Creating a Database Solution for a Computer Outlet Part 1

8/12/2019 Creating a Database Solution for a Computer Outlet Part 1

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PART 1ACCESS 2002 NOTES

CREATING A DATABASE SOLUTION

FOR A COMPUTER OUTLET

1. Launch Microsoft Access 2002

Access will open as illustrated (Right)

2. Access now features a new sidebar with useful

links. Click on the BLANK DATABASE link

fro the NEW segent of the sidebar

!. "he FILE NEW

DATABASE dialog

bo# now opens

A$ %n the FILE NAME

bo#& t'pe Computer

Sales, Repairs And Upgrades

*$ %n "he SAVE TO bo#&

select where 'ou wish to

sa+e 'our database (M'

,ocuents folder etc)

C$ Click the CREATE

button

1

A

B

C






A database is populated b' +arious ob-ects& soe of which are listed below$

"ables

ueries

Reports /ors

Macros

"he tables in an' database anageent s'ste (,*M) are probabl' the ost

iportant ob-ects. "hese hold all of the data within the database in a structured

anner. e shall now create our tables

TABLES TO BE CREATED:

Custoer

ob

Coponent

%n+oice

"echnician

/ollow the steps below to build the tables

4. /ro the database window&

click on the TABLES option in

the OBJECTS PANEL

,ouble click on the

CREATE TABLE IN

DESIGN VIEW option

in the ain window

5. "he "A*L3 ,3%45

%5,6 now opens

2






Coplete the field

naes and data

t'pes as illustrated

right

6. Click into the C7"6M3R%, field

Click on the PRIMARY KEY icon on the ain

toolbar

"his will now assign the priar' ke' to the Custoer%, field

. Click on the DISC ICON on the ain toolbar&

to propt the SAVE AS DIALOG BO! to appear

a+e the table as

CUSTOMER

Close the table

". Retrace these steps to create the rest of the tables 8 /ield naes& data t'pes etc

are detailed on the ne#t page

"A*L3 5AM3$ JOB # Make J$%ID "he 9riar' :e'

!






FIELD NAME: DATA

TYPE:

DESCRIPTION:

J$%ID 5uber 7ni;ue ob Reference 5uber

Custoer%, 5uber 7ni;ue Custoer Reference 5uber

ob,ate ,ate<"ie ,ate ob Carried 6ut

=alue%f*usiness Currenc' =alue 6f ob (%f *usiness Client)=alue%fConsuer Currenc' =alue 6f ob (%f Consuer)

=alueAtCost Currenc' Cost 6f ob

%tes%nob 5uber uantit' 6f Coponents %n ob

"echnician%, 5uber "echnician ho Carried 6ut ob

7pgrade >es<5o as "he ob An 7pgrade?

/ull'ste >es<5o as "he ob A ale 6f A /ull 'ste?

Repair >es<5o as "he ob A Repair?

ob5otes Meo Rearks < Coents 6n ob

"A*L3 5AM3$ COMPONENT # Make C$&'$()(*ID A5, ob%, dual 9riar'

:e's 8 Action this b' highlighting both rows at the sae tie and clicking the

9riar' :e' icon as usual. "his is also referred to as a COMPOSITE KEY

FIELD NAME: DATA

TYPE:

DESCRIPTION:

C$&'$()(*ID 5uber 7ni;ue Coponent Reference 5uber

J$%ID 5uber 7ni;ue ob Reference 5uber

,escription "e#t Coponent ,escription

Cost9rice Currenc' Cost 9rice 6f Coponent

ales9rice*usiness Currenc' ales 9rice (*usiness)ales9riceConsuer Currenc' ales 9rice (Consuer)

Coponent5otes Meo Rearks < Coents 6n Coponent

"A*L3 5AM3$ INVOICE # Make I(+$,-)ID the 9riar' :e'

FIELD NAME: DATA

TYPE:

DESCRIPTION:

