, they are stored in the "InvBdy" database table.

However if you want to copy a field from the invoice header section to the invoice body section, it is still possible. In this sample, we copy the customer name from the "Bill To" section, so that it is stored along with each invoiced item in the "InvBdy" database table.

To do this, we have to firstly create a custom field "CustomerName" in the "InvBdy" database table. See c4051 Simple Sample - Discount Amount Field to find how to add a custom field. While c4051 is a sample of adding custom field to the "InvBdy" table, the steps of adding custom field to "InvBdy" are similar to that too.

Once the custom field "Customer Name" is added to the "InvBdy" database table, it is simple to implement it on the Excel spreadsheet level. To do this, follow the steps below.

1. On the invoice form, create a new column (cells： X20:X41)
2. Name the cells oknCustomerName_1, ,,, oknCustomerName_20
3. Assign Excel formula to these cells, so that if the description is filled, copy customer name to the cell from the "Bill To" section. The formula looks like this:

   =IF(oknProductName_1="","",oknWhoName)

That's it! Combining custom fields and Excel formulas, we implemented a very special feature that could hardly be done without using Microsoft Excel.