New at Macros

[Shari]

I have been an accountant for about 5 years now and they recently want us to
start using Access. I have really NO idea how to use it, and have NO idea
what a macro is or how I would use it in the accounting field. I have been
searching up and down and actually going into the program to fiddle with it
but I still don't understand. This may be a dumb question, but I really need
someones help. Maybe and example as to HOW I would use it in the accounting
field?! PLEASE HELP!

 

[tina]

Access macros can be used for a wide variety of purposes, for instance: to
automate repetitive, multi-step tasks - usually involving data manipulation
of some sort - in a database, and to control the user interface (forms).

if you want to know how to use a macro to do something specific, you have to
ask a specific question.

I have been an accountant for about 5 years now and they recently
want us to start using Access. I have really NO idea how to use it,
and have NO idea what a macro is or how I would use it in
the accounting field

but you're starting at the wrong end of the horse. macros come way down the
road in database development. if you want to use Access effectively and
really leverage its' considerable power to your advantage, you need to first
learn the basics: data normalization and tables/relationships guidelines.
the first, and worst, mistake you can make (and so many people make it, to
their later and lasting regret) is to skip this step. i can't urge you
strongly enough to invest the time in learning the basics of relational
database design - you'll be more than repaid each and every time you use
Access. (note: as an accountant, you may have used Excel in the
past/present. an Access table, open in datasheet view, looks a lot like an
Excel spreadsheet in its' layout - *but any similarity ends right there at
the surface*. keep firmly in mind that Excel and Access ARE VERY DIFFERENT.
you CANNOT apply any Excel experience you may have, to Access.)

to get started, recommend you go to the following webpage
http://www.ltcomputerdesigns.com/JCReferences.html
and bookmark it because the links there will help you time and again.
begin with the "Starting Out" and "Database Design 101" links.

the upside to this learning curve is that Access will analyze the heck out
of datasets, once you learn how to use it. the "database" and "query" setups
that you can create in Excel are not even a pale imitation of the power you
have at your fingertips with Access relational tables and queries. so get
going, master the basics, and you'll be running rings around your data in no
time! <g>

hth

 

[SacCourt]

Start at the beginning: Tables and Forms based on your tables.

Review some of the example databases like an address book. Think of it as a
Vendor list.

Consider how you would integrate the claims for new Accounts Payable with
you vendor list.

Make a form up for the vendor and make a subform for the claims of that
vendor. You have a wizard fror that. Use it and look at the properties.

Create an add new Vendor form. Use a macro to provide a
vendor_beginning_Date. Conider other ways to do the same thing. Provide
default data like "CA" when you get 95% of your vendors from 1 state. Zip
code in California are like "9xxxxx" think of ways to validate one set of
data from another.

Figure out how to display only the unpaid claims in this form.

Play with the macro button wizzards and look at the Visual Basic Code they
generate.

 

[Angeline]

Tina,
I just wanted to say I loved your response to this question!

All the best
Angeline

 

[tina]

oh, thanks Angeline

Tina,
I just wanted to say I loved your response to this question!

All the best
Angeline