Hello Everybody,
I am a relatively new self-taught access user and brand new to this message board with a very small amount of access knowledge but a relentless work ethic and passion to really understand and learn the program. As a matter of fact, everytime I learn something new- I get excited. I enjoy seeing what other people do and sample templates because it gives me ideas I can use for work. Anyway, my reason for writing is I have a project at work for our supply, budget, purchasing and inventory control work area. I need to develop a database that would be easy and fun tailored for inventory control, maintenance, purchasing and budgeting (integrating quarterly projections and actual spending amount on a quarterly basis). The problem is I know exactly what I want the database to do but I can't seem to get it to work. The existing database is not organized very well and people normally typed directly into the table, added unnecessary field that if deleted mess up the queries and reports. Do you know if there is a super-inventory/purchase and budget database perhaps even with bar coding options that already exists? I've been to Microsoft and downloaded some cool templates but just not quite what I am looking for. Anyway onto the database. I am in a professional band of about 70 members and an overall inventory of over 2 million. The members of our band work here anywhere from 2 to 8 years and are allowed to take the instruments with them or they have the option of turning them back into supply. The problem is when the member leaves, how do you keep a permanent history of every single piece of equipment that has ever been associated with the band? Also, when new band members arrive here they sometimes bring their own instrument with them that becomes the band's property until they move and then the instrument and last known information needs to become apart of a permanent history archive. Other things that also need to be in the permanent history is things we turn in to music stores (for store credit ) in this event we need to show how we expended this store credit but the instrument that is turned in needs definitely be in the history archive. Also equipment that is outdated, lost or turned in for junk needs to be reflected in the history. While still on the topic of equipment issue each of the 70 members can sign for more than one piece of equipment but require a signed hard copy of the report. (The report we have for the individuals to sign is pretty decent but the process of having to create a new report for each new musician is very odd-seems like I can simplify this process. (maybe creating a template?) The way it is set-up right now is 70 individual queries and 70 reports created by copying and pasting and changing the "musicians name" from the properties of the report. Currently we are working from a table; no forms or switchboards. I expect there will be about 1000 records once all equipment is inventoried and properly entered into the database. There are several items that we own more than one of the same type of instrument, like amplifiers or guitars, drums, keyboard,etc.... All in all, there is a table of about 70-120 different types of musical instruments we are accountable for with own unique serial numbers, make, date of purchase, amount of purchase, replacement cycle (each is unique for the type of instrument) and individual maintenance, warranty and condition history. What is the best way to develop this property book for ease of data entry and show all the critical elements to include how many of like items are owned by the band and the total cost of musical property.
On the purchasing aspect, a feature I would like to include in this project is when one of our purchasers purchase an instrument or something is ordered, the estimate amount and the equipment itself shows up in a different color in the property book as being in suspense until the item is received. I would also like the purchaser to use a template form with purchase information such as cost; total; shipping quantity..etc where the estimate information will automatically be entered into the chief of supply's budget and subtracted or committed from the quarterly budget-only on approval by the chief of supply. Once approved by the chief of supply, I would like the cardholder to receive an automated receipt authorizing the purchase.The purchaser would then receive notice of approval and simultaneously chief of supply would also send this automated approval to the official that oversees all the credit card purchases. Lastly, without going into too much detail -I need to consider the lifelong maintenance of equipment and life expectancy of equipment. For example a electric piano lasts only 8 yrs before it's time to replace. (This is what drives our budgeting and planning) Other things for me to consider and integrating budget planning and accountability is purchase and costumes. Also, I need to manage/inventory office products and replace as well as integrate with the budget.
In closing this email, I thank you very much for your advice and opinion. I just don't even know where to begin or a good way to map this thing out. Everytime I think about it, I get this pain in my chest and a headache of not knowing where to get started. From everything that I read, planning the database is the most important part of designing the database, this is why I am coming to you all. Do you know of an existing system that would fit my needs? Will I need more than one database and then link them together? Should I pursue this project in access or work in both excel and access? I am sorry about this message being so long but I really need help putting together a solid plan and have even sought a personal tutor in the local area without luck. Again, I am extremely and will do whatever I need to get this project done for work so we can have accountability in the workcenter. Right now there is minimal accountability, excessive data entry and endless errors-simply scary! I am a musician myself and don't have as much knowledge with access. I have been trying to read books to no end on access with every free moment I have between rehearsals, concerts, tours...etc (very slowly I might add) And I only forget what I learned...frustrating!I guess I am just overloaded. Anyway, could somebody please help me get started and get through this?
Thanks!!!!!!!
