Microsoft Database Software: Access or Obstruction

to Development of an Order Entry System

for a Small Business?

Unit: BA937
Information Systems Design & Development
for Accountants

Lecturer: PT

Team: JB ID 2271024
ES ID 2272048
Contents

1.0 Executive Summary……………………………………….. 1

2.0 Introduction……………………………………………….. 2

3.0 Progress of the Project…………………………………….. 2

3.1 Database design in Microsoft Access………………………………….. 2
3.2 Create tables and enter the reference file data………………………... 2
3.3 Develop an Order Entry System for Brunswick Specialty Foods……. 3
3.4 Using Order Entry System, enter the February Sales Data………….. 9
3.5 Query Database………………………………………………………… 12
3.6 Export data from Access database into Excel for a budget analysis...15

4.0 Evaluation and Conclusions………………………………. 15

Bibliography……………………………………………………. 18

Appendix A……………………………………………………..19
1.0 Executive Summary

In this project, the business “Brunswick Specialty Foods Pty. Ltd.” is used as an
example to develop an Order Entry System using Microsoft Access, so that the
practicality of this relational database system can be explored. A goal of the project is to
set up an effective means of entering order data while at the same time updating
customer, product and order records.

The progress of development of the order entry system is described in this report,
including the database design, tables and forms created, and queries produced. Then, the
results of a query regarding actual sales are used in Microsoft Excel for a budget
analysis.

Finally, an evaluation is provided suggesting that Microsoft Access may be an effective

tool for developing an order entry system for a small business, providing a powerful
result, although reservations are expressed concerning its cost-effectiveness and ease of
use.

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2.0 Introduction
Microsoft Access is an example of a relational database management system for desktop
computers. The relational data model was created by Dr. E. F. Codd in 1970. Prior to
this, querying a database had involved complex and lengthy programming. Codd’s
model was a marvellous breakthrough allowing much greater ease and flexibility of use.
It proposed a reliance on relationships between data values organised in tables of
columns and rows, rather than a need to know how data is organised inside the
computer (IBM News, 2003). In 1985, Codd published twelve rules defining the ideal
relational database, two of which are: that all data should be presented in table form,
and that all data should be accessible without ambiguity (Accela Communications,
2001). We can see the operation of these two rules in the system presented here.

Brunswick Specialty Foods is a new wholesale business supplying exclusive food and
drinks to retailers in regional Victoria. The business provided details of its customers
and products. Sales data from its first month’s trading were also available to be entered
into the database and used to update tables and produce reports.

3.0 Progress of the Project

3.1 Database design in Microsoft Access
The first step was to create a new database (in the Task Pane – New – Blank database).
In the subsequent development of the database a prime concern was data normalization:
avoiding redundancy and duplication, so that the database would be as efficient and
easily maintained as possible (Brady & Monk, 2005).

3.2 Create tables and enter the reference file data

In this step, two tables were created. The first was the “Customers” table, with the fields
Cust_ID, Cust_Name, Credit, Discount and Head_Office. The field Cust_ID was the
primary key field. The format of Cust_Name was set as “@_@@” so that the code
format would be automatically applied as the letters and number were entered;
“Yes/No” was selected as the format of the Credit field as it would be most convenient
for users. The length of text fields was changed to accommodate different text lengths.
The table was saved as “Customers”, opened in datasheet view and the reference file
data was entered into it, as shown in Figure 1.0.

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Figure 1.0 Customers Table

The second table was the Products Table, with the fields Product_Code, Product_Name,
Category, Supplier and Price. The field Product_Code was set as the primary key field.
The format of the Price field was currency, with two decimal places, and the length of
text fields was adjusted. This table was saved as “Products”, opened in datasheet view,
and the reference file data was entered, as shown in Figure 2.0.

