Constructing a New Database

[Christopher]

I just started working for a new boss who wants to utilize access to
construct a working database. The only thing is neither of us have any real
experience with the program. He wants to create a database that would allow a
few things to happen I dont know if this is possible. The database needs to
allow for us to maintain an inventory list of everything we have in stock
with the how many of each item that we have in stock and if possible an
alert function to order more when it gets to low. Also when we sign items out
of the inventory to people we need the databse to make a form or attach the
information to a form of all the items that we issure out to a person. Let
make an example since that doesnt sound very clear to myself.

--- EXP. The databse would show a running tally of the name of each
individual item and the number we have in stock at this time. Then if we
could make it so we could hyperlink each individual item this way when we
need to issue the item out to someone it would deduct one of that said item
from the stock # and then also attach itself to a form showing just the items
we clicked on. This way we can have a quick and effective way to construct
hand receipts for the items that we need and still maintain accountability of
our inventory. If you could provide help on this issue it would be greatly
appreciated.

 

[Roger Carlson]

You didn't say what version of Access you're using, but in Access 2003, when
you create a New database, it gives you the option to create a database
application based on a Template. There is an Inventory Control Wizard (that
will create such a database) installed with Access. Use the wizard to
create it and see how well it matches your business rules. Likely, it will
not match completely, but it should get you a start. There are also online
templates that you can try.

--
--Roger Carlson
MS Access MVP
Access Database Samples: www.rogersaccesslibrary.com
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[Jeff Boyce]

Christopher

You (and your boss) may not want to hear this ...

Access is a relational database, not a "spreadsheet on steroids". If
(neither of) you have any experience with relational databases or the
concept of "normalization", you have a bit of a learning curve before you
even turn on the application!

Then, if you have little experience with MS Access, you have another
learning curve to surmount to figure out how to make it do things. And you
do want to learn to use the tool properly -- think of what damage and harm
could come from attempting to run a numerically-controlled metal machining
tool without any experience or training!

But wait, there's more! If the final product (application) will be used by
folks who only need to get a job done and couldn't care less about how
Access works, you need to have some understanding of graphical user
interface design principles... (and how to do this using Access).

You started out your description with a statement about your relative lack
of experience/familiarity. If the finished product is expected to make a
bottom-line impact on your business, you need to give this project the time
and resources it will require to do a good job.

That said, if you are comfortable in all of the above areas, Roger's
suggestion about using (and/or modifying) one of the available templates.

Good luck!

Regards

Jeff Boyce
Microsoft Office/Access MVP