Excel Formula Calculate The Qty Of Matching Items In List Microsoft Access Database Design – Step 3 of 7: Data Design Field for Your Microsoft Access Database

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Microsoft Access Database Design – Step 3 of 7: Data Design Field for Your Microsoft Access Database

From your reports, break them down into natural units that will be the basis for your Access database design. In simplified terms, an order database system may consist of many tables but a core process such as an order transaction is made up of five tables (As described further in this article).

Data design (your region) Once you’ve spent enough time on the previous two steps in this series, this task should start to get a little easier to complete.

This step handles each table sketched out, the list of fields to be defined and their best matches and qualifying data types.

For example, suppose you have determined that there are five tables for example ‘order’ Documents that are:

  1. customers
  2. order
  3. Order details
  4. products
  5. Shippers

Take each table and expand it to list all the fields making sure that the first field will act as the unique value and ID for the record. So the ‘customers’ The table is called the first listed field ‘Customer ID’.

You need to capture all the fields that you believe will make up the customer’s profile in all reports, keeping in mind that not all fields are required in all reports.

As part of database normalization principles, consider fields to handle the smallest element of data that you would normally expect to use. For example, a company’s address is said not to be stored in a field ‘address’ But instead in five areas (‘address line 1’, ‘address line 2’, ‘city’, ‘postcode’ and ‘country’. This will help to group, sort, filter and calculate records at a later point.

For each field listed, decide on the most appropriate data type as this will drive the use of that field in later reporting. So for example, will ‘quantity’ Need to have an area number? Do you want to reckon with it at some point?

Areas may appear numerically ‘Tel No.’ The field will however probably be stored as the default ‘text’ data type unless you want to do calculations with it!

Choosing the best matching data type will also begin validating the value you can enter. So you know ‘number’ data type cannot accept non-numeric characters. The ‘date/time’ data type validates only dates and times (including leap years!).

So, an example of order A table may contain a list of the following fields and the size of the data types where applicable:

area: Order ID, Data Type: Number (long integer)

area: Customer ID, Data Type: Text (5)

area: Shipment ID, Data Type: Number (long integer)

area: Order date, Data Type: Date/Time

area: Required date, Data Type: Date/Time

area: Date sent, Data Type: Date/Time

area: Order amount, Data Type: Currency

area: Shipping amount, Data Type: Currency

area: was sent, Data Type: Yes/No

area: Invoiced, Data Type: Date/Time

The table above gives you an idea and other areas will likely come to light during this phase analysis process.

Repeat this for each table and double-check that all fields are covered against each report.

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