Figure 2.0 Products Table

3.3 Develop an Order Entry System for Brunswick Specialty Foods

In order to develop an Order Entry Form, first an Orders Table and an Order Details
Table were designed. The fields of the Orders Table were Cust_ID (format @@-@),
Cust_Order, Order_Date and Order_ID. The indexed option of the Cust_ID field format
was set as “Yes (Duplicates OK)”, in contrast to the Cust_ID field in the Customers
table, where duplicates would not be acceptable. This is because a specified customer
code could appear in multiple orders, but must relate to a single customer. The format of
Order_Date field was “Short Date”. The primary key was put into the Order_ID field

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and the data type for this field set as “AutoNumber”, formatted as Indexed: “Yes (No
Duplicates)”.

The final table was the Order Details Table which comprised Product_Code, Quantity
and Order_ID fields. It was not necessary to include Price in this table. The
Product_Code and Order_ID fields were used as a compound key, so that each record
could be uniquely identified. Duplicates had not been allowed for these fields in the
Products and Orders tables, but in the Order Details table they were formatted to allow
duplicates.

It was unnecessary to enter any reference file data into these two tables as they would be
updated each time an order was entered.

Making sure the fields and formats in each table and query were correct was important,
as once the relationships between tables were established, and forms and further queries
were created, it would not be possible to modify the formats and fields without deleting
relationships, and this would cause major problems.

Next, an Order Form combining a main form and a sub-form was designed. Before
creating the Order Entry Form, two queries needed to be designed. The reason for this
was that a form can have only a single data source, so a query was used to combine
data/fields from more than one table. The main form used a query so it could display the
customer name given the customer code. Similarly, the sub-form used a query to enable
product codes and product names to be linked.

“Create query in Design view” was selected in the Query object. The first query, saved
as “Orders Query”, needed data from the Customers and Orders Tables. These tables
were joined in a one (Customer) to many (Orders) relationship using the field Cust_ID.
The fields Order_ID, Cust_ID, Order_Date and Cust_Order from the Orders table were
shown in this Query. It was important to note that Cust_ID must be selected from the
Orders Table. Order_ID was sorted as “Ascending”.

The second Query, used as a source to create the sub-form, was saved as the “Order
Details Query”. It needed data from the Products and Order Details Tables. These tables

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were joined in a one (Product) to many (Order Details) relationship using the field
Product_Code. This Query showed the fields Order_ID (“Ascending”), Product_Code
and Quantity from the Order Details Table, and Price from the Products Table. The
Product_Code must be chosen from the Order Details Table. An additional field
“Total_Price” was calculated using the expression: Total_Price: [Quantity]*[Price]. The
queries are shown in Figures 3.0 and 4.0.

Figure 3.0 Orders Query

Figure 4.0 Order Details Query

Next, a main form and a sub-form were designed. “Create form by using wizard” was
selected in the Form object. The main form used the Orders Query as a data source, and

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the fields Cust_Order, Order_Date and Cust_ID were selected. “Columnar” layout and
“Ricepaper” style were selected for the main form. Similarly, the Order Details Query
was used to create the sub-form, and the Product_Code, Quantity, Price and Total_Price
fields were selected. In order to have a clear layout, the optimal layout for the sub-form
was “Tabular”. The two forms are shown in Figures 5.0 and 6.0.

Figure 5.0 Order Entry Form

Figure 6.0 Order Details Form

Customer and product names would need to be entered frequently, so the use of Combo
Boxes helps reduce workload for users. Two Combo Boxes here provided drop-down
menus including all the customer names and product names. Combo Boxes were
created in design view, with the Control Wizards tool selected, by clicking the Combo
Box button on the Toolbar, and using the cursor to drag a small section over the existing
text box. When the mouse button was released, “I want the combo box to look up the
values in a table or query” was selected. To create the customer name box the
Customers table and Cust_Name field were selected to provide the values; “Hide key
column” was checked, as shown in Figure 7.0-a.

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Figure 7.0-a Combo Box Wizard

It was important to select Cust_ID as the field in which the (matching) customer name
value would be stored, as shown in Figure 7.0-b. The Order Entry Form with Combo
Box is shown in Figure 8.0.

