Database 2

Database Creation and Management

Creating Order table
 Barbara wants to track each order data, which
has been placed by each restaurant customer.
This data includes each order’s billing date and
invoice amount. Barbara is asking you to create a
second (order) table in the Restaurant 1
database to store the order data. The table name
should be “Order.”
Creating Order table
 Use “Design View”
 “Datasheet View” for entering data.
 Case Sensitive
 NUMBER, number, and Number.
 When entering data in datasheet view, must
enter sequentially
 Otherwise, start over…
 Use tap key
 Access data (field) type
Two different Text type: Short and Long
 Access data (field) type

More detail about data type: https://support.office.com/en-us/article/data-types-for-access-desktop-

databases-df2b83ba-cef6-436d-b679-3418f622e482
 Creating the Order table
• Camel-back writing when assigning data item name
• Ex: OrderNumber, InvoiceAmount
 Creating the Order table

Field Name Data Type Description Field Properties

OrderNum Short Text primary key Field size (3), Required (Yes)

CustomerNum Short Text foreign key Field size (3)

BillingDate Date/Time

PlacedBy Long Text person who

placed order

InvoiceAmt Currency
Primary Key
 is a key in a relational database system that
is unique for each record (or row) and a table
as well.
 Unique identifier of each record (and table).
 Example:
 SS#, driver license number, vehicle identification
number (VIN).
 Rule for Primary Key
 No “null” value can be allowed.
 Null value does not mean zero.
 OK to have “null” value for a non-PK.
 Adding Records to a Table
 Enter data sequentially in Datasheet view
 Use tab key to enter data

OrderNum CustomerNum BillingDate PlacedBy InvoiceAmt

323 624 02/15/2013 Mike Smith $1,986.00
201 107 01/15/2013 Matt Davis $854.00
Adding Records to the Order table
Modifying a Table
 From the Order table
 Delete the PlacedBy field
 Move the BillingDate field to the end of the table

 Insert the Paid as a new field between CustomerNum and

InvoiceAmt (position) fields
 data type: Yes/No

 default value: No (means “unpaid”)

 Add following data to each filed: 211, 201, paid (mark the

check box using space bar), $703.50, 01/15/2013

Table Practice: Creating Table
 Barbara needs a database to track the coffee
products offered by Valle Coffee. She asks you to
create the database by completing the following:
 In the initial Microsoft Access dialog box, click the
blank Access database option button, and then click
OK button. Click the Create button the new
database.
 YOUR LAST NAME DB file name
 Display the Table window in Design view (if
necessary), and then create a table using the table
design shown in the next slide.
 Table Practice: Creating Table
Field Name Data Type Description Field Properties
ProductCode Short Text Primary Key Field size (4), Required: Yes
CoffeeCode Short Text Foreign Key Field size (4)
Price Currency Price for this product
Decaf Short Text D if decaf, Null if Field size (1), Default Value: D
regular
BackOrdered Yes/No back-ordered from Default Value: No
supplier?
 Specify ProductCode as the primary key, and then save the table as
Product.
 Add the product records shown in next slide table to the Product table.
(Hint: You must type the decimal point when entering the Price field
values.)
 Table Practice: Creating Table
ProductCode CoffeeCode Price Decaf BackOrdered
2316 JRUM 8.99 Yes
9754 HAZL 40.00 D Yes
9309 COCO 9.99 D No
 Add a new field between the CoffeeCode and Price fields, using these
properties;
 Field Name:WeightCode
 Data Type: Short Text
 Description: foreign key
 Field Size: 1
 Move the Decaf field so that it appears between the WeightCode and
Price fields.
Table Practice: Creating Table
 Enter these WeightCode values for the three records: A for
ProductCode 2316, A for ProductCode 9309, and E for
ProductCode 9754.
 Add a record to the Product datasheet with these field values:
 ProductCode: 9729
 CoffeeCode: COLS
 WeightCode: E
 Decaf: D
 Price: 39.75
 BackOrdered: Yes
Primary Key
 is a key in a relational database system that
is unique for each record (or row) and a table
as well.
 Unique identifier of each record (and table).
 Example:
 SS#, driver license number, vehicle identification
number (VIN).
 Rule for Primary Key
 No “null” value can be allowed.
 Null value does not mean zero.
 OK to have “null” value for a non-PK.
 Rule for Primary Key con’t

 No duplication: No two CSUB students can have

same ID number.
 PK can be “composite key”
 More than one field (two, three, etc.) can be defined
as “Primary Key”
 Example on the class website.
 “Composite PK Example”

 Employee ID + SS#, Student ID + SS#

 Foreign Key
 A FOREIGN KEY is a field (or collection of fields)
in one table that refers to the PRIMARY KEY in
another table.
 In Access, the foreign key is defined in a
second table (Related Table), but it refers to
the Primary key in the first table (Primary
Table).
 Relating tables using PK and FK
Only on Access, the Employer
table is called “Primary” table
because it includes the
primary key.

