WD97: Macro to Increment Invoice Number to New Form Document

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The following sample Visual Basic for Applications macro must be named AutoNew and stored in a protected form template (protect the template for Forms). If the macro is named AutoNew, the macro runs 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 form field 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
				

NOTE: If you want to use a number larger than 32,767, change the data type to Long for the iDefault parameter.

Change the line that reads "Dim iDefault As Integer" to "Dim iDefault As Long".

Reset the Invoice Number

To reset the invoice number, you can use the following sample Visual Basic for Applications macro. The macro detects whether 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, click the Index tab in Word Help, type the following text and then double-click the selected text to go to the "Add a command or other item to a menu" topic. If you are unable to find the information you need, ask the Office Assistant.

Include Leading Zeros

If you want the invoice number to include leading zeros (for example: 00001), you can use the code below. Modify the following line in the code block below for the number of zeros that you want to use:

      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 sLeadZeroNum 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
         ' Formats the Form Field with 5 leading Zeros.
         sLeadZeroNum = Format(lRegValue, "000000") '<-add your zeros here.
         ' Set form field result to stored value.
         fField.Result = sLeadZeroNum
         ' Increment and update invoice number.
         SaveSetting sAppName, sSection, sKey, lRegValue + 1

errhandler:
         If Err <> 0 Then
            MsgBox Err.Description
         End If
      End Sub


				

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