Computer Assignment #2: Company Database Guide Customer Table: Data Dictionary ------------------------------- Field Name Data Type CustomerID Autonumber CustomerName Text (Properties=20) PhoneNo Text (Properties=13) City Text (Properties=15) Product Table: Data Dictionary ------------------------------ Field Name Data Type ProductID Autonumber Product Name Text (Properties=15) Price Currency (Properties=Standard) ExpiryDate Date/Time (Properites=Medium Date) Transaction Table: Data Dictionary ---------------------------------- Field Name Data Type TransactionID Autonumber CustomerID Lookup Wizard ProductID Lookup Wizard Quantity Number (Properties=Integer) TransactionDate Date/Time (Properties=Medium Date) Section I: TablesTask 1: Open MS Access From the Start menu choose All Programs, MS Office, MS Access 2007. Task 2: Blank Database Under the heading New Blank Database click on Blank Database. Task 3: Choose Folder and File Name On the right side of the screen you can choose which folder that you want to save the database in. You can also choose the File Name of the database. Here the filename is Company.accdb. The file extension for MS Access 2007 database files is .accdb. Then click Create. Task 4: Create the Customer Table When you first create a table in MS Access 2007 the table will be in Datasheet View. We want to create the table in Design View. Click on the down arrow under View on the left side of the screen and choose Design View. The Save As dialog box will pop up and you can type the name of the table which is the Customer table. Click OK. Enter the field names and data types for each of the Customer table fields as shown below. Notice that CustomerID has a key to the left of it. We do not have to enter the key manually because we created the table using Design View. For each field data type you may need to change the property. Check with the tables listed at the beginning of this guide to determine the field properties. In the example below the Field Properties for CustomerName was Field Size=20. You will need to make sure the table is saved by either clicking on the save icon or using the shortcut key Ctrl+S. Finally, you can close the table by click on the x on the left side of the table. It is a good idea to keep the table closed because some tasks cannot be completed with the tables open. Task 5: Create the Product Table Select the Create tab and click on Table. Follow the same steps used to create the Customer table. Click on the down arrow under View and select Design View. For the Table Name type Product and click OK to save the table. Enter the field names and data types for each of the Customer table fields as shown. Refer to the Product table listed at the beginning of this guide. Note that the properties for the Currency data type is Standard and the properties for the ExpiryDate is Medium Date. Save the table. Task 6: Create the Transaction Table .

1. Computer Assignment #2: Company Database Guide
Customer Table: Data Dictionary
-------------------------------
Field Name Data Type
CustomerID Autonumber
CustomerName Text (Properties=20)
PhoneNo Text (Properties=13)
City Text (Properties=15)
Product Table: Data Dictionary
------------------------------
Field Name Data Type
ProductID Autonumber
Product Name Text (Properties=15)
Price Currency (Properties=Standard)
ExpiryDate Date/Time (Properites=Medium Date)
Transaction Table: Data Dictionary
----------------------------------
Field Name Data Type
TransactionID Autonumber
CustomerID Lookup Wizard
ProductID Lookup Wizard
Quantity Number (Properties=Integer)
TransactionDate Date/Time (Properties=Medium Date)
Section I: TablesTask 1: Open MS Access
From the Start menu choose All Programs, MS Office, MS
Access 2007.
Task 2: Blank Database
Under the heading New Blank Database click on Blank

2. Database.
Task 3: Choose Folder and File Name
On the right side of the screen you can choose which folder that
you want to save the database in. You can also choose the File
Name of the database. Here the filename is Company.accdb.
The file extension for MS Access 2007 database files is .accdb.
Then click Create.
Task 4: Create the Customer Table
When you first create a table in MS Access 2007 the table will
be in Datasheet View. We want to create the table in Design
View. Click on the down arrow under View on the left side of
the screen and choose Design View.
The Save As dialog box will pop up and you can type the name
of the table which is the Customer table. Click OK.
Enter the field names and data types for each of the Customer
table fields as shown below. Notice that CustomerID has a key
to the left of it. We do not have to enter the key manually
because we created the table using Design View.
For each field data type you may need to change the property.
Check with the tables listed at the beginning of this guide to
determine the field properties. In the example below the Field

3. Properties for CustomerName was Field Size=20.
You will need to make sure the table is saved by either clicking
on the save icon or using the shortcut key Ctrl+S.
Finally, you can close the table by click on the x on the left side
of the table. It is a good idea to keep the table closed because
some tasks cannot be completed with the tables open.
Task 5: Create the Product Table
Select the Create tab and click on Table.
Follow the same steps used to create the Customer table. Click
on the down arrow under View and select Design View.
For the Table Name type Product and click OK to save the
table.
Enter the field names and data types for each of the Customer
table fields as shown. Refer to the Product table listed at the
beginning of this guide. Note that the properties for the
Currency data type is Standard and the properties for the
ExpiryDate is Medium Date. Save the table.