I(+$,-)ID Auto5uber 7ni;ue %n+oice Reference 5uber

ob%, 5uber 7ni;ue ob Reference 5uber

Custoer%, 5uber 7ni;ue Custoer Reference 5uber %n+oice"otal Currenc' "otal =alue 6f %n+oice

%n+oice5otes Meo Rearks < Coents 6n %n+oice

"A*L3 5AM3$ TECNICIAN # Make T)-/(,-,(ID the 9riar' :e'

FIELD NAME: DATATYPE:

DESCRIPTION:

@






T)-/(,-,(ID 5uber 7ni;ue "echnician %.,. 5uber

"itle "e#t Mr& Mrs& Miss& Ms.

/irst5ae "e#t "echnician /irst 5ae

Last5ae "e#t "echnician Last 5ae

4ood All of our fi+e tables are now read' for the ne#t stage.

4. Close an' tables that are still open

. /ro the ain toolbar& click on the

RELATIONSIPS icon

10. "he show table dialog bo#

now opens

5. Click on the TABLES tab

6. Bighlight the CUSTOMER

table

. Click the ADD button

6ur Custoer table has now beenadded to the RELATIONSIPS

WINDOW

/ollowing the sae ethod& add the other @ tables to the relationships window

JOB

COMPONENT

TECNICIAN

INVOICE

TE RELATIONSIPS WINDOW:

"he relationship window now shows all fi+e tables 8 arrange the as illustrated

below






e will now create relationships between the tables 8 Making this database

RELATIONAL.

". /ro the CUSTOMER TABLE& click and drag the C3*$&)ID field

ONTO the C3*$&)ID field in the JOB TABLE

"he EDIT

RELATIONSIPS dialog bo# now opens.

Check the ENFORCE

REFERENTIAL

INTEGRITY bo#

(ee notes on ne#t page)

Check the CASCADE

DELETE RELATED

RECORDS bo#

(ee notes on ne#t page)

Click the CREATE button

ENFORCE REFERENTIAL INTEGRITY

D






*' checking this bo#& we are asking Microsoft Access to ensure all entries < input data

are +alid. 3#aple$ %f no custoer e#ists with an %, nuber EE& a -ob cannot be

attributed to this account.

CASCADE DELETE RELATED RECORDS

"his option is checked to ensure that when a custoer is reo+ed fro the databaseF

all related records are deleted also. "his keeps the database tid' and reo+es an'

redundant data.

. As 'ou can see fro the illustration

(right)& a ONE#TO#MANY

relationship has been created

between our two tables (6ne

custoer can ha+e an' -obs etc)

7sing the sae ethod& create further

relationships as detailed below$

JOIN TABLE: TO TABLE: BY DRAGGING: AND DROPPING

ONTO:

6* C6M96535" ob%, (/ro ob

"able)

ob%, (%n

Coponent "able)

6* %5=6%C3 ob%, (/ro ob

"able)

ob%, (%n %n+oice

"able)

"3CB5%C%A5 6* "echnician%,

(/ro "echnician

"able)

"echnician%, (%n

ob "able)

G

M(O()






All of our relationships ha+e now been created 8 see the re+ised relationship window

illustrated on the ne#t page

As 'ou can see& all of our relationships are ONE#TO#MANY. Close the relationships

window and sa+e the changes when propted.

NOTE: hen creating 653H"6HMA5> relationships& it is iportant that 'ou alwa's

drag the ONE side onto the MANY side 8 not the other wa' around.

Although it is not 'et populated with data 8 or an' ob-ects& we ha+e created a

relational database.

We have:

• Created a blank database

• Created tables with +arious field naes and data t'pes

• Assigned 9riar' :e's

• Assigned a Coposite :e'

• Created oneHtoHan' relationships between tables

• 3nforced Referential %ntegrit'

• Cascaded ,elete Records

• Created a relational database

I

IN SUMMARY

IN PART 2






We will:

• 9opulate tables with data

• %ntroduce data entr' ethods

• and more...

E

Documents

Creating a Database Solution for a Computer Outlet Part 1