Introduction to the database application system

The Command Button Wizard will appearo Record navigation -> go to the first record -> Next -> Finish o Record navigation -> go to the previous record -> Next -> Finish o Record navigatio

NATIONAL ECONOMICS UNIVERSITY

ADVANCED EDUCATIONAL PROGRAM

MANAGING BOOKING DATABASE SYSTEM

Class: Advanced Accounting 58A

Group: 04

Subject: Management Information Systems

Instructor: Tran Thi Song Minh

Ha Noi, 2018

Table Content

I, Introduction to the Database Application System

II, System design

A, Investigation of the business

B, Database modeling (ERD)

III, System/ Database design (DSD)

IV, System Implementation

Table of Figures

Figure 1 Relationship of 03 provided entities

Figure 2 Relationship of 03 entities – DSD Specification

Figure 3 qryTotalAmountByAuthor Figure 4

Figure 9 Main Menu

Figure 10 tblAuthor-add new field

Figure11 tblBooks-add new fielđ

Figure 12 tblPublisher- add new field

I, Introduction to the Database Application System

Our group made the decision to form the database with three main entries including Books, Authors and Publishers in order to help not only the managers’ Tien Tho Bookstore but also the customers find information about the title, price of books, the name of the authors and the publishers more quickly

Thanks to this booking management system, it is very helpful for the

managers and buyers to save time because of searching the documents without coming the store

II System analysis

A Investigation of the business

- This database system for information about the books storage of Tien Tho

Bookstore, including 3 entities: Author, Book, Publisher

- Specification: A description of the database using entity relationship diagrams (ERD)

- Storage: The system store the database of 17 authors, 50 books and 7 publishers, relevant information

- Data Entry: Set up three forms in Access that allows users to update one of the following

- Add New Author

- Add New Book

- Add New Publishers

- Output:

+ Create 3 tables to display: Author, Books and Publishers.

+ Create 6 queries to display: Books by Author 15 in 2002; Books published by KD; SearchBook; Total amount by Author; Total Stock Value by Author; Total Value Published

+ Create 3 forms to display: Add New Author, Add New Book, and Add New Publishers.+ Create reports to display: Authors; Books; Publishers; Total Amount by Author; Total ValuePublished

B, Database modeling (ERD)

In the Figure 1, the relationship is: Author writes Books, Books then be published by Publisher.

There are 4 requirements in this relationship:

+ An Author writes more than one Book, and must write at least one Book

+ A Book must be written by one Author and can only be written by one Author.+ A Book must be published by one Publisher, and can only be published by one Publisher

+ A Publisher publishes more than one Book, and must publish at least one Book

III, System/ database design ( DSD)

Figure 2: DSD specification

In term of each table, a main key is used to recognize each record in the table and make sure that this record is be unique In this Managing Booking System database, the primary key is used for field “AuthorID” in tbl-author,

“AuthorCode” in tbl-book, “PubID” in tbl-publishers

In this DSE Specification, there are two key relationships:

-In the 1st relationship is One Author can write many books and one book can be written by only one author

- In the 2nd relationship is Many books can be published by only one

publisher and one publisher can publish many books.

IV System Implemention

FirstName Short text

LastName Short text

2 Table Books

Structure Data Type Format Data Validation

ISBN Short text

AuthorID Number

Title Short text

PubID Short text

PubIDate Number

StockAmt Number

3.Table Publishers

Structure Data Type Format Data Validation

PubID Short text

PubName Long text

PubAddress Long text

PubCity Short text

PubState Short text

B Form creation

This data storage acrosses 03 forms:

