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How can I set up a numbering system to track quotes that numbers each quote for a customer sequentially, and includes the customer ID and quote number?
You can easily do this in QuickBase. You'll need to create a few new fields in both your customer and quotes tables, relate these tables and then set up a special field to capture this combination number. To do so:
1. In your Customer table, create a numeric field called "Customer Number".
To learn about creating fields, read https://www.quickbase.com/help/adding_a_field.html. Once you've created this field, click its name to open field properties. Then turn on the "Require unique values for all entries in this field" checkbox and click Save.
2. Create a relationship between the Customers table and Quotes table.
In this relationship, each Customer can have many Quotes. Therefore, the "one" is Customers and the "many" is Quotes. In other words, Quotes will be the details table that features a lookup to Customers, the master table. (To learn how to create a relationship see: https://www.quickbase.com/help/creating_a_relationship.html)
3. In the Customer table, create a summary field that captures "# of quotes".
In the table bar on any application page, click one table in the relationship. Within the menu that appears, select Customize --tablename-- table > Relationships. Locate the relationship you created and click its Edit link. On the Relationship Properties page that opens, click "Add summary field", make sure that the "Number of Quotes" radio button is selected and click OK. Accept the name QuickBase gives to the field (or type in your own) and click OK.
4. In the Quotes table, add a lookup field that captures the summary field you just created.
You can do this from within the Relationship Properties page you accessed in the previous step. On the right, under "Details Table - Quotes" click "Add lookup field." Within the Lookup field dropdown list, select the summary field you just created (called something like "# of quotes") and click OK.
5. Create a snapshot field to snapshot (or capture in time) the value from the lookup field you just created.
In the Quotes table, create a numeric field called "Snapshot". Click on this field's name to edit its properties. Under Advanced Options select the lookup field from the Snapshots dropdown list. (For more on snapshots see https://www.quickbase.com/help/setting_up_snapshot_fields.html)
6. Now, tie it all together by creating a formula field in the Quotes table.
In the Quotes table, create a new field called QuoteID (or whatever you wish). Click the field's name to open its properties. Select the field type "Formula-Text" and then enter the following in the formula box: [Related Customer] & "-" & [Snapshot] (See https://www.quickbase.com/help/using_formulas_in_quickbase.html for more on using formulas.)
From this point on, QuickBase will sequentially generate a number for each Quote which includes the customer number. So if customer number 101 had two Quotes, these Quote records will be numbered 101-1 and 101-2.
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Comments
this was working great but
now it has stopped at 44. one thing we did not do upon creation is "require unique values" but i cant turn that on now or i get an error message.
this was working great but
Hi Drew,
My name is Brian from QuickBase Support. I just need a bit more information to investigate this:
- What table are you working on?
- Could you invite me to your app so I can take a look on my end?
To share your application, enter your application > Users > Share with a New User. On the next screen, click the Address Book icon. Make sure the search box is set to "All QuickBase Users", then in the search box enter the screen name QB_Support_Brian. This screen name should come up in the results. Select it so it's shown in "Current Selections" and then click OK. Please use the assign a role drop down to assign me the same role as you. Finally, make sure "Send an email" is checked and then click the Send button.
Thanks,
Brian
QuickBase Support
Numbering for existing records
I set up this formula and it is working for new records. However, it has numbered all existing records the same. For example, if there are 4 related records they all say 1234-4 instead of 1234-1, 1234-2, 1234-3, 1234-4. How can I fix this for existing records?
Lookup field
Given how the formula was constructed, I suspect either the lookup field or the snapshot of causing the issue you're seeing. Look at the data by creating a report in the Quotes table showing the lookup field, the snapshot field, and the formula field. Then create a report in the Customer table to look at the Customers and the number of quotes they've been issued. If those investigations do not reveal the source of the behavior you're seeing, you may want to contact Customer Support for help in troubleshooting the formula.
Regards,
--Sybil
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