4. Task 6: Create the Transaction Table
Create the transaction table using the same method as the
previous table. In order to create a realationship between the
three tables you will need to use CustomerID and ProductID as
foreign keys. Remember that CustomerID is a primary key of
the customer table and ProductID is a primary key of the
product table. The primary key for the transaction table is
TransactionID. When you enter the first foreign key,
CustomerID, you must select Lookup Wizard as the Data Type.
The following screen will pop up. You don’t need to change
anything just press Next.
Next you must choose the corresponding table. Since we are
using the Lookup Wizard with the CustomerID, you should
choose the customer table which is already selected. Click Next.
Next you need to select which field to use. You should choose
CustomerName only as the selected field. This will allow you to
view the actual customer names in the transaction table. Click
Next.
You can skip this screen. Click Next.

5. There are no further steps required here. Clcik Next.
The last screen asks you to name the column. You can change
the name if you like or just leave it as it is. Click Finish.
Now you need to save the table to establish the relationship.
Repeat the same steps for the ProductID as a foreign key. Enter
the Field Name as ProductID. Choose Lookup Wizard as the
Data Type
The window below will pop up and you can click Next.
Choose the Product table and click Next
Select the ProductName field and move it into the Selected
Fields box.
Finally, you can click Next and then Finish.
You will need to add the final two Field Names which are
Quantity and Transaction Date. The Data Type for Quantity is
Number and you can use the Integer Property. The Data Type
for TransactionDate is Date/Time and you can choose the
Medium Date Property. Then save and close the table.

6. Task 7 - Relationships
Now we need to look at the Relationships between the three
tables. So click on the Database Tools tab and select
Relationships.
If you see the following Relationships then you have created the
tables correctly.
We discussed Integrity Constraints in the textbook and now we
will apply them to the relationships. You will need to either
double-click on the relationship line between the tables or right-
click and select Edit Relationships. Then you will need to click
on the box beside Enforce Referential Integrity.
The result will be that there is now a 1 and an infinity symbol
on the relationship line between the Customer table and the
Transaction table. This will ensure the integrity or quality of
the data. Specifically it will ensure that each CustomerID in the
Transaction table will have a matching CustomerID in the
Customer table. Now repeat the same process for the
relationship between the Transaction table and the Product
table.
When you have completed the integrity constraints the
relationships should look as below.
Note about records
You will need to enter the records for each table using Forms

7. (Views). The Customer table will need five records. The
Products table will also need five records. Finally, the
Transaction table will need fifteen records. Below is a sample
of the data required.
Note: You cannot change the number for the CustomerID in the
Customer table as it is chosen by the database. The same goes
for the ProductID in the Product table and the TransactionID in
the Transaction table.
Customer Table
CustomerName must be the name of a company that is your
customer. You can choose your own customer names. For
example, Costco, Walmart, and Superstore.
PhoneNo does not have to be the real phone number of the
company.
City should include at least two customers from Vancouver, two
from Burnaby, and one from Coquitlam.
Product Table
ProductName must be products from the same type. If you
choose be a company that sells food then all your products must
be food. For example, Siu Mai, Hah Gow, and Pai Gwat.
Price should be carefully thought out to match the type of
product you are selling.
ExpiryDate is the suggested fourth field but it may not be
suitable for your products. You can easily change the field by
right-clicking on the table and choosing Design View. Then
simply change ExpiryDate to something else and be sure to
update the Data Type to match.
Transaction Table
The CustomerID and the ProductID in the Transaction table
have a drop-down arrow that allows you to choose from a list of
CustomerNames or ProductNames. This is because we used the
Lookup Wizard. Be sure to have the customer transactions in
random order.
Quantity is a suitable number of products purchased for each
record.
TransactionDate must be in chronological order. For example, if

8. the first record has a date of 3 June 14, then the next record
might also be 3 Jun 14. The following records might be 4 Jun 14
and so on.
Section II – Forms
Forms are more practical for entering records because you can
view only one record at a time. Forms also allow you to place
more fields on the screen.Task 1 – Create a form for the
Customer table
Select the Customer table and choose the Create tab. Then click
on Form.
When the Form first appears it will initially be in Layout View.
You cannot enter records right away. If you choose to you may
select a coloured of the Autoformat Wizard.
Once you have chosen from the Autoformat Wizard then you
can save the form. You can just accept the form name given and
press OK. Then you can close the form and reopen it and start
to enter records. Or you can select Form View from the View
drop down menu.

