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Creating a database - Mr Parkes wishes to have a computerised order processing system.

Extracts from this document...

Introduction

TABLE OF CONTENTS STATEMENT OF THE PROBLEM 3 Introduction 3 User Requirements 3 ANALYSIS 3 Initial Investigation 3 Payments 3 Supplier orders and payments 3 Integration with existing system 3 Hardware and software 4 User's skill level 4 Data flow diagram 4 Objectives of the new system 5 Performance Indicators 5 DESIGN 6 Consideration of solutions 6 Manual system 6 Spreadsheet system 6 A purposely designed system 6 Existing system 6 Access database 6 Final choice software 6 Database design 7 Entity-relationship diagram 7 Table design 7 Form Design 8 Query design 9 Macro design 10 Menu design 11 Security 11 Test Strategy 11 Test plan 12 User testing 15 IMPLEMENTATION AND TESTING 15 Test results 15 Test 1 15 Test 2 17 Test 3 17 Test 4 18 Test 5 20 Test 6 22 Test 7 24 Test 8 26 Test 9 28 Test 10 29 Test 11 32 Test 12 33 EVALUATION 34 Performance criteria 34 USER MANUAL 34 Introduction 34 Starting the system 34 Security and passwords 34 The main menu 35 The Invoice Form 36 The Backup Form 37 The Product Query 38 The Payment Form 39 The Customer Form 40 Invoice Form 41 Calculate and print invoices 41 Payment Form 42 Payments 42 Quit Application 42 Backups 42 TECHNICAL MANUAL 43 Macros 43 Queries 47 STATEMENT OF THE PROBLEM Introduction RS Supplies in London is a small business which specialises in the import and export of specialist medical equipment for hospitals as well as for other independent businesses. At the moment all orders have to be processed manually including invoices as there is no order processing system. However, the clientele is growing and Mr Parkes wishes to have a computerised order processing system. He has a computer which is used for typing up and storing invoices, but feels that a computerised system for processing orders and producing invoices is needed. ...read more.

Middle

This displays the total amount of the order. 4. CUSTOMER QUERY This query uses the same expression as that for Payment Query to display the contact details of a specific customer. Report design Reports are used to produce the invoice as they can be customised by the user. Query1 This report is used to create the invoice. It is made from the query of the same name. The invoice structure consists of the records for each product a customer Macro design Macros are used for opening and closing forms, queries and reports, as well as 'importing' data from one form to another, backup of tables, message boxes and record navigation. QTYmacro This is a macro which imports the Customer name and ID from the Customer Order Form to the Payment Form. (This is run when the user clicks on "IMPORT CUSTOMER DETAILS" on the Payment Form, but only runs when the Customer Order Form is open and minimised) MSG11 This macro displays two dialogue boxes when certain conditions in the design of the macro are satisfied. This macro is attached to the "Total" field on the Payment Form. (This macro is run when the user enters an amount in the "Total" field, which is less than �10,000 or greater than �10,000 and then clicks on "CHECK PAYMENT") BACKUP INVOICE TABLEmacro This macro is used to backup data from the Invoice table to a database on a floppy disk. (This macro is run when the user clicks on "BACKUP INVOICE TABLE" on the Backup Form. There are three more macros like this which copy the tables in Table design - above - to the floppy disk) Menu design The menu will be created manually. Below are the notes on the implementation of the menu: There will be six buttons on the main menu which open the following forms: * ProductQuery * INVOICE FORM * BACKUP FORM * PAYMENT FORM * ADD/EDIT CUSTOMERS * CLOSE The main menu will appear automatically when the database is opened, and the main database window will be hidden. ...read more.

Conclusion

menu; * Click on IMPORT CUSTOMER DETAILS to 'import' the customer name and ID from the Invoice form (the invoice form must be open for this operation to work); * Enter the total amount of the order in the TOTAL field; * Click on CHECK PAYMENT to determine whether or not a payment has been made for that order. Quit Application This is done by clicking on CLOSE on the main menu. However, this doesn't close Access. Backups You should backup the database to a floppy disk at regular intervals, and store the disk in a safe place. TECHNICAL MANUAL This manual is for more experienced users of Access as this allows the user to maintain or enhance the system. Macros The screenshot of the macro MSG11 gives an overview of the message box macro: This macro is attached to the On Click event property of the "CHECK PAYMENT" button on the Payment form The above two screenshots show the macro MSG11 in design view. There are two different conditions which display two different messages. The screenshot of the macro QTYmcr gives an overview of the SetValue macro: This is a SetValue macro which 'imports' data from the Invoice form to the Payment form. This screenshot of the BACKUP INVOICE TABLEmacro gives an overview of the copy object macro: This macro is used to copy the INVOICE TABLE from the database RS Supplies.mdb to the database BACKUP.mdb on the floppy disk. The NEW NAME field in the arguments section of the macro window (shown above0 is left blank as this allows the object being copied to have the same name when it is copied or restored. Queries The following query, Query1 is used to calculate invoices: The following query, ProductQuery is used to search for a particular product: The following query, PAYMENT QUERY is used to search for the payment details of a particular customer: The following query, CUSTOMER QUERY is used to search for the details of a particular customer. (3,746 words) 1 ...read more.

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