Only on Access, the Position table

is called “Related” table. Because
it includes the foreign key.
 PK as FK
 Duality of primary key
 A PK also can be defined as a FK
 See the example on the class website.
 PK as FK
Access is RDS (Relational database system)

 Access allows users to form relationships between

the tables; that’s why it’s called a relational database
system.
 The simplest way to create a relationship using
Access.
 Look for identical data item names between tables using
PKs.
 Tables can be joined in three ways; one-to-one, one-
to-many, and many-to-many.
1:1 relationship in set notation

DEPARTMT EMPLOYEE
A one-to-one relationship
 A one-to-one relationship exists when one
table has one record associated with only
one record of another table.
 Example on the class website (PK as FK)
 Primary table: customer table
 Related table: Shipping Address table
 1:M relationship in set notation
DEPARTMT EMPLOYEE
 M:N relationship in set notation
(Not Possible using Access)
PRODUCT
WAREHOUSE
Importing External Access Table and
Excel Worksheet
 Very common practice in real world.
 Almost any data type (e.g., text)
 Barbara also wants you to include the Product and
Order Detail tables from the FineFood database in
the Restaurant database.
 Download and Review design view of FineFood

DB first
 Composite FK in “Order Detail” table
Importing External Access Table and
Excel Worksheet (con’t)
 And she wants you to include the Billing Address
Excel worksheet as a Access table in the Restaurant
database.
 Before try to import the excel file, review it first
 Use Excel column headings for Access table
 PK: CustomerNum
 Specify in the description area of Design View that
CutomerNum is not only primary key of BillingAddress table
but also a foreign key of Customer table.
Enforcing referential integrity
 Referential integrity makes sure to maintain the
integrity and consistency between related tables.
 If you choose to enforce referential integrity, you can insure
that you will not have records that have no matching
record in the primary table.
 That is, when updating or deleting a record (PK) in the
primary table, a matching record (FK) in the related record
must be updated or deleted.
Two Ways:
Cascade Update & Cascade Delete
 In Access referential integrity, there are two options.
 If you choose Cascaded Update, making a change in a field
that is common to two related tables will cause the update
to be made in both tables.
 If you delete a field that is common to two tables, the
deletion will take place in both tables.
 Try Referential Integrity Example DB on the class
web page.
Creating Relationship
 Download Restaurant 2 from the class web
 Create relationships using 5 table
 To create a relationship between Customer and
BillingAddress, start from the Customer table.
 Enforce referential integrity
 Primary key of the Order Detail table
 Composite PK: OrderNum + ProductCode
 Otherwise, a duplication of the quantity field in both the
Order and Product tables.
Creating Relationship con’t

 When creating relationships, make sure that

“Relationship” tap is the only thing that is
open.
 In other words, make sure that each table’s view
(design or datasheet) is closed completely.
 Otherwise, Access will not let you create a
relationship.
 In Access, name of primary key and foreign key
must be matched (same name).
 Selecting the tables for a relationship
To define a relationship, open the
Show Table dialog box by clicking
the Relationship button on the
toolbar.

Select each table you want

When all tables are added,
to be in the relationship
click the Close button.
and click the Add button.
 Setting relationship options
The Edit Relationships dialog box is where you can determine the type of
relationship, and set referential integrity and cascade update/delete options.
 The Relationships window
You can see the tables, fields, and relationship types The lines indicate
for any relationship in the Relationship window. the common fields
involved in each
relationship.
The Employer
table has two one-
to-many
relationships--one
with the Positions The symbols
table, and one with indicate the type
the NAICS table. of relationship.
Relationship Practice:
Creating Relationship
 Create a blank database (use any names you like)
And then, import the three Excel Worksheets (Course,
Instructor, and Membership) from the class web site
into your Access database.
 Define each imported table’s primary key using
information below:
 Course table: Class_Number
 Instructor table: Employee_Number
 Membership table: Member_Number
Relationship Practice:
Creating Relationship
 Establish relationship based on common fields.
 And enforce referential integrity (apply both options)
among three imported tables