Figure 7.0-b Combo Box Wizard

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Figure 8.0 Order Entry Form

The above processes were repeated to create a Combo Box for the product name field in
the sub-form, with the value to be stored in the Product_Code field.
To calculate the total price of each order for a customer, a Text Box was added to the
form. Text Box was clicked on the Toolbar, the cursor was used to drag a small section
and “=Sum ([Total_Price])” was entered in the text box. An associated Label Box
designating “Order Total” was added in a similar way.

Finally it was time to link the main form and subform by establishing a relationship
between the Order_ID fields in the underlying Orders Query and Order Details Query,
using Tools – Relationships. A join type 1 was selected: “only include rows where the
joined fields from both tables are equal”. With the relationship set up, the system can
relate the ordered items back to the correct customer, as shown in Figure 9.0.

Figure 9.0 Relationships

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As a first step in assembling the complete order entry form, the main form was opened
in Design view. With the Control Wizards tool selected, the Subform/Subreport button
on the Toolbar was clicked. Using the cursor a section under the Order Date, Order
Number and Customer Name was dragged. When the mouse button was released, the
Subform Wizard appeared, then “use existing form - Order Details Query” was selected
and the directions in the wizard dialog boxes were followed. The design view of the
Order Entry Form is shown in Figure10.0.

Figure 10.0. Design view of Order Entry Form

To complete the form a text box was used to create a header showing the business name,
and the superfluous record tally on the subform was removed by selecting “No” to
Navigation Buttons in the subform properties.

3.4 Using Order Entry system, enter the February Sales Data
In this step, sales data were entered using the Order Entry Form (Figure 11.0). The
Orders Table and Order Details Table were updated as the data was entered. The
updated Orders Table is shown in Figure 12.0.

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Figure 11.0 Order Entry Form

Figure 12.0 Updated Orders Table (Sorted by Customer)

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The Customers and Products Tables were also updated, as could be seen by clicking on
the crosses on the left-hand sides of these tables. This would open up details of a
customer’s orders (in the Customers Table) or quantities of a product requested in
different orders (in the Products Table). (Figures 13.0-a and 13.0-b)

Figure 13.0-a Updated Customers Table

Figure 13.0-b Updated Products Table

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3.5 Query Database
a. Sales by Customer
To obtain monthly sales by customer required establishing a relationship between the
Customers Table and the Order Details Query. However, these have no field in common,
so the Orders Table was also included in this query because it could link them, having
the Cust_ID field in common with the Customers Table and the Order_ID field in
common with the Order Details Query. Cust_Name was selected from the Customers
Table and a field “Total Sales” was calculated from the Order Details Query using the
expression “Total Sales: Total_Price”. The Totals button “∑” was clicked and “Sum”
selected for the Total Sales field, as shown in Figure 14.0. Once the query was run,
total sales by customer for February were summarized in the results as shown in Figure
15.0.

Figure 14.0 Month Sales: Select Query

Figure 15.0 Month Sales

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b. Sales of Beverage by Region
In order to get information about sales of beverage by region, the Product, Customers
and Orders Tables and Order Details Query must be joined together. Head_Office was
chosen from the Customers Table and a field “Beverage Sales” was calculated from the
Order Details Query using the expression “Beverage Sales: Total_Price”. The Totals
button “∑” was clicked and “Sum” selected for the Total Sales field, with the sort
Descending. Category was selected from the Products Table, with the Criterion
“Beverage”. The show box for this field was not checked, as shown in Figure 16.0.
Once the query was run, sales of beverage by region were summarized in the results as
shown in Figure 17.0.

Figure 16.0 Sales of Beverage by Region: Select Query

Figure 17.0 Sales of Beverage by Region

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 c. Confectionery sales
To get information regarding confectionery sales, the Products, Customers and Orders
Tables and Order Details Query must be linked. Order_ID, Quantity and Total_Price
were selected from the Order Details Query, Cust_Name from the Customers Table and
Product_Name and Category from the Products Table. The Product_Name field was
sorted “Ascending”. The criterion for the Category field was “Confection”, and the
show box for this field was not checked, as shown in Figure 18.0 and 19.0.

