✓ Task 1 – setting up a spreadsheet to record daily income and expenditure and to give a running total of profit/loss balance. From the table above it is clear that Microsoft excel is the best option for this task. Excel has the sum function which will recalculate the accounts on a daily basis. Graphs can be produced and relevant sections can be printed off. Microsoft access does not have the sum function and would be inappropriate to use for this task. The decision is made to use Microsoft excel for task 1.
✓ Task 2 – setting up a database to record customer details and to alert when direct debit payments are due from monthly contract customers. From the table Microsoft access is the best option for this task as a lot of information can be stored and data can be input, searched and sorted quickly and easily. The query function is available in Microsoft access but not in Microsoft excel and as this is a vital function, excel will not be suitable for this task. Microsoft access allows different queries to be made using the same parameter. By inputting different dates into the parameter value box, the direct debit payments that are due should be flagged up. Microsoft access is reusable and allows data to be carried to other databases and applications (mail merge). The decision is made to use Microsoft access for task 2.
✓ Task 3 – setting up a database to show current stock lists and product details. From the table, Microsoft access is the best option for this task. The main reasons for choosing Microsoft access over Microsoft excel for this task is the same as task 2. The ability to link databases, to do query searches and to flag up low stock reminders is vital for this task and these functions cannot be managed by Microsoft excel. Microsoft access allows different queries to be made using the same parameter. By inputting different product types into the parameter value box, all the products details for that brand should be flagged up. Microsoft access is reusable and allows data to be carried to other databases and applications (mail merge). The decision is made to use Microsoft access for task 3.
✓ Current system – paper records.
Mail merge – the personal details in the task 2 database and product preference in the task 3 database can be linked together and then linked with mail merge so that Asia Talk can send bulk letters to customers. Customers can be informed of special deals, events or new product releases. This feature is only available with Microsoft access.
