Question Is this possible

[xirokx]

Hi,

I want to set up a rent sheet database for 20 tenants that would allow me:-

- track rent payments
- carry over balances to the following fiscal week

Can I do this MS Access?

I would have a switchboard and forms and reports behind that switchboard.

I wanted MS Access to calculate the rent due for each tenant each week and everytime I opened the database if every monday it would show me I am on fiscal week 30 for example and show me a report of tenants rents that are due?

Is MS Access good for calculations such as these or would MS Excel be better?

I have a finished example in MS Excel I want to turn into a MS Access database but do not know if its necessary?

Please advise?

If you believe it would be worth pursuing in Access please advise how to perform basic sums i.e. multipication, division, subraction in MS access and where I input these formulas? Would it be under criteria when setting up a report and query?

Thanks in advance..

 

[RainLover]

Yes Access can handle this. In fact it would handle this better than excel.

However it would be rather complex and would require an above average understanding of MS Access.

Suggest you look around to see if you can find a template that someone else has designed.

When you have a problem post a question that is specific to that problem rather than a generic question like how do I do this.

I am sure you will get a lot of support here should you wish to embark on this project.

It will take you a lot of time to do this, but it could be worth the trouble as it would be a great learning curve for you.

Good luck with the project.

 

[xirokx]

I have thought about it and the more I think about I believe I would have only one table:-

- table 1 = tenants personal details

Table 1 would also be a form

What I am unsure about is how it would work i.e. when I enter the amount paid for each tenant the process is complete..

Im not sure I would require tables with relationships etc

Is this correct?

Can someone specify how this would be setup if I am wrong above?

Thanks

 

[jjturner]

xirokx,

Listen to RainLover, who is giving you good advice and is very experienced.

It's good of you to consider MS Access as a solution. But what you are considering is something that will take some time to learn since you're new to Access. However, it will also be very rewarding time if you stick it out.

So, rather than try to 'swallow the whole horse at once', do yourself and those who are trying to help you a favor and first look around for example databases and table designs and relationships that might be close to the business model you're attempting to build the database for.

Then when you've begun working with something concrete and tangible it will make your question more specific - especially if it's a conceptual question - and then we can help

Cheers,
John

 

[xirokx]

thanks...

any ideas then where I can get hold of a template database that will do this for me?

cheers!!

 

[RainLover]

John

Thanks for jumping in.

Your reply was a lot better than what I was thinking.

 

[jjturner]

NP,

Truth be told, I have a lot of homework to do myself with data modeling and working with the table relationships.

- sadly, it always seems to be given the least attention when we start jumping into db's. I suppose the immediacy of Queries and Forms are just too much of a draw to resist getting ahead of oneself . . .

 

[xirokx]

thanks for your responses...

sorry for being silly but JJTurner are you saying forms and queries is basically all I need to set this up?

I do not mind tackling this project with tutorials that can be found on the web I just do not know how best to begin..

To begin with I can only see one table here with queries and therefore no need for related tables - is this true?

thanks

 

[DCrake]

Let me interject. Consider what you have...

Properties
Tenants
Rental incomes

Next you need to ask yourself several questions, such as:

Can more than one tenant live at the same property. (Shared accommodation)
Does each tenant get billed on the same day of the month/week/year
How do you collect the rent From tenant/DSS/BACS/Etc
How do you handle arrears

In theory, at its simplest form 1 tenant can only live in 1 property at any one time. That tenant pays many payments on that property.

So you first need a table for properties
Then a table for tenants (1-1 with Properties)
Then a table for rental receipts (1-Many with tenant) There may be an argument that the rent is related to the property and not the tenant but this becomes harder as you need to track arrears via tenants not properties.

This will give you a foot in the door as to where to start with your structure.


Edit:
Having answered this question I then go on to read a thread posted by the same OP about a completely different issue but the indication was they knew more about Access than they impied in this new post. Somewhat confused.

Note the time lapse between the two
http://www.access-programmers.co.uk/forums/showthread.php?t=176242

David

 

[RainLover]

xirkox

What you are embarking on is difficult.

To do it right it would require 10 to 20 Tables.

You need to do some research.

We can help with your problems but we cannot teach you everything you need to know.

Buy a book or two.

Look at other sample database to gain an understanding of database design.

It is a long journey that you have embarked upon.

We will help but will not do the work for you.

Please keep posting your questions but at least research the subject first.

 

[xirokx]

hey drcake,

thanks for pointing me in the right direction and clarifying the setup, I assume once i have setup these tables the rest is merely a case of setting up expressions for calculations I will give it a go later...

re: my previous post, perhaps I do know more but am being modest in my approach so that I can cover everything during the setup process as opposed to assuming I know alot but dont know anything...

I can confrim I can create tables, forms, basic of the basic queries and a switchboard and report...Also I can create basic relationships....

I need more practice on expressions though I do not know as much as I would like hence these mini projects...

Rainlover, thank you for your response....Rest assured I do not want you to do anywork for me. My intention is merely to use this forum as guidance and NOT to ridcule people by getting them to do everything for me - what would be the point? I would not learn a single thing that way. Id like to increase my knowledge of access as I have only created 1 database which was 2 weeks ago by doing what I am doing now a) clarifying the setup b) doing the work myself c) reverting back to forum in the event I need advise. By seeking guidance and doing things myself my knowledge will increase alot quicker. Sure I can read a massive book and easily forget everything by the time i begin. I learn best by practing what I am doing straight away as opposed to read and practice and so on, plus I dont have that much time to allocate to my learning......

So taking this into consideration I have been on "you tube" to see many examples of how to do certain things that I maybe able to implement in the 2nd project stated above..

I am really bewildered why you say I would need 10 - 20 tables when DCrake as highlighted that you really only need 3 which I will begin creating now...

I will post an example of what I have done later today / tomorrow...

Thanks for your advice peeps..

 

[RainLover]

<I am really bewildered why you say I would need 10 - 20 tables when DCrake as shown that you really only need 3 which I will begin creating now...>

Because I have done this type of thing before.

< perhaps I do know more but am being modest in my approach >

If this is the case then you should start to be honest with the people who are trying to give you honest advise.

 

[DCrake]

Hey !! My 3 table statement was a starting block, I can concur that there may be many more tables required to complete the project. These tables may not be actual data collection tables but support look up tables and system setting tables, So don't take it for granted that 3 is the Max.

David

 

[RainLover]

X

Please take note of what David said.

I do not know David, but I fell confident that he knows quite a bit about database design.