Figure 18.0 Confectionery Sales: Select Query

Figure 19.0 Confectionery Sales

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3.6 Export data from Access database into Excel for a budget analysis
A Sales Budget for February had been drawn up by the business owner, and a Query
was used to summarise the actual sales in a comparable fashion. A Sales by Region
Query was set up using three tables and an existing query, linked by common fields in
the following way: Customers Table - Cust_ID – Orders Table – Order_ID – Order
Details Query – Product_Code – Products Table. Once the query was begun, “Crosstab
Query” was selected from the Query menu. The field “Category” from the Products
Table was formatted as the row heading, “Head_Office” from the Customers Table as
the column heading, and a calculated field “Sum of Total_Price: Total_Price” from the
Order Details Query was summed as the value.

The results of the Query were transferred to an Excel spreadsheet for analysis as shown
in Appendix A. The results indicate that business in Traralgon and Bendigo is better
than expected, while sales results for Ballarat and Geelong are poorer than expected.
Beverages are the product category that has had the most positive sales result, even
standing out as a good seller in the Geelong region. The business owner will need to
examine these results more closely. She may decide to shift her geographical focus or
to adapt her marketing strategies. Alternatively, she may decide to concentrate on the
beverage market, since this product category is the biggest seller as well as the one most
exceeding budget expectations.

4.0 Evaluation and Conclusions

One of the advantages in using Microsoft Access database software is that it is
reasonably priced, and a business owner is likely to have it installed already as part of
the Office suite of products. The process of developing an order entry system for their
small business will be useful for the owner in that it will help them to think through
what data they need to record and how they wish to record it, what information it is
useful for them to be able to retrieve and what kind of reports they would like to
produce. Even if Access is used only in the creation of a prototype database system, it
will help the small business owner to be informed about what they require in such a
system (Brydon, 2001).

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Using Access one can create a database system that will be of great usefulness to the
business. For example, entering customer orders on a form set up in Access gives
benefits which include the following:

• Orders are entered into the computer as received, simplifying the recording
process and doing away with scraps of paper or unwieldy spreadsheets
• More information is updated than just the items which are physically entered, for
example a product is selected by name and product code details are
simultaneously generated
• Data control is assisted, for example a customer may be using an out-of-date
price list for their order, but the automated order entry form gives the current
price
• As transactions are processed useful information is simultaneously being built
about the business; for example, reports can be generated showing what
customers are wanting

However, if the business owner’s first encounter with Access occurs when they are in
the process of getting their new enterprise off the ground, or if they are in the throes of
running a burgeoning business, they may find that attempting to develop an order entry
system using this software causes them too many sleepless nights and takes up too
much of their busy days.

It is debateable whether “Help” in Access lives up to its name. The novice user may
find better assistance in searching the internet for both general and specific aid.
However, Access’s online help was found to be of some assistance with this project, for
example with “How to reset an AutoNumber field value in Access” (Microsoft
Corporation, 2006).

As an example of the tendency of Access to overwhelm, if we look up “Properties” for

the Order Form in this assignment, it will bring up 107 options on the “All” tab, some
with names such as “On Dirty”, “On Lost Focus” and “Has Module”, which are not
intuitively understandable.

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There was much trial and error in the course of completing this project. While great
satisfaction is to be obtained in the learning process, a business owner who needs to
consider time efficiency may like to have the database designed and set up for them by a
consultant (Edwardson & Kossett, 2002).

Alternatively, they may like to explore other options. For example, MYOB Accounting
Plus Version 15 can be purchased for well under five hundred dollars, and has a wide
range of utilities, including order forms, invoices, budgeting and stock control in
addition to its accounting functions.

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Bibliography

Brady, J.A. & Monk, E.F. (2005). Problem-Solving Cases in Microsoft Access and
Excel (3rd ed.). Boston, Massachusetts, USA: Thomson Course Technology.

