The tables that would be created in order to organize the data are as follows: Dealers Table: The fields in this table would be Dealers Id, Dealers Name, Address, Contact Number and Email. And the Primary Key is the Dealers Id. FIELD NAME DATA TYPE Dealers Id Number Name Text Address Text Contact Number Number Email Text The use of validation would be necessary in the Dealers Id and Contact Number. The Validation Rule for the Dealers Id would be 0 and the Validation Text would be Entry Must Be A Nonzero Value. The Validation Rule for the Contact Number would be 0 and the Validation Text would be Entry Must Be A Nonzero Value.
Input Mask: Name -Dealers Id 999 Suppliers Table: The fields in this table would be Suppliers Id, Name, Address, Contact Number, Item Name, Quantity and Email. The Primary Key in this table would be the Suppliers Id. FIELD NAME DATA TYPE Suppliers Id Number Name Text Address Text Contact Number Number Item Name Text Quantity Number Email Text The Validation Rule for Suppliers Id would be <>0 and the Validation text would be Entry Must be A Nonzero Value. The Validation Rule for Contact Number would be 0 and the Validation Text would be Entry Must Be A Nonzero Value. Input Mask: Name.
Suppliers Id 999 Quantity 999 Employees Table: The fields in the employees table are Employees Id, Name, Telephone Number, Wage Rate, Hours Worked, Basic Salary and Address. The Primary Key in the table would be the Employees Id. FIELD NAME DATA TYPE Employees Id Number Name Text Telephone Number Number Address Text Wage Rate Currency Hours Worked Number Basic Salary Currency The Validation Rule for the Employees Id would be 0 and the Validation Text would be Entry Must Be A Nonzero Value. The Validation Rule for Telephone Number would be <> 0 and the Validation Text would be Entry Must Be A Nonzero Value.
Validation would also be used for wage rate, hours worked and basic salary. The validation Rule for Wage Rate would be <>0 and the Validation Text would be Entry Must be A Nonzero Value. The Validation Rule for Hours Worked would be < 52 and the Validation text would be Less than 52. The Validation Rule for Basic Salary would be >0 and the Validation Text would be Greater than 0. Input Mask: Employees I999. 99 Purchases Table: This table would contain fields such as Dealers Id, Name, Item required, Quantity, Date Of Purchase, Price, Discount Allowed and Item Code.
The Primary Key would be the Dealers Id. The Dealers Id would be looked up from the Dealers Table. FIELD NAME DATA TYPE Dealers Id Number Name Text Item Required Text Quantity Number Date Of Purchase Date/Time Price Currency Discount Allowed Currency Item Code Number Validation would be used for Dealers Id, Date of Purchase and Price . The Validation Rule for Dealers Id would be 0 and the Validation Text would be Entry Must be A Nonzero value. The Validation Rule for Price would be <60 or > 1000 and the Validation Text would be Not Less Than 60 And Not Greater Than 1000.
TStock Table: The Fields in this table would be the Item Code, Quantity-in-hand, Item Name and Suppliers Name. The Primary Key would be the Item Code. And the Suppliers Name would be looked up from the Suppliers Table. FIELD NAME DATA TYPE Item Code Text Quantity In Hand Text Item Name Number Suppliers Name Number The Validation Rule for Item Code would be0 and the Validation text would be Entry Must Be A Nonzero value. Input Mask: Item Codtables. I would create a form from the Employees Table.
This form would store Employees Id, Name, Wage Rate, Hours Worked and Basic Salary. Other form created would be from the Purchases Table, Dealers Table and the Suppliers table. The form created from the Purchases Table would store Fields such as the Dealers ID, Item Required, item Code, price, Discount Allowed, Date Of purchase, Quantity. The Form created from the Suppliers table would contain fields such as Suppliers Id, Name, Quantity, Item Name, Address and Contact Number. The form created from the Dealers Table would store information such as Dealers Id, Name, Address, Contact Number and Email.
A sub from would be created so that the user can update the Dealers Table and the Purchases Table simultaneously. Switchboard Manager The Switchboard Manager is a user interface to access the different options available for example repots, queries and forms. It is easier to search for any option. It is very convenient as you can view the queries, forms and reports quickly. The purpose of a Switchboard Manager is to make-work Funer and to save time. The switchboard Manager would benefit my company, as it would save a lot of time. Reports would be generated from the Employees form, Dealers Table, Stock table.
In the Employees Report the data would be classified, as the Employees Id would be in ascending order and the Employees Name would be in Alphabetical order. The Data in the Dealers Form would be classified as the Dealers Id would be in ascending order and the Dealers Name would be in Alphabetical Order. The data in the Stock Table would be tabulated, as the Item Code would be in ascending order and the Suppliers Name and Item Name would be in Alphabetical Order. Graphs and charts can be generated from the data provided in the table. This makes the data more presentable. Graphs could be implemented for more clarity of data.
Queries would be originated from the Dealers Form, Item Table and Purchases form. These queries would sort the data in alphabetical order in an organized manner. Queries are used to display certain information on tables depending upon a certain criteria specified. Command Buttons would also be implemented for each of the forms. The command Buttons would be: PRINT ADD NEW RECORD Go TO NEXT FORM DELETE EXIT Some of this data would be screen-based such as the employee information. But other data such as the Dealers Form and the stock reports could be printed out for convenience.
The user could do this by applying the print feature in MS ACCESS. Mail Merge This feature will require the need of Microsoft Word. In Word we will first go to the Mail Merge Feature in the Tools Menu. This is very simple, to carry out Mail Merge by opening an existing Data Source in Word. The only difference is that when the Open dialogue appears I will change the File Type to Microsoft Access Database. The Mail Merge Feature helps to print out a vast majority of letters. For example the company if wants to print out notices to the dealers if closed on a weekday etc.
it may use the help of the Mail Merge Feature. All this data would need backup and security. The different possible backups would be storing data on floppies on weekly bases and monthly on CDs. Storing data on CDs would be more appropriate for databases. Data would be stored on floppies as its a cheap medium. The Security Strategies would be password protected files and a power on password. Security Strategies would also include Anti hacking programs, which would be prevent files from being hacked. The Anti Virus Program would protect the data from any virus.
Read-only passwords could be put on certain files so that a person would be able to view the file but wont be able to make any changes to it. Interview An Interview was conducted with John Ibrahim, the manager of The Fun Drive Company. Q. What is your job description? Ans. My job requires a lot of attention. There is a lot of paper work to do. I have to make sure there is enough staff to satisfy dealers requirements. I have to see whether my company stands out in terms of quality. Q. How is information Received? Ans. I receive information about all the dealers from the questionnaires handed to them at the beginning of the transaction.
I also receive information by conducting a general survey every 2 months. Through these surveys we find out the status of the company in the market and the level of customer satisfaction and popularity. Q. What accounts do you prepare? Ans. A Trading And Profit And Loss Account is prepared and also a Balance Sheet is prepared. These Accounts are primed in order to find out the profit of the company. Q. What outputs are generated and where are they stored? Ans. Reports are generated from the data stored on the stock, dealers and employees files.
These reports are then stored in cabinets. The Dealers report is generated from the Dealers File and it contains the Dealers personal information. The Stock Report is originated from the Stock File and it contains detailed information about the products in stock. The Employees Report is procreated from the Employees File and it contains meticulous information about the employees salary, wage rate, hours worked etc. Q. What are the problems encountered? Ans. The data entered might not be accurate. Its time consuming and the reports generated may not be clear and professional.