ITEC 1050 Microsoft Access Assignment (100 points)

Due on March 26, 2009

1. Create a Microsoft Access document: Computer System Sale Report. (25 points)

For this database project, you will use Microsoft Access to create an inventory database
for a hardware store, which contains more than 10 records with the fields listed below. In
this project, you will:
 Design the Table Structure
 Enter the Data
 Create Two Reports (one report has to be saved as a screen shot before
creating the second report)
 Create Two Queries

DESIGN YOUR TABLE STRUCTURE (without using a wizard – as shown in class)

with the following field names:

Field Name Data Type Width Other Information

Item ID Text 5 chars. Primary Key – may contain alpha and
numeric, the first character must be a
upper case letter. You create this, do
not use autonumber.
Description Text 20 chars.
Vendor ID Number Long Integer
List Price Currency Leave decimal places as 2
On-Hand Qty Number Long Integer
Item Type Text 4 chars. Codes must be validated, and must be
formatted in upper case. Codes are:
SOFT, HARD, ELEC, or OTHR.
Default value is OTHR
On Sale Yes / No

Start Access and select “Blank Access Database.” Important: when prompted to “Save
in”, name your database file “Inventory.” Then click on Create. Don’t try to go any
further until this is done!

In the main database window, the Table button should be selected (embedded). Double-
click on Create Table in Design View to set up the structure of your database file. The
cursor will be at the 1st field. (note: you will create the Table in Design View, not using a
Wizard or in Datasheet View).

When the Table Design Screen is displayed, being by typing in the first field name and
then tab over to Data Type. Choose the field type from the arrow options (or you can just
type the first letter of the type). Remember that Access uses “text,” “number,” “yes/no,”
for what our book calls “character,” “numeric,” and “logical.”

At this point, you’ll see a General tab in the lower left corner of the screen, with many
options, including field size. You must set up all field specifications here, as we did in
class. After you have entered all the fields described in the table on Page 1 above, make
the Item ID to be the primary key, using the key icon, as described in class. As you enter
data in Section 2 below, using Datasheet View, you will have to be careful to insure that
you do not have any duplicate Item IDs. When finished, save file.

2. ENTER YOUR DATA (25 points)

Enter your data directly into the table. You can make up fictitious data, but it must be
reasonable, because we will be sorting and making queries from this data.

An example of what one record of data may look like:

 ITEM ID – Mouse
 DESCRIPTION – Computer Accessory
 VENDOR ID – 4501 (a number – you may want to number your vendors 1, 2, 3,
etc. You may also want to have, say, all of one kind of item come from the same
vendor id)
 LIST PRICE - $9.95
 ON-HAND QTY – 150
 ITEM TYPE – HARD
 ON SALE - NO

Your data must contain at least three records with each of the following Item Types:
 SOFT Software (Window XP, Microsoft Office, Adobe Acrobat, etc.)
 HARD Hardware (monitor, hard disk, CPU, etc.)
 ELEC Electrical (TV, VCR, DVD, MP3 player, battery charger, etc.)
 OTHR Other (pencil, pen, notepad, bulletin board, marker, etc.)

You must validate that the values keyed into Item Type are one of the four types listed
above, and display an appropriate error message when something else is keyed in.

Combination of data required to test your Select query (Query 2) to prove that it works:
 You must have at least two Item Type HARD records, one that is On Sale, and
one that is not On Sale
 You must have at least one On Sale record whose Item Type is not HARD.

3. REPORTS (25 points)

You will be required to create two reports, one before and one after you have deleted one
record from your Inventory table. Remember, you will be deleting a record from the
table, not the report (you cannot delete a record from a report). The report just prints
what is in the table. Thus one report should have 10 or more records on it, and the
second report should have one less record on it.

Using the Report Wizard, create a Report on your data. Choose all fields except On Sale
Item, using the arrow >. Do not do any grouping, but sort the records descending by
Item ID. Choose Tabular and Landscape. Choose any print style you like. For the Title,
use All Inventory Items Report. Now print the Report. Please bring this report hard copy
to the lab.

Go back into datasheet view of the Table, and delete one of the records from the table, as
shown in class. Then make another report, using the same process as the first one. For
the title of this one, use One Item Deleted Report.

4. QUERY (25 points)

First Query
 Using Design View, create a query on your data. Select the Item ID, Description,
Item Type, and On-Hand Quantity of all items. Sort the records descending by
Item ID.
 Click on the save icon, and save it as Query 1.
 This query will not contain all the fields in the table, but it will contain all of the
records.

Second Query
 Create another query, using Design View, selecting the following fields: Item ID,
Description, Item Type, List Price, and On Sale.
 The query (using the Criteria row) should ONLY include rows that are both On
Sale and Item Type HARD. In addition, do not show the On Sale field.
 There is no need to sort this query.
 Click on the save icon, and save it as Query 2.

5. Please show these table, reports and queries to the instructor before you leave the
lab. Also backup your database file to your flash disk.