9. Now you are ready to enter the five Customer records. You
only need to enter records for the CustomerName field, the
PhoneNo field, and the City field. You cannot enter a number
in the CustomerID field. The number in CustomerID field is
decided by the database. Press the Enter key to jump to the
next field and to the next record. You can also use the Page
Down and Page Up keys to jump between records. I am not yet
sure why the fields from the transaction table appear below.
Maybe it is there to show that the Customer table is in a
relationship with the Transaction table. DO NOT enter the
ProductID, Quantity, or TransactionDate. Close the Customer
form by clicking on the black x to the right.
To create a form for the Product table you must select the
Product table with your mouse. Click the Create tab. Then
click Form. Select an AutoFormat style if you like. Then enter
five Product records. Save the Form. Then either close the Form
and reopen it or select Form View from the View drop-down
menu on the top left side.
Finally, you will need to create a form for the Transaction table.
Repeat the same process as you did for the Product form. You
will need to create fifteen records. Be sure to mix up
CustomerName so they are random. Also be sure to have the
TransactionDate in chronological order. Note that you do not
have to type in the CusomerName and ProductName. You only
have to choose them from a drop-down menu.
Section III Queries
Task 1 Create a Query in Design View

10. To create a query you will need to click on the Create tab and
then select Query Design
The Show Table dialog box will pop-up and you will need to
select all three tables. You can make a query with only one
table but we will always sue three tables. Simply select the
table and click Add. When all three tables have been Added
then click Close. You may want to Add the Transaction table
second in order to have the relationship lines uncrossed.
This is what the query window now looks like. You will have to
select the appropriate fields from each table to create the query.
You will also need to have correct criteria entered in order to
query the required records.
To add fields to the query you either need to double click on the
appropriate field or drag the field to the query or select the field
within the query drop-down menu. In this particular query we
want to find all the records where a customer purchased a
product called “Siu Mai”. You may choose any fields to add to
your query. In this query we have chosen the ProductName,
CustomerName, Price, Quantity, and TransactionDate. Once you
have completed this query you will need to create four more
queries. Each query you create should use all three tables and
include the criteria. Be sure each query is good and unique.
The criteria is a very important part of the query. In this

11. example the ProductName is text data type so after you type in
the product’s name, Siu Mai in my example, then the database
will add the quotations as shown here: "Siu Mai". Other fields
may not need the quotations.
After you have created the query then you will need to click on
the View menu button and select Datasheet View to see your
query.
Your query will appear as shown below. Although, you may not
have the same record content. If you want to hide the
ProductName from appearing then you simply have to check the
box as shown below
Uncheck the ProductName Show box and ProductName will not
appear in the query.
Note: If you want to use TransactionDate in the criteria then
you have to use the # symbol as shown below. The criteria will
display records between June 4 and June 15. You can also create
a criteria based on a number ex) >300.
>=#6/4/2014# And <=#6/15/2014
Section IV Reports
Task 1 Create a Report
A report allows you to create a printable view of you tables or
queries. A report also allows you to group your records by
CustomerName or by ProductName or by any other field. A
report also allows you to subtotal any field with a number data
type. To create a report click on the Create tab and select
Report Wizard. It is much easier to create a report from a
Wizard.

12. I have created a query using all fifteen records in order to create
a more interesting report. The Report Wizard will then ask you
to choose from a list of Tables and Queries that you have
created. I am selecting the AllRecords query that I created. This
query did not include any criteria to allow maximum records.
Next you will need to move all the fields from the Available
fields window to the Selected fields window by click in the >>
button. Click Next.
The next window allows you to select which field to group your
report. For example if you leave the selection as by customer
then the Report will be grouped by CustomerName. An example
is shown below. Click Next.
Costco
Pai Gwat 100 2.84 14-Jun-14
Dan Ta 200 1.95 12-Jun-14
In the next window you are asked for any additional grouping.
You can skip this step. Click Next.
In the next window you can select to sort fields in the report.
For example, I have selected to sort by ProductName. This will
change the appearance of the report such that the ProductName
will be sorted as shown below. Now click the Summary
Options. We will need to find the sum total of the Quantity
field.
Costco
Dan Ta 200 1.95 12-Jun-14
Pai Gwat 100 2.84 14-Jun-14

13. Click the check box under Sum for Quantity and click OK. That
will return you to the previous window and you can click Next.
Continue to click Next until you get to the final window. You
can change the title for the report if you like otherwise just
click Finish.
This is the Report completed. You only need to create one
report. Your report may not look exactly the same as my report.
I used a query without any criteria in order to show more
records. You can see the the report is grouped by
CustomerName. The records for each customer are displayed
below and are sorted. The Sum of the quantity for each
customer is also displayed. Your assignment is complete.