Tables for Price List?

wind54surfer

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Hi all,

I started a new thread, because it is a new subject even though is related to my Price List thread, I hope is OK.

If someone can please take a look at my attached Excel Price List (particulary the factors sheet) and give me an opinion of how my tables should be created.

I cleaned the Price List was too big to attach and it will be easier to be understood, in its entirety is kind of all over the place, exactly why I need to make simpler in Access for another user to update if I am not around.

I am below including what I think the tables should include, but not sure exactly how they should be, please be reminded that I am un unexperienced newbie.
----------------------------------------------------------------------

tblSuppliers

SuppliersID
SupplierName
SupplierCode

tblMarkup

MarkupID
MarkupName
MarkupAmount


tblTaxes

TaxID ------Do I need This?
TaxName
TaxAmount

tblExtras

ExtrasID
ExtrasName
ExtrasPrice
SupplierID

tblDiscounts

DiscountID
DiscountName
DiscountAmount
SupplierID
----------------------------------------------------------------------

Thanks for any help,
Emilio
 

Attachments

If someone can please take a look at my attached Excel Price List (particulary the factors sheet) and give me an opinion of how my tables should be created.

Are you asking to help you on setting up your complete database structure ("all your tables, starting with your factor sheet")?

Because if that's your intention, you're in fact asking for "free consultancy" on what's gonna be a huge project.
Normally, you should either hire a third party or buy standard software..
I'm glad to try to help you out on specific issues but no more than that.

What are your own expectations?

RV
 
OOOOOOOH, is that how you see it?

All I am asking is if someone who has the proffesional knowledge like you take a quick look at my table designs (I figure that it would help to look at my spreadsheet to know where I am coming from) and briefly comment on them.

Thank you for offering to help, and I'm sorry if I gave you the wrong impression.

Thanks again,
Emilio
 
OOOOOOOH, is that how you see it?

Nope, that's how it IS.

Your processes are too complex to simply create a few tables and hey, there you go.

That's my honest professional opinion.
If that doesn't meet your expactations, well, sorry for you mate.

Good luck.

RV
 
Let me offer a bit of simple advice, and it is not intended as an adversarial comment. It is, however, going to be brutally honest.

When you ask for advice here, there are several kinds of advice you can request. But the level of the question you asked here requires us to have knowledge that we cannot possibly have. Bear with me as I explain.

You have a business model. You want to make Access do something that looks like your business, but inside your computer. In other words, in a loose sense, you are SIMULATING your real business. We on the forum are not employees of your company and do not know your business rules. SO ... when you ask if something is reasonable or necessary, how are we to know without knowing YOUR rules for YOUR business? There is no way in Hell for us to read your mind and you probably cannot type enough through the forum to explain your rules. Things like tax law varies from country to country, from state to state, from local area to local area. Depending on your business field, you might have various levels of fiduciary responsibility to be observed. Think about how many city, state, & country laws apply to your record-keeping. How would we know what is needed?

Having said that, we are not unsympathetic to calls for help. But you must temper your requests with the knowledge that your questions currently refer to information and situations we cannot possibly take into proper account. I'm going to end this post here and answer your thread in another way, too. One I hope will be more directly helpful, but still within the limitations of this forum and medium.
 
Now, given my previous comments, here is how YOU can decide if what you are doing is right.

Remember, you are building a model of your business that will run inside the computer through Access. So, old programmer's rule #1 says, "If you can't do it on paper, you will never do it in Access."

Get a big dry-erase board and some markers, then get a box (not a pad... a BOX) of sticky notes. Look at your business model. Identify entities within that model. Think of methods that would have been used before you had MS Office as a tool. Draw table names (as you find them) on the board. Use sticky notes to "populate" the tables with sample records.

Here, it would help if you study a bit on issues of normalization. A good web search on the key phrase "database normalization" will catch, oh, maybe a gazillion references that will give you excellent on-line explanations free of charge regarding normalization. It would behoove you to learn about at least first, second, and third normal forms. Fourth and fifth exist, and Access will allow you to apply them, but the issues you hit MOST often are based on the first three forms of normalization. OK, let's analyze your model.

Got a list of customers? Probably in a RoloDex? Candidate for a table in the model!

Got a list of suppliers? Probably in same or other RoloDex? Another candidate for a table! BUT here is where the "Apples and Oranges" rule comes in. You rarely make fruit salad here, so if they look different or are used differently, they go in SEPARATE tables. (Yeah, there ARE ways to combine them anyway, but they are kind of advanced and not always productive or inuitive.)

OK, back to analysis... You have products. So there is a product table. You pick the ID for each product.

Now, the question is how you get that product. You have a list of suppliers already, so you can define a relationship - BUT... here is where a uniqueness rule comes into play. If your model says you can NEVER EVER IN A TRILLION YEARS get the same product from more than one supplier 'cause each supplier offers non-overlapping products, you COULD put the supplier ID in the product table. BUT I'm betting that you aren't so lucky. What you need here is called a linking table. You make a list of products you get from each supplier. Add the lists together. (Don't remove overlaps.) This becomes a table that lists supplier ID number and product ID number in the same table, so that an entry in the table means "this supplier offers this product."

This thread and your other thread mention prices and talks about price changes, discounts, and the like. Here is where you look for paper trails. Did you ever hand out discount sheets to your sales folks, to carry or to post near a sales terminal or however your business works? That discount sheet is another candidate for a table. It has a discount ID number and the info on the discount.

You list markups as a table. This could make sense if what you have is some raw price (wholesale price) for an item and you want to dynamically compute its selling price.

The problem, of course, is that prices NEVER stay constant, so your price info can change even if the item being sold doesn't change. Remember the old "apples and oranges" rule? This includes date-variant data. Your price table has to be marked with a product ID, price, and the dates between which the price is valid. The latest price on anything should have a future date somewhere like 1-Jan-2100 or something equally bizarro. You would update that price entry with a termination date when a new price gets posted. This table, if complete, lets you recompute prices for any product sold at any date. If your markups and discounts are ALSO date-variant, the same concepts apply to them.

I have started the analysis for you. You must finish this yourself because only you know your business rules. We cannot possibly know them. OK, now as you define each part of your business, populate your dry-board tables. Practise the actions associated with your rules. Mechanically run each possible transaction type to see what tables are affected. Manually gather data for your reports to see where to look for each datum.

When all of this is done, you can perhaps begin to implement your Access solution for your business model. If you have any sticky notes left, you can use them - and the dry board and markers - in some other part of your business. (Which is why I always suggest dry board, markers, and sticky notes - they are usable for other purposes later!)

I know this seems like a daunting task, but there is NO substitute for problem analysis resembling this type of problem breakdown. No less an authority than Nicklaus Wirth, creator of the Pascal language, once said that no less than 80% of all programming problems stemmed from poor data design. Which is why you need to spend time up front to get your table design right.
 
Thanks DocMan for trying to help.

I already solved the problem and have the tables ready, I had to add some tables.

The price list is been updated with update queries thru my form like it was suggested, and if not for a nagging glitch with the formulas I am almost done.

Sorry for all the trouble I caused, all I wanted was someone to look at the tables I created (included at the bottom of my original post), I guess I worded it wrong.

Thanks again,
Emilio
 

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