Brydon, M. (2001). Microsoft Access Tutorials Lesson 2: The order entry scenario.
Simon Fraser University, Vancouver, Canada. Retrieved March 27, 2006, from
http://www.sfubusiness.ca/areas/mis/tutorials/2np/lessons/scenario.pdf

Edwardson, C. & Kossett, S., (2002). Northern Contours Order Entry and Production
Control System. UMD Natural Resources Research Institute, University of Minnesota,
Duluth, USA. Retrieved March 23, 2006, from
http://www.nrri.umn.edu/default/pt.asp?id=773

Website references:

Codd’s 12 Rules: Data Management Strategies. Retrieved May 1, 2006, from

http://www.itworld.com/nl/db_mgr/05072001/

Develop Business applications with Microsoft Access – Lesson 9 - Creating a

Master/Detail Form for transactions. Retrieved March 27, 2006, from
http://www.profsr.com/access/accless09.htm

Former IBM Fellow Edgar (Ted) Codd passed away on April 18. Retrieved May 1,
2006, from
http://www.research.ibm.com/resources/news/20030423_edgarpassaway.shtml

How to reset an AutoNumber field value in Access, Article ID: 812718. Retrieved
April 8, 2006, from
http://support.microsoft.com/kb/812718/en-us

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 Appendix A

Brunswick Specialty Foods Pty. Ltd.

Analysis of Actual Sales Compared to Budget for the Month of February 2006

Region Bendigo Ballarat Traralgon Geelong

Product Category Actual Budget Actual Budget Actual Budget Actual Budget
Beverage $ 12,660.00 $ 12,000.00 $ 7,856.00 $ 8,000.00 $ 7,268.00 $ 5,000.00 $ 5,952.00 $ 4,000.00
Breakfast $ 6,765.00 $ 6,000.00 $ 2,062.00 $ 2,000.00 $ - $ 500.00 $ 990.00 $ 1,000.00
Condiments $ 4,648.80 $ 6,000.00 $ 536.40 $ 1,000.00 $ 5,185.20 $ 5,000.00 $ - $ 1,000.00
Confection $ 16,480.00 $ 14,000.00 $ 2,754.00 $ 3,000.00 $ - $ 500.00 $ 1,752.00 $ 4,000.00
Jam $ 15,360.00 $ 14,000.00 $ 720.00 $ 1,000.00 $ - $ 500.00 $ - $ 1,000.00
Pasta $ 6,640.20 $ 6,000.00 $ - $ - $ 864.90 $ 1,000.00 $ - $ 500.00
Total $ 62,554.00 $ 58,000.00 $ 13,928.40 $ 15,000.00 $ 13,318.10 $ 12,500.00 $ 8,694.00 $ 11,500.00

Budget Variance by Region and Product Category

Bendigo Ballarat Traralgon Geelong
$ % $ % $ % $ %
Beverage 660.00 5.50 -144.00 -1.80 2268.00 45.36 1952.00 48.80
Breakfast 765.00 12.75 62.00 3.10 -500.00 -100.00 -10.00 -1.00
Condiments -1351.20 -22.52 -463.60 -46.36 185.20 3.70 -1000.00 -100.00
Confection 2480.00 17.71 -246.00 -8.20 -500.00 -100.00 -2248.00 -56.20
Jam 1360.00 9.71 -280.00 -28.00 -500.00 -100.00 -1000.00 -100.00
Pasta 640.20 10.67 NIL 0.00 -135.10 -13.51 -500.00 -100.00
Total by Region 4554.00 7.85 -1071.60 -7.14 818.10 6.54 -2806.00 -24.40

Total Budget Variance by Product Category

$ %
Beverage 4736.00 16.33 Notes: Percentage Variance = Variance/Budget x 100/1
Breakfast 317.00 3.34 Italics show categories that go against trend in region.
Condiments -2629.60 -20.23
Confection -514.00 -2.39
Jam -420.00 -2.55 Key: Favourable Budget Variance
Pasta 5.10 0.07 Unfavourable Budget Variance

Total Variance 1494.50 1.54

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