Question Need to build a database ?

[Toni]

Hi
I need a help of making a database , I just start to work with it and I don't understand to much , I will try to explaine what I need so any one can help me

I want to make a Database so I can record request from other Company to the Company I work the Tabe will look like this CompanyID, CompanyName, CostumerID, Description, Quantity, PriceForPcs,TotalPrices(Summe of Quantity & PriceForPcs) ,
I need a form so I can fiel the informatinons also a buton so i can print(the open form) and another one so I can search ( with Company name, Company ID etc), and also another buton so I can open always three forms that are made in Excel and be able to save them in database .
Any help is apreciated very much
Toni
So please give me the ideas so I can start to build a database

 

[CBrighton]

Firstly, don't store calculated values. You can easily calculate them in a query. Given your example the field would have to be updated whenever the price or quantity changes, with a calculated field in a query it will always be a calculation based on the current price & quantity.

Your requirements are basic enough that the majority should be doable purely via the wizards offered in access. Once you have created a query with the calculated TotalPrices, the new form wizard should be able to create you a form for adding / editing / viewing records in that query. I suspect print is an option in the command button wizard too.

Search forms are a common discussion on these forums and online in general, I'm sure someone will pop in here with a useful link soon enough, but in the meantime feel free to search this forum for "search forms".

I'll leave the excel - access link to someone with more knowledge of that, as it's not something that I do.

 

[GaryPanic]

to follow on-

look at the samples these will give you idea's on how to structure your D/B
get your tables set up correctly and linked to each other

Now linking to Xls - firstly why ... if access can do it then stick with access
if you do need to xls - then you how to do this froma n excel point
Access holds the data and excel can intergate it .

again check samples or previous posts on qry't from excel to access
(Somtimes havignt h eaccess as the d/base and only allowing xls to view data can work - but it is a bit illogical )
g

 

[Toni]

Thanks for the help GrayPanic&CBrighton
Well I'm thinking to so is better to creat one tabel with a same info I have in Exl. and also can I add info which always stay in the printing report ?So where I add those in the Form or in Report ?

 

[GaryPanic]

Who hold fire ...

Firstly how many fields are on the xls
can the xls be split into something more helpful
this might involve having 2 or more tables and then joining them by the use of queries (qry) -- it might make a bit more sense if you upload a empty xls sheet (Just with the heading) so you cna get some input

 

[Toni]

Well the xls file have informations or ruls I can say ,and there are around 20 Fileds , some of the fields will be updated every time ,some of them will stay , this is invoice for the service that my company does. For exampel for the same Request(service) for two different comapnys I want to change only the company and so.

 

[CBrighton]

Generally speaking you want each table for each "thing" which you will record data about.

For example you could have a companies table with the company data, an address table which holds various billing / shipping addresses for each company, a services table detailing what services you offer and the standard price, and an invoices table holding data on each invoice.

Queries and relationships between the tables then allow you to link the data how you want it (e.g. linking the company table and the address table will let a query display all the addresses for a specified company, etc).

Note that the tables above are just examples based on what little info you have given about your database, it's down to you to work out exactly what tables are best suited for your needs.

 

[Toni]

I was working on the tabels so I will give I try to make them together , if not then I will ask for help or I will send the tabels and someone can help me .
Thank a lot ,

 

[jdraw]

There is a free video tutorial here discussing normalization. I hope you find it helpful.
http://www.lynda.com/Access-2003-tutorials/essential-training/normalization/13150-4.html

 

[Toni]

I need help on making my database , I did some other forms and they work good , but in this one I have to add all the forms I posted ,so I can create the tables but the First will be the required one and the others just if you need , but sometimes I dont use them , but they are to much fields is any way so they can be under the first Form and be there so I can use them if I need .Any help is appreciated .

Toni

 

[tkepongo]

I need help on making my database , I did some other forms and they work good , but in this one I have to add all the forms I posted ,so I can create the tables but the First will be the required one and the others just if you need , but sometimes I dont use them , but they are to much fields is any way so they can be under the first Form and be there so I can use them if I need .Any help is appreciated .

Toni

Before jumping into the forms, you really need to figure out what tables you need and how they're going to relate to each other. From the pictures that you' posted, it looks like Attachment 1 can relate to Attachment 2 and Attachment 3 by the Artikel-Nr or Auftrags-Nr or the Kundenaugrags-Nr (it is up to you to determine what field is to be the unique identifier since you understand the business process).

Designing the structure of the database is (in my opinion) the most important part. Forms are just a way to capture and present the data. If your database structure is poorly designed, it is difficult to translate that data into useful information.

 

[Simon_MT]

Actually, your approach whilst not technical will assist in the construction of your database because you are working "backwards". This is a good starting point. You should emulating existing transactions as test data and this will highlight any issues. This does not mean that good design should be ignored but it is better to have a system that works rather than a database that is technically correct but doesn't do the job.

Storing calculated values is permissible if there are contractual considerations or huge datasets where you create an overhead going into the details to summarise, for example, the total invoice value from each line item.

Simon

 

[Toni]

Thanks Simon
I really can make something with a wizard , and then edit some properties to the tabels and the forms also , but Im trying here to build a form with a subform so , for exemple the first picture will be the Form and 2nd and 3rd will be the subform.
So my question is can I do this ,and display all of them in the form so I can change them when I need , right now Im doing this in Excel .
Thanks
Toni

 

[Simon_MT]

Forgive me, my German is not good.

Here is how I would approach the project. I'm assuming you are involved in a Bill of Material environment with Assembly / Quality Inspections / Contract.

The first step I would suggest is creating the Bill of Materials (Components). This may be complicated if there are SubComponents - Components within Components. This is the bottom level and then build from there to the Contract and then add the Quailty Control.

In a chemical environment we allowed compounds (BOM) to to made of the fly unless they were manufactured and these products had there own Product code.

Simon

 

[Toni]

Thanks Simon ,
I will try to make my first Tabel and Form so you can see what Im trying to do .
Toni

 

[Toni]

Hi ,
I finally build a database , but Im having problem so I can make it work the way I want ,
What I need is :
1 . Be abel to Print a specific record
2 . Search and find record by , name , article etc
3. And save them als Word or PDF
I can post here my database if any one is interested to help me , I made this reading the book so I think I can't explain good, ore maybe I did something wrong ?
I creat a Query , but the data das not show up , and also report but is empty ??
Toni