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Question-1

What are the different options available for creating Tables in MS Access?

Solution:
a. Using the Database Wizard

b. Using a Blank Database

Question-2

What do you understand by programmed reports, on demand reports and casual reports?

Solution:
Programmed Reports - These reports contain useful and decision - making information that the user wants to generate.

 

Casual Reports - These types of reports are not normally needed. These are ad hoc reports and are generated according to the need by executing some simple queries.

 

On Demand Reports - The reports which are generated only due to need of some event are called on Demand Reports.

Question-3

What do you understand by saving a report as a snapshot?

Solution:
Saving as Snapshot - The generated report can be saved as a picture image with the help of Adobe Acrobat Software in such a manner so as to be viewed without the help of Access through the Snapshot saving.

Question-4

What do you understand by exporting the report?

Solution:
Exporting to MS Word - The generated report can be saved as a text file in MS Word through a text processing package. It can be done by executing the steps mentioned above with some changes in the type of file, instead of the worksheet type of Excel, by exporting it as text in the respective box.

Question-5

What are the advantages of MS Access?

Solution:
a. Easy creation of Data Tables

b. Retrieval of Data

c. Creation of Forms

d. Generating of reports in different ways

Question-6

Write a detailed note on creating tables using Database Wizard and Blank databases?

Solution:
Access offers the following two methods of creating a database:

1. Using the Database Wizard - This method enables use of a Wizard that provides sample database objects and guides through the steps of creating a database and its objects like tables, forms and reports. When we create a table using Database Wizard, the Database Wizard provides a framework of the table, ie., number of columns and rows. These specifications can be later modified for suitability.

2. Using a Blank Database - This provides a blank database and enables you to create all the database objects from scratch. When we create tables using blank database, tables have to be designed within the database.

Question-7

Write a note on saving and exporting of data and reports.

Solution:
After creating a database of the desired tasks, we can generate reports or its output result to preview its final shape. Both the design and the generated report can be saved for future use in our computer or server in different software’s and at different locations which are given below:

 

1. Saving and Exporting Reports in Access - The design of a report can be saved in Access database by sing simple saving methods like the Save or Save as Commands, or it can be exported to another database file of Access. This can be done by clicking on Save or Export option and then selecting the path and name of the existing database into which the design is to be exported or saved.

2. Exporting to Excel - the design of a report can be exported to Excel as a spreadsheet package. Spreadsheet package is a part of MS Office and generally used to make interaction between Access database and Excel worksheet.

Question-8

Write a note on creating reports. Elaborate on Programmed reports, on demand reports and casual reports.

Solution:
Software or Program using Database Management System but without the facility of generating reports is incomplete. Reporting is one of the main purposes for which an accounting system is designed. The output of accounting system takes the form of accounting reports. So we should always consider the software which offers flexibility in generating customized reports. There are two types of generating reports - Programmed and Casual Reports.

 

Programmed Reports - These reports contain useful and decision – making information that the user wants to generate. In this context, the reports which are produced according to a given time frame, ie., daily, weekly, monthly, quarterly or yearly, are known as Scheduled Reports. Trial Balance, Ledger, Statement of Cash Book, Closing Stock Report, Profit and Loss Account and Balance Sheet are scheduled reports. And the reports which are generated only due to need of some event are called on Demand Reports. These could be Customer’s Statement of Account, Stock in Hand Report, Bills raised during the month and

 

Casual Reports - These types of reports are not normally needed. These are ad hoc reports and are generated according to the need by executing some simple queries.

Question-9

Write a note on using Access in Accounting report?

Solution:
Generating Financial Accounting Reports like Cash book, Bank Book, Ledger Accounts and Trial Balance based on Access database tables is the main feature of MS Access. It is very easy to create Accounting Reports mentioned above through Access by using relevant SQL statements. Let us now consider the exact process in the context of generating Trial Balance.

 

To produce a Trial Balance, it is necessary to obtain the following information:

 

Total amount by which every account has been debited
  Total amount by which every account has been credited
  Total amount of accounts with their debit and credit totals; and
  The record which consists of Account code, name of Account, Debit and Credit Amount.

 

Question-10

What are the database objects?

Solution:
MS access database consists of a number of objects called database objects, which are shown below:

1. Tables: It is used for data storage in a row – and – column format which is similar to spreadsheets. The components of a table are:

a. Byte - It is a group of eight bits and is used for storing a character

b. Data Item - A data item is one type of information and is normally referred to as data element.

c. Record - It is a collection of data items representing a unit of information.

 

2. Queries: It is used to view data from a table based on a specified criteria.

3. Forms: It is used to enter, view and modify data in the table.

4. Reports: It enables us to generate reports based on tables and query results.

5. Data Access Pages: It enables us to view data from the internet where the data is stored in an Access database.

6. Macros: It consists of a series of commands and functions that can be executed whenever we need to perform a task.

Question-11

What are the various data types in MS Access?

Solution:
Text - This data type stores text or a combination of text and numbers. It can also be numbers that do not require calculations like the zip code.

Memo - This data type stores a large number of text and numeric characters like notes or description of fields, or addresses.

Number - This data type stores numeric data that is sued for mathematical calculations, except calculations involving money.

Date/Time - This data type stores date and time value.

Currency - This data type stores currency values

Auto Numbers - This data type enables you to automatically insert numbers in a sequential or a random order.

Yes/No - This data type is used for fields that can contain Yes/No, True/False, and On/Off values.

OLE Object - This data type enables you to store objects like Word documents, Excel spreadsheet, pictures or sounds.

Hyperlink - This data type enables you to store a hyperlink like an e-mail address or a Web site address.

Lookup Wizard - This data type creates a field that enables you to select a field from another table. For example, while entering data in the Transaction table, you can use the Lookup Wizard to get the customer data from the Customers table.





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