Access 2002
I am a relatively new self-taught access user and brand new to this message board with a very small amount of access knowledge but a relentless work ethic and passion to really understand and learn the program. As a matter of fact, everytime I learn something new- I get excited. I enjoy seeing what other people do and sample templates because it gives me ideas I can use for work. Anyway, my reason for writing is I have a project at work for our supply, budget, purchasing and inventory control work area. I need to develop a database that would be easy and fun tailored for inventory control, maintenance, purchasing and budgeting (integrating quarterly projections and actual spending amount on a quarterly basis). The problem is I know exactly what I want the database to do but I can't seem to get it to work. The existing database is not organized very well and people normally typed directly into the table, added unnecessary field that if deleted mess up the queries and reports. Do you know if there is a super-inventory/purchase and budget database perhaps even with bar coding options that already exists? I've been to Microsoft and downloaded some cool templates but just not quite what I am looking for. Anyway onto the database. I am in a professional band of about 70 members and an overall inventory of over 2 million. The members of our band work here anywhere from 2 to 8 years and are allowed to take the instruments with them or they have the option of turning them back into supply. The problem is when the member leaves, how do you keep a permanent history of every single piece of equipment that has ever been associated with the band? Also, when new band members arrive here they sometimes bring their own instrument with them that becomes the band's property until they move and then the instrument and last known information needs to become apart of a permanent history archive. Other things that also need to be in the permanent history is things we turn in to music stores (for store credit ) in this event we need to show how we expended this store credit but the instrument that is turned in needs definitely be in the history archive. Also equipment that is outdated, lost or turned in for junk needs to be reflected in the history. While still on the topic of equipment issue each of the 70 members can sign for more than one piece of equipment but require a signed hard copy of the report. (The report we have for the individuals to sign is pretty decent but the process of having to create a new report for each new musician is very odd-seems like I can simplify this process. (maybe creating a template?) The way it is set-up right now is 70 individual queries and 70 reports created by copying and pasting and changing the "musicians name" from the properties of the report. Currently we are working from a table; no forms or switchboards. I expect there will be about 1000 records once all equipment is inventoried and properly entered into the database. There are several items that we own more than one of the same type of instrument, like amplifiers or guitars, drums, keyboard,etc.... All in all, there is a table of about 70-120 different types of musical instruments we are accountable for with own unique serial numbers, make, date of purchase, amount of purchase, replacement cycle (each is unique for the type of instrument) and individual maintenance, warranty and condition history. What is the best way to develop this property book for ease of data entry and show all the critical elements to include how many of like items are owned by the band and the total cost of musical property.
On the purchasing aspect, a feature I would like to include in this project is when one of our purchasers purchase an instrument or something is ordered, the estimate amount and the equipment itself shows up in a different color in the property book as being in suspense until the item is received. I would also like the purchaser to use a template form with purchase information such as cost; total; shipping quantity..etc where the estimate information will automatically be entered into the chief of supply's budget and subtracted or committed from the quarterly budget-only on approval by the chief of supply. Once approved by the chief of supply, I would like the cardholder to receive an automated receipt authorizing the purchase.The purchaser would then receive notice of approval and simultaneously chief of supply would also send this automated approval to the official that oversees all the credit card purchases. Lastly, without going into too much detail -I need to consider the lifelong maintenance of equipment and life expectancy of equipment. For example a electric piano lasts only 8 yrs before it's time to replace. (This is what drives our budgeting and planning) Other things for me to consider and integrating budget planning and accountability is purchase and costumes. Also, I need to manage/inventory office products and replace as well as integrate with the budget.
In closing this email, I thank you very much for your advice and opinion. I just don't even know where to begin or a good way to map this thing out. Everytime I think about it, I get this pain in my chest and a headache of not knowing where to get started. From everything that I read, planning the database is the most important part of designing the database, this is why I am coming to you all. Do you know of an existing system that would fit my needs? Will I need more than one database and then link them together? Should I pursue this project in access or work in both excel and access? I am sorry about this message being so long but I really need help putting together a solid plan and have even sought a personal tutor in the local area without luck. Again, I am extremely and will do whatever I need to get this project done for work so we can have accountability in the workcenter. Right now there is minimal accountability, excessive data entry and endless errors-simply scary! I am a musician myself and don't have as much knowledge with access. I have been trying to read books to no end on access with every free moment I have between rehearsals, concerts, tours...etc (very slowly I might add) And I only forget what I learned...frustrating!I guess I am just overloaded. Anyway, could somebody please help me get started and get through this?
Thanks!!!!!!!
Access 2002
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