Microsoft KB Archive/183145

= WD98: Macro to Increment Invoice Number to New Form Document =

Article ID: 183145

Article Last Modified on 8/25/2006

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APPLIES TO


 * Microsoft Word 98 for Macintosh

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This article was previously published under Q183145





SUMMARY
With Microsoft Visual Basic for Applications, you can produce a series of document forms containing a number that increments with each new document created. This may be helpful if you are designing an invoice template form and you want to automatically increment the invoice number. The following sample macro increments a value stored in the Microsoft Word initialization file each time a new document is created based on a custom template.



MORE INFORMATION
Microsoft provides programming examples for illustration only, without warranty either expressed or implied. This includes, but is not limited to, the implied warranties of merchantability or fitness for a particular purpose. This article assumes that you are familiar with the programming language that is being demonstrated and with the tools that are used to create and to debug procedures. Microsoft support engineers can help explain the functionality of a particular procedure, but they will not modify these examples to provide added functionality or construct procedures to meet your specific requirements.

The following sample Visual Basic for Applications macro must be named AutoNew, and it must be stored in a protected form template (protect the template for Forms). If the macro is named AutoNew, the macro will run whenever a new document is created based on the template. The protected form template must contain a form field to contain the invoice number. In the example, the formfield bookmark name is "InvoiceNumber." If you want to use a different bookmark name for this form field you must change the bookmark name in the macro example as well. Sub AutoNew ' If the active document does not contain ' a form field, exit this routine. If ActiveDocument.FormFields.Count = 0 Then Exit Sub ' Create variables. Dim sAppName As String Dim sSection As String Dim sKey As String Dim sFieldName As String Dim lRegValue As Long Dim lFormValue As Long Dim iDefault As Integer sAppName = "Word 97" sSection = "Invoices" sKey = "Current Invoice Number" ' The default starting number. iDefault = 1 ' If the specified form field doesn't exist, ' an error will occur. On Error GoTo errhandler ' Replace the following example Form Field bookmark name, ' "InvoiceNumber", with the name of your form field. Set fField = ActiveDocument.FormFields("InvoiceNumber") ' Get stored registry value, if any. lRegValue = GetSetting(sAppName, sSection, sKey, iDefault) ' If the result is zero, set to default value. If lRegValue = 0 Then lRegValue = iDefault ' Set form field result to stored value. fField.Result = CStr(lRegValue) ' Increment and update invoice number. SaveSetting sAppName, sSection, sKey, lRegValue + 1 errhandler: If Err <> 0 Then MsgBox Err.Description End If  End Sub

To Reset the Invoice Number
To reset the invoice number you can use the following sample Visual Basic for Applications macro. The macro will detect if a new starting invoice number has been entered into the form field set to contain the invoice number. To reset the invoice number, type a new value into the form field that contains the invoice number.

The following macro can be assigned to the invoice number form field as an on-exit macro or to a toolbar button or menu. Sub ResetInvoiceNumber ' If the active document does not contain ' a form field, exit this routine. If ActiveDocument.FormFields.Count = 0 Then Exit Sub ' Create variables. Dim sAppName As String Dim sSection As String Dim sKey As String Dim lRegValue As Long Dim lFormValue As Long Dim iDefault As Integer sAppName = "Word 97" sSection = "Invoices" sKey = "Current Invoice Number" iDefault = 1 ' If the specified form field doesn't exist, ' an error will occur. On Error GoTo errhandler ' Replace the following Form Field bookmark name, ' "InvoiceNumber", with the name of your form field. Set fField = ActiveDocument.FormFields("InvoiceNumber") ' Get stored registry value, if any. lRegValue = GetSetting(sAppName, sSection, sKey, iDefault) ' If the result is zero, set to default value. If lRegValue = 0 Then lRegValue = iDefault ' Get value from formfield. The value cannot be null. If fField.Result <> "" Then ' If not Null or empty. lFormValue = fField.Result Else ' If null or empty, set to default value. fField.Result = iDefault lFormValue = iDefault End If     ' See if a new new starting invoice number was entered. If lFormValue <> lRegValue Then ' If so, make the registery value equal the form value ' and store the new value. SaveSetting sAppName, sSection, sKey, lFormValue + 1 End If  errhandler: If Err <> 0 Then MsgBox Err.Description End If  End Sub For more information about adding a command to a menu, click Contents And Index on the Help menu (or on the Balloon Help menu if you are using a version of the Macintosh operating system earlier than 8.0), click the Index button in Word Help, type the following text

menus, commands

and then click Show Topics. Select the "Add a command or other item to a menu" topic, and click Go To. If you are unable to find the information you need, ask the Office Assistant.

For additional information, please see the following article in the Microsoft Knowledge Base:

181058 OFF98: How to Run Sample Code from Knowledge Base Articles