1.frmAddNewAuthor

Select tblAuthor -> Creat -> Form

Design View -> choose button

The Command Button Wizard will appear

o Record navigation -> go to the first record -> Next -> Finish

o Record navigation -> go to the previous record -> Next ->

Finish

o Record navigation -> go to the next record -> Next -> Finish

o Record navigation -> go to the last record -> Next -> Finish

o Record operations -> Save record -> Next -> Finish

o Record operations -> Delete record -> Next -> Finish

o Forms opertation -> Close form -> Next -> Finish

Property (Form) –> Event >On close > macro builder > opem form

-> stop macro > save and name the form

2.frmAddNewBook

Select tblBooks -> Creat -> Form

Design View -> choose button

The Command Button Wizard will appear

o Record navigation -> go to the first record -> Next -> Finish

o Record navigation -> go to the previous record -> Next ->

Finish

o Record navigation -> go to the next record -> Next -> Finish

o Record navigation -> go to the last record -> Next -> Finish

o Record operations -> Save record -> Next -> Finish

o Record operations -> Delete record -> Next -> Finish

o Forms opertation -> Close form -> Next -> Finish

Property (Form) –> Event ->On close -> macro builder -> opem form -> stop macro

-> save and name the form

3.frmAddNewPublishers

Select tblPublishers -> Creat -> Form

Design View -> choose button

The Command Button Wizard will appear

o Record navigation -> go to the first record -> Next -> Finish

o Record navigation -> go to the previous record -> Next ->

Finish

o Record navigation -> go to the next record -> Next -> Finish

o Record navigation -> go to the last record -> Next -> Finish

o Record operations -> Save record -> Next -> Finish

o Record operations -> Delete record -> Next -> Finish

o Forms opertation -> Close form -> Next -> Finish

Property (Form) –> Event >On close > macro builder > opem form

-> stop macro > save and name the form

C Querries creation

1.To display total amount by Author

Select Create ==> Select Query

Select TbtBooks and TblAuthor ==> Select Add

In the first 4 rows of Field: FirstName, LastName, StockAmt and AuthorID

In the first 4 rows of Table: TblAuthors, TblAuthors, TblBooks and

TblBooks

In the first 4 rows of Total: Group By, Group By, Sum and Group By

Select Sort in the 4th column: Ascending

Tick the Show box in 1st, 2nd and 3rd

column Select ‘Run Query’

Select Save and name query as “qryTotalAmtbyAuthor”

Figure 3: qrytotalamountbyAthor

2.To display total stock value by Author

Select Create ==> Select Query Design

Select TblBooks and TblAuthor ==> Select Add

In the first 2 rows of Field: LastName and FirstName

Name the 3rd row of Field: Total Stock Value: [Price] * [StockAmt]

The 4th row of Field: AuthorID

In the first 2 rows of Table: TblAuthor and TblAuthor

In the first 4 rows of Total: Group By, Group By, Sum and Group By

Tick the Show box in 1st, 2nd and 3rd

column Select ‘Run Query’

Select Save and name query as “qryTotalStockvalueByAuthor”

Figure 4: qrytotalstockvaluebyAuthor

3-To display Total Value Published

Select Create ==> Select Query Design

Select TblBooks ==> Select Add

In the first 2 rows of Field: PubID and StockAmt

Name the 3rd row of Field: Total Value Published: ([TblBooks]

[Price]*[TblBooks].[StockAmt])

In the first two rows of Table: TblBooks and TblBooks

In the first two rows of Total: Group By, Sum and Sum

Tick the Show box in 1st, 2nd and 3rd

column Select ‘Run Query’

Select Save and name query as “qryTotalValuePublished”

Figure5: qrytotalvaluebyPublisher

4-To display Books by Author 15 in 2002

Select Create ==> Select Query Design

Select TblBooks ==> Select Add

In the first 3 rows of Field: Author ID, Title and PublDate

In the first 3 rows of table: TblBooks, TblBooks and TblBooks

Tick the Show box in 1st, 2nd and 3rd rows

Name the 1st and 3rd row of Criteria: 15 and 2002

Select “Run Query”

Select Save and name query as “qryBooksByAuthor15In2002”

Figure6: qrybookbyauthor 15 in 2002

5-To display Books Published By KD

Select Create ==> Select Query Design

Select TblPublishers, TblBooks and TblAuthor ==> Select Add

In the first 6 rows of Field: PubID, PubName, Title, AuthorID, Price and StockAmt

In the first 6 rows of Table: TblPublishers, TblPublishers, TblBooks, TblAuthor, TblBooks, TblBooks

Tick the Show box in the first 6 rows

Name the first row of Criteria: “KD”

Select “Run Query”

Select Save and name query as “qryBooksPublishedByKD”

Figure7: qrybooks publishers by KD

6-To display Query Search Book

Select Create ==> Select Query Design

Select TblAuthor, TblBooks and TblPublishers ==> Select Add

In the first 6 rows of Fields: Title, FirstName, LastName, PubName, Price, StockAmt

In the first 6 rows of Table: TblBooks, TblAuthor, TblAuthor, TblPublishers, TblBooks and TblBooks

Tick the Show box in the first 6 rows

Select “Run Query”

Select Save and name query as “QrySearch_book”

Figure8: qrysearchbook

D- Report creation

This data storage acrosses 3 queries and 3 tables:

