Simple accounting system, is it best to use codes?

[mdbBound]

Simple accounting system, is it best to use code?

Hi there,

I have developed databases in Access but created everything manually and using the wizard and used the macros. Aside from wanting to learn to use VBA, I thought codes might be better because my new project will have 10 users and I also want to put it in the network. My last project was split FE/BE, where tables are located in the network and UI are installed in all their computers. I have received complains all the time because it was slow in retrieving data and was not stable.

My new project is a simple accounting system. The users have to input data thru a Journal Voucher (JV)table/form . I also need to create a JV Log ( who, when, descript, Total Debit and Credit amounts) table/Form to hold the control numbers for the JVs. There are 3 ways to create a JV (New JV, retrieving last year's entries and appending it, and lastly, by using computation for required reversal entries

The last 2 is hard because I need to get some recordset and append them to some new table. You also need to consider the number of people doing this activity at the same time.



Thank you in advance!

 

[WayneRyan]

mdb,

You are already on the road to a successful db.

You want to make that the Network can keep up with the performance of your db.

Do NOT have the source of any of your forms the whole table!
You can use queries to reduce the amount of NET traffic.

You can index the appropriate fields to cut down on the amount
of Net activity.

ps. I have to hang a ceiling fan. Are any of you grounded?

Wayne

 

[MikeAngelastro]

One other possibility to handle the network issue is to use Terminal Servces. This will set it up so that only screen changes, mouse clicks, and key strokes traverse the network. We did that is it helped a great deal.

 

[mdbBound]

Thank you for your insights Wayne and Mike.

Mike can you please explain what you meant by Terminal Services.

To everyone:
Also, using the old system in Paradox users create their JVs using their C:\ by creating one table per JV. The total average JV per year is 120. The JV log is in paper form, users will first write down the JV number to make sure no one gets to use it while they are preparing their own JV. After they create the JVs, they will save the tables in the network. My job is to copy the tables (about 120) and combine them in one table which are connected to my Balance Sheet and Income Statement Accounts table.

With the new system that i have in mind, I would like the users to get a JV number that will pop out stating "The next available JV# is" and this will come from
JVLog table which will have the username, date, description, and amount. . Hopefully, users won't have to type the JV number. Please keep in mind that other users will be doing the same thing at the same time. Next, a blank datasheet will come out to take the lines of entries for that JV number without having to type the JV number for each datasheet row. How the heck do I reference a field in a datasheet to get its value from the JV# that just popped out without having to have the user type the JV# reapeatedly for each row in the datasheet. Will I need a code for this?

This is getting longer, I probably need to breakdown my problems into modules. It's a very interesting and challenging system. Please help me figure this out. I'm still in the analysis stage, I hope I'm not wishing for an impossible system.

Thank you all in advance for your contribution in this project!!!

 

[Pat Hartman]

Use an autonumber for the JV. Have a table that defines the JV and a related child table that contains all the detail. Use a main form for the JV and a subform to enter all the detail. As long as the master/child links are properly set, Access will take care of storing the JV number in the detail records.

PS, do not use special characters such as the # in your data names. Also never use spaces. Both cause problems when you are writing code.

PPS, code is already plural so codes is incorrect usage when referring to subroutines/functions/modules/programs. Codes refers to short values used in place of long values such as F for Female and M for Male or FT for feet and IN for inches.

 

[MikeAngelastro]

Terminal Services is a feature that is included with Windows 2000 Server - probably 2003 also. When you run an Access application using TS both the front end and the back end are on the server. The user effectively has a desktop on the server and a window to it from his/her client desktop. All the processing takes place on the server. This is a lot faster and a lot less error-prone than having whole recordsets come accross the network only to be cut to 1% because of a where clause.

At the server you create a pair of client floppies which are used to install TS Client on each user's machine.

To do this, it is necessary to install Windows 2000 Server so that it includes TS. From that point forward you install all programs through TS. This makes it possible for other folks to them from their client desktops.

 

[mdbBound]

Thank you Pat and Mike for the insights. I hope you will all be patient with my questions as I go along with my project. I will count on your continued support.