1 RpTotalAmtbyAuthor:

Open query qryTotalAmtbyAuthor

Select Create/Report from the ribbon tab

Save the report

Close the report

2 RpTotalValuePublished:

Open query qryTotalValuePublished

Select Create/Report from the ribbon tab

Save the report

Close the report

3 RpBooks:

Open table TblBooks

Select Create/Report from the ribbon tab

Save the report

Close the report

4 RpAuthors:

Open table TblAuthors

Select Create/Report from the ribbon tab

Save the report

Close the report

5 RpPublishers:

Open table TblPublishers

Select Create/Report from the ribbon tab

Save the report

Close the report

6 RpSearch_book:

Open query qrySearch_book

Select Create/Report from the ribbon tab

Save the report

Close the report

V – User Intructors

A Authors

1 How to create Switch Board

Step 1: Using button XXX

Step 2: Click to the position that we want to put the button After creating thebutton, click the right mouse and choose “Properties”

Step 3: After choosing “Properties”, we could see Design board in the right of thescreen Choosing “Event” and then in the first line, we click on the button hassymbol “…”

Step 4: Choose “MacroBuilder”, then choose “Add a new action” (Open form)

In Objecttype: choose form or report we want to open

In Data mode: we add or edit

Step 5: We add new action: Stopmacro

After all we have the result like that:

Figure9: Main menu

2 Authors

How to use the switch board to add new field of information about authors:

on the Table Authors “tblAuthor”, in the ribbon, we choose “View” then click

“Design view” After that, we could see in the screen is that the Table Author

“tblAuthor” has 3 columns is “Field Name”, “Data Type” and “Description” Then

we could make a new field of information about authors

Figure 10: tblAuthor-add new field

In the Forms, we click to “MAIN_MENU” to open the switch board, whichcould navigate the database application In the menu, we could see the tools are that

“Add authors”, “Edit authors”, “Authors List”

o To add a new author: we click on “Add authors” then the form to addnew authors will be appeared Then we add informations about a new author such as,AuthorID, Last Name, First Nam, etc After finishing import the informations in theform, we choose “Save” and “Close” to save the form

o To edit an author: we back to the switch board in “MAIN_MENU”and choose “Edit authors” We choose the author that we want to edit and then

we will have a form to edit author Then we could fix the information of thatbook After finishing change the information, we choose “Save” and “Close” tosave the form

o To delete an author: we back to the switch board in “MAIN_MENU”and choose “Edit authors” We choose the book that we want to delete and then

we will have a form to edit author Then we choose “Delete” in the bottom ofform

B Books

How to use the switch board to add new field of information about books: onthe Table Books “tblBooks”, in the ribbon, we choose “View” then click “Designview” After that, we could see in the screen is that the Table Books “tblBooks” has

3 columns is “Field Name”, “Data Type” and “Description” Then we could make anew field of information about books

Figure 11: TblBooks-add new field

In the Forms, we click to “MAIN_MENU” to open the switch board, whichcould navigate the database application In the menu, we could see the tools are that

“Add books”, “Edit books, “Books List”

o To add a new book: we click on “Add books” then the form to add newbooks will be appeared Then we add information about a new book such as titles,authors, publishers, etc After finishing import the information in the form, we choose

“Save” and “Close” the form

o To edit a book: we back to the switch board in “MAIN_MENU” andchoose “Edit books” We choose the book that we want to edit and then we will have aform to edit book Then we could fix the information of that book After finishingchange the information, we choose “Save” and “Close” the form

o To delete a book: we back to the switch board in “MAIN_MENU”and choose “Edit books” We choose the book that we want to delete and then

we will have a form to edit book Then we choose “Delete” in the bottom ofform

C.Publishers

o To add new field information about publisher: We select “TblPublishers”, then we click “Design View”, we add new field information at ‘Field

Figure 12: TblPublishers-add new field

o To add a publisher: We select ‘MAIN_MENU’, click “Add Publishers”,

and add information about publishers in the forms We click “Save”, then

“Close”

o To edit a publisher: We select “MAIN_MENU”, next select ‘Edit

Publishers’ and choose the publishers you want to edit, then choose

“Save”, then “Close”

o To delete a publisher: We select ‘MAIN_MENU’, next click “Edit

Publishers”, and Choose the publishers you want to delete , then click “Delete”

o To search for Books/Authors/Publishers: We Select “MAIN_MENU”,

and Click ‘Book Title/ Author/ Publisher’ and give information about the Book, Author or Publisher you want to find, and click ‘�’

o To open the books list: We Select “MAIN_MENU”, then click ‘Books

o To open the report: We select “MAIN_MENU”, then click “Total books

by authors” and